Excel Tutorial: How To Copy Excel Table Into Word


In the business world, efficiency is key, especially when it comes to transferring and sharing data between various platforms. One common task that many professionals need to do is to copy an Excel table into Word without losing the table formatting and structure. In this tutorial, we will provide a step-by-step guide on how to accomplish this task seamlessly, allowing you to present your data in a professional and organized manner in your Word documents.

Key Takeaways

  • Efficiently transferring data between Excel and Word is crucial in the business world.
  • Understanding how to select, copy, and paste Excel tables into Word is essential for professional presentation of data.
  • Formatting the table in Word, including adjusting size, alignment, and borders, ensures a polished look.
  • Removing unnecessary blank rows and regularly updating the document are important for maintaining professionalism.
  • Practicing and mastering the skill of transferring Excel tables into Word efficiently is encouraged for success in the workplace.

Understanding the Excel table

Before copying an Excel table into Word, it's important to understand the structure of the table and ensure that it is properly formatted.

Selecting the table in Excel

The first step is to select the entire table in Excel by clicking and dragging your cursor over the cells that make up the table. This will ensure that the entire table is copied into Word without any missing data.

Removing any unnecessary blank rows or columns

Before copying the table, it's a good idea to remove any unnecessary blank rows or columns. This will make the table more visually appealing when it is pasted into Word and will prevent any extra empty space from being included.

Copying the table into Word

When working with Excel and Word, you may often need to transfer data from an Excel worksheet to a Word document. Here’s a step-by-step guide on how to copy an Excel table into Word.

A. Using the Copy function in Excel

To begin, open your Excel worksheet and select the table you want to copy. You can do this by clicking and dragging your cursor over the entire table. Once the table is selected, go to the "Home" tab and click on the "Copy" button.

B. Pasting the table into Word without formatting issues

Now that you have copied the table in Excel, open your Word document and place your cursor where you want the table to be inserted. To paste the table without any formatting issues, go to the "Home" tab, click on the arrow below the "Paste" button, and select "Keep Source Formatting" or "Merge Formatting" from the drop-down menu.

Formatting the table in Word

Once you've copied your Excel table into a Word document, you may need to make some adjustments to the formatting to ensure it looks polished and professional. Here are some tips for formatting your table in Word:

Adjusting the table size and alignment

  • Click on the table to select it.
  • Hover your mouse over the edges of the table until you see a double-headed arrow, then click and drag to resize the table as needed.
  • To align the table, right-click on the table and choose "Table Properties." In the "Table Properties" dialog box, go to the "Table" tab and select the desired alignment from the "Alignment" dropdown menu. Click "OK" to apply the changes.

Adding or removing borders as needed

  • To add borders to your table, click on the table to select it, then go to the "Design" tab in the Table Tools ribbon. Click on the "Borders" drop-down menu and choose the border style and color you want to apply to the table.
  • To remove borders, select the table, go to the "Design" tab, click on the "Borders" drop-down menu, and choose "No Border."

By adjusting the table size and alignment and adding or removing borders as needed, you can ensure that your Excel table looks clean and organized within your Word document.

Removing blank rows

When copying an Excel table into a Word document, it's crucial to ensure that the table is clean and professional-looking. One common issue that arises when transferring data is the presence of blank rows within the table. This can detract from the overall appearance and readability of the table, so it's important to identify and remove any blank rows before finalizing the Word document.

Identifying and removing the blank rows in the table

To identify and remove blank rows in an Excel table before copying it into Word, follow these steps:

  • Select the entire table: Click and drag to select all the cells in the table.
  • Use the filter function: Click on the "Data" tab in the Excel ribbon, then select "Filter." This will add drop-down arrows to the headers of each column in the table.
  • Filter for blanks: Click on the drop-down arrow in the column where you suspect blank rows may be present, then uncheck the "Select All" box and check the "Blanks" box. This will filter the table to show only the rows where the selected column is blank.
  • Delete the blank rows: Once the blank rows are identified, right-click on the row numbers for the blank rows and select "Delete" from the context menu.

Ensuring the table's readability and professionalism

After removing any blank rows from the Excel table, it's important to ensure that the table maintains a professional and polished appearance when copied into the Word document. Take the following steps to achieve this:

  • Format the table: Apply formatting options such as borders, shading, and font styles to the table to enhance its visual appeal.
  • Adjust column widths: Resize the columns in the table as needed to ensure that the data is well-aligned and easy to read.
  • Review the table in Word: Paste the cleaned-up table into a Word document and review it to confirm that it appears as intended and is free of any remaining blank rows.

Saving and updating the document

Once you have successfully copied your Excel table into your Word document, it's important to know how to save the document and update the table if changes are made in Excel.

A. Saving the Word document with the inserted Excel table

After inserting the Excel table into your Word document, you should save the document to ensure that the table remains intact and linked to the original Excel file.

B. Understanding how to update the table if changes are made in Excel

If you make changes to the original Excel table, it's essential to update the table in your Word document to reflect these changes. Here's how to do it:

1. Link the Excel table to the Word document

  • Open the Word document containing the Excel table.
  • Click on the Excel table to select it.
  • Go to the "Table Tools" tab in the toolbar.
  • Click on the "Update Table" button.

2. Update the table manually

  • If the Excel table is not linked to the Word document, you can update the table manually by copying and pasting the updated table from Excel into Word.


In summary, we have learned how to efficiently copy an Excel table into a Word document using the Paste Special feature. This involves converting the table into a static image or a linked table that can be updated as changes are made in Excel. By following these steps, you can ensure that your data remains organized and visually appealing in your Word documents.

It is important to practice and master this skill in order to save time and increase your productivity when working with Excel and Word. So, I encourage you to continue exploring different methods and shortcuts to improve your efficiency in transferring data between these two essential programs.

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