Tables and spreadsheets - Word 2003

If you have a small amount of data to display, it’s probably best to use a Word table. Details on creating tables are given in the Word help, and online tutorials are available through Microsoft (http://office.microsoft.com/en-us/training).

Landscape orientation for tables

Some tables are better suited to display on pages with landscape orientation. To change a single page or group of pages to landscape orientation, follow these steps:

  1. Click at the point where you want to begin landscape orientation.
  2. Insert a Section Break: Next page. On the Insert menu, click Break. Under “Section break types,” select the radio button for Next page.
  3. On the File menu, click Page Setup. The Page Setup dialog box will open.
  4. Make sure the Margins tab is selected.
  5. Under Orientation, click the Landscape icon.
  6. Under Preview, pull down the Apply to: menu and click This section only.
  7. Click OK to close the Page Setup dialog box.
  8. If you haven’t done so already, insert the table.
  9. Click at the point were you want to end landscape orientation
  10. Insert another Section Break: Next page.
  11. Click at point just beyond the section break you inserted in Step 10.
  12. On the File menu, click Page Setup. The Page Setup dialog box will open.
  13. Make sure the Margins tab is selected.
  14. Under Orientation, click the Portrait icon.
  15. Under Preview, pull down the Apply to: menu. If there are no other landscape pages in your document, click This point forward. If there are subsequent landscape pages, click This section.
  16. Click OK to close the Page Setup dialog box.

Repeat these steps for each section of landscape pages in your document.

Excel spreadsheets

If you have an extensive amount of data, chances are you used Excel to create one or more spreadsheets. It is possible to copy Excel spreadsheets and insert them into a Word document. For very large spreadsheets, however, consider submitting the spreadsheet as a separate supplemental file.

Follow the steps below to insert your Excel spreadsheet into Word. You need to have Excel installed on your computer.

  1. In Excel, select and copy the cells you want to insert.
  2. In Word, click where you want to insert the data.

At this point, there are several options for how you can paste the data:

Option 1: Put your Excel data within a Word table and edit contents of the table in Word. Any changes you make in Word will not be reflected in the original Excel spreadsheet.

  1. On the Edit menu, click Paste.
  2. On the Paste Options menu, select Keep Source Formatting or Match Destination Formatting. You may need to try both options and select the one that looks best.

Option 2: Retain your Excel formatting and display only the current content of the spreadsheet. You can edit the contents of the table after it is pasted into Word.

  1. On the Edit menu, click Paste Special.
  2. In the Paste Special Dialog box, make sure the Paste radio button is selected.
  3. Click Microsoft Excel Worksheet Object.
  4. Click OK.

Option 3: Retain your Excel formatting. Changes you make in Excel will automatically be reflected in Word.

  1. On the Edit menu, click Paste Special.
  2. In the Paste Special Dialog box, make sure the Link radio button is selected.
  3. Click Microsoft Excel Worksheet Object.
  4. Click OK.

To make changes to the contents of the table, follow these steps:

  1. Open the spreadsheet in Excel. Make the edits and save the file.
  2. In Word, click on the table to select it.
  3. On the Edit menu, click Links.
  4. In the Links window, click Update Now.
  5. Click OK.

The table in Word will now show the edits you made in Excel.