How to Copy a Graph from Excel to Word

If you are looking to learn how to copy a graph from Microsoft Excel to Word, you have come to the right place. The process of copying a graph from Excel to Word may seem daunting to some users, especially those who are new to the software. However, with the right knowledge, the process is simple and straightforward. In this blog post, we will guide you through the steps to copy a graph from Excel to Word, including some tips to make the process even easier.

Step 1: Select the Graph

The first step to copying a graph from Excel to Word is to select the graph you want to copy. Simply click on the graph to select it.

Step 2: Copy the Graph

With the graph selected, press Ctrl+C on your keyboard, or right-click on the graph and select “Copy” from the context menu.

Step 3: Switch to the Word Document

Once you have copied the graph from Excel, switch to your Word document and place the cursor where you want to insert the graph.

Step 4: Paste the Graph

To paste the graph, press Ctrl+V on your keyboard, or right-click where you want to insert the graph and select “Paste” from the context menu.

Step 5: Resize and Position the Graph

The graph may appear bigger or smaller than it appeared in Excel. To resize the graph, click and drag any one of the four corners of the graph. Also, position the graph on the page by clicking and dragging it to the desired location.

Tips for Copying Graphs from Excel to Word

Tip 1: Keep the Source Data Range and Graph Together

When copying a graph from Excel, it’s best to keep the source data range and the graph together. This will ensure that the graph updates if you make any changes to the data range.

Tip 2: Use Paste Special to Keep Formatting

When pasting the graph into Word, you may lose some of the formatting. To keep the formatting, use Paste Special.

1. Click on the location where you want to paste the graph.
2. Click on the “Paste” drop down arrow from the home ribbon.
3. Click on “Paste Special”.
4. Select “Microsoft Office Excel Worksheet Object” and “Paste Link” options.
5. Click on “OK” button.

Tip 3: Use Print Screen as a Quick Alternative

If you are in a rush, a quick way to copy a graph from Excel to Word is to use the Print Screen button on your keyboard. Simply hit “Print Screen”, open Word, click “Paste” and your graph will appear in the document. However, the graph will not be editable as it is simply an image.

Copying Multiple Graphs from Excel to Word

If you need to copy multiple graphs from Excel to Word, the process is similar but with a few more steps. First, select all the graphs in Excel by holding down the Ctrl key and clicking on each graph. Then, copy the graphs by pressing Ctrl+C or right-clicking and selecting “Copy”. In the Word document, place the cursor where you want to insert the graphs and right-click and select “Keep Source Formatting and Link Data” under “Paste Options”. This will paste the graphs in the same order and format they were in Excel.

Copying Excel Data Tables to Word

If you are also copying data tables from Excel to Word, you can do this without copying the graphs separately. Once you have copied the data table from Excel, switch to the Word document and right-click where you want to paste the data table. Select “Keep Source Formatting and Link Data” under “Paste Options”. This will paste both the data table and its corresponding graph into the Word document, as long as they were both copied together from Excel.

Copying a graph from Excel to Word may seem daunting at first, but with a little practice, it becomes a simple and straightforward process. Whether you are copying a single graph or multiple graphs, always make sure to keep the source data range and the graph together. You can also use Paste Special for more formatting control, and Print Screen as a quick alternative. By following these steps and tips, you will be able to seamlessly move your Excel graphs into your Word documents and make them look exactly as you want them to.

FAQs

Here are some frequently asked questions related to copying graphs from Excel to Word:

Can I edit the graph in Word after pasting it from Excel?

Yes, you can edit the graph in Word by right-clicking on it and selecting “Edit Data”. This will open the linked Excel file and allow you to modify the data, which will automatically update the graph in Word.

Can I change the color scheme of the graph after pasting it into Word?

Yes, you can change the color scheme of the graph by right-clicking on it and selecting “Format Chart Area”. From there, you can use the “Fill” and “Line” options to adjust the colors as desired.

What if the graph is too big to fit on the Word page?

If the graph is too big to fit on the Word page, you can resize it by clicking and dragging any of the four corners of the graph. Alternatively, you can adjust the size of the graph in Excel before copying it to Word.

Can I copy a graph from Word to Excel?

Yes, you can copy a graph from Word to Excel by right-clicking on the graph in Word, selecting “Copy”, and then pasting it into an Excel worksheet. However, this will only paste the graph as an image and not as an editable Excel object.

What if some of the data in my Excel graph changes after I’ve pasted it into Word?

If some of the data in your Excel graph changes after you’ve pasted it into Word, simply click on the graph in Word and select “Edit Data” to open the linked Excel file. From there, you can update the data and the graph in Word will automatically update to reflect the changes.