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Converting Excel files to Word

ThereareseveralmethodstocopyoneofThePublicPracticesreportsPortraits, ProfilesorAnalystsothisguidefrommyexperiencemyaidyou. Thegenerallyeasiestmethodsfortext,tablesandchartsareshaded.

a.

Method1Copyandpaste

YoucanmakeanysectionofaPortraitorAnalyst,press[CtrlC]tocopy,gotoyour worddocumentandpress[CtrlV]topaste.TheExcelpagewillbecopiedasatable, withthechartsfloatingintheirapproximateplaces. However,thetablecolumnwidthswillnotbethesameasinExcel,sothelayoutwill bemessy.Youcanadjustcolumnsbymakingthegridlinesvisible([Table]>[Show gridlines]),andclickdraggingthecolumnborders,butitcangetmessyforlarge sections. Ifthesectionyoucopyisbiggerthanapage,thetablepastedwillflowoverontothe nextpage. Usefulfor: Copyingafewparagraphsoftext.ThetextwillappearinWordinatablewith thesamenumberofcellsyoucopied.Selectthistable(clickdragacrossit)then converttotextusingthemenu[Table]>[Convert].Eachcellwillbeconvertedto aparagraph. A distinctive feature of indigenous communities is that people tend to have shorter average life spans. In Shellharbour, the proportion of indigenous people aged 65 or more is onequarter that of the local nonindigenous people.

Copyingatable.Thetablewillretainitsfontsandborders,butnotshading.You mayneedtoadjustthecolumnwidths(pointtotheedgeofcolumnuntilthe cursorchanges,thenclickdragtheedge).Thecopiedtablewillhaveafixed widthsochangingonecolumnwillaffectothers.Youcancancelthisfromthe menu[Tables]>[Properties]>[Table]andunselectingthe[Preferredwidth] box.


Shellharbour NSW Relativesize Indigenous notIndig. Relativesize

Average size of households

Indigenous

notIndig.

3.28

2.86

15%larger

3.22

2.65

21%larger

Copyingachart.Youcanselectthecellscontaining thechartyouwant,andcopyandpasteintoWord.The chartwillappearasapictureinatable.Selectthecells ofthetableandconverttotexttohavejustthechart graphicleft.Clickdragonacornerorsidetomoveor reshape. Thechartwillfloatoverthepageandcanevenbeput overtext.Youcanadjustthisbyrightclickingonthe edgeofthechartobject,selecting[FormatPicture],

thenchangingtheLayoutsothetextissquare. IfyouselectthechartitselfandnotthecellsinExcelthatthechartisin(todo this,pointandclickonthechartsothattheeightblackcorner/edgemarkers appear,then[Ctrl]C),itwillbepastedasanExceldocumentlinkedtoyourExcel spreadsheet.Ifyoudoubleclickit,youcanopenitasawindowintoExcel,and changescanbemadetotheunderlyingExcelspreadsheet.Youwillbeableto resizethechartanditwillprintasitappears.However,yourWordfilemay becomemuchlargerbecauseoftheExcellinks.

b.

Method2CopyandPasteSpecialasUnformattedtext
YoucanselectanycellsofExcelwithtext,[Ctrl]Ctocopy,theninWorduse [Edit]>[PasteSpecial]andselect[Unformattedtext].Thiswilldepositjustthe wordsinyourdocument,anewparagraphforeachcell.Notetheremaybesome tabsattheendoftheparagraph,whichyoumayneedtodeletegototheend andbackspaceifneeded. Copypastingtablesasunformattedtextwillplaceeachrowinaparagraphwith textfromeachcolumnseparatedbytabs.Youmayneedtoadjustthetab settingssothecolumnsallalignandfitonyourpage.Thismethodisusefulifyou wanttoturnatableintoasetoftabbedcolumnsordotpoints. Chartsdonotcopythisway.

c.

Method3CopyandPasteSpecialasaPicture(enhanced Metafile)

YoucanselectanypartofExcelwithtext,tablesandcharts,[Ctrl]Ctocopy,thenin Worduse[Edit]>[PasteSpecial]andselect[Picture(enhancedMetafile].Thiswill pastetheExcelmaterialasapicture. Youwillbeabletoresizethepicturetosuityourpage,butyouwillnotbeabletoget toanybitsofit(egadjustachartorfont). Thepicturewillfloatoverthepageandcaneven Sizesofthemainagegroups beputovertext.Youcanadjustthisbyright clickingonthecornerofthepictureobject, selecting[FormatPicture],thenchangingthe Layoutsothetextissquare.Youcanalsoputa borderaroundthepicturefromthismenu. Ifyoucopyasectionlargerthanapage,onlya pageworthwillbevisiblebecausethepicture cannotbebiggerthanthepage. ThisistheeasiestwaytocopyachartintoWordselectthechart,copy,andpastas picture.
Workingage adults can be broadly divided into two groups the babyboomers, born postWar and aged 4054 in 2001 and Generation X, aged 2539 in 2001. In Shellharbour's indigenous community, there were about 170 babyboomers, oneeighth their population, and 37 in Generation X, onefortieth of the population. The proportion in Generation X (18%) was less than the proportion of nonindigenous people of this age (22%). However, the proportion of babyboomers (13%) was much less than the proportion amongst nonindigenous people (21%).
Genera tionX 18% youngadults 12% highschool 16% primary school 21%

M ainagegroupsintheindigenous community

baby boomers 13% matureadults olderpersons 3% 2% preschool 15%

d.

Method4CopyandPasteSpecialasHTMLformat

YoucanselectanypartofExcelwithtext,tablesandcharts,[Ctrl]Ctocopy,thenin Worduse[Edit]>[PasteSpecial]andselectHTML.Thiswillpastetheselectedarea asatable,withanychartsfloatingaspictures. Youcanadjustthetablecolumnstofitbetter,andmovethechart,asdescribed above.Ifyoujustselectacharttocopy,itwillbepastedasapicture.

In 2001, Shellharbour had some 385 households which included indigenous people. The average usual household size was 3.3 people. This was oneseventh larger than nonindigenous households, which averaged 2.9 people. The most common sizes of Shellharbour's indigenous households were 2 persons (onequarter of households) and 4 persons (onequarter). For nonindigenous households, the most common sizes were 2 persons (threetenths of households) and 4 persons (onefifth).

e.

Method5CopyandPasteSpecialasanExcelobject

YoucanselectanypartofExcelwithtext,tablesandcharts,[Ctrl]Ctocopy,thenin Worduse[Edit]>[PasteSpecial]andselectExcelObject.Thiswillpasteawindow intoExcelinyourWorddocument,linkedtotheunderlyingExcelworksheet.Ifyou doubleclickonit,itopensuptheExcelspreadsheet. Youcanalsopasteacopiedchartusingthisoption,pastingitasanExcelChart object.DoubleclickingonthiswillallowyoutoeditthechartusingExceltools.

f.

Method6CopyandPasteSpecialasFormattedText(RTF)

YoucanselectanypartofExcelwithtext,tablesandcharts,[Ctrl]Ctocopy,thenin Worduse[Edit]>[PasteSpecial]andselectFormattedText(RTF).Thiswillcopy textandtablesfromanypartoftheExcelspreadsheet,andpasteitasaformatted table.Youcanconverttotext,oradjustappearance,asdiscussedabove.Charts dontcopy. Usefulforcopyingtoemails.

g.

Method7SelectanddragontoWord

IfyouhaveExcelandWordopenbesideeachother,youcanjustselectanareaof theExcelspreadsheet,clickdragitacrosstoWord,anddropitwhereyouwantit.It willappearasanExcelobjectlinkedtothespreadsheet.Doubleclickingonitwill openthespreadsheetinthewindow.Rightclickingonacornerwillallowyoutoalter layoutandborders. NotethatthisremovesthecellsfromExcel,soafteryouhavedroppedtheobject, returntoExcelandundoitwith[CtrlZ],sothematerialreappears(whilestayingin theWorddocument). NotethiscopiestheExcelfileintoyourWorddocumentsoitwillgrowbyabout 1.6Mb.

h.

Conclusion

Itiseasiesttocopyinsmallchunksasetoftextparagraphs,atable,orachart. Copyandpastetext,tablesandchartsseparately. Pastespecialtextasunformattedtext,orpastasatableandconverttotext Pastetablesandadjustcolumn/rowsizes Pastespecialchartsaspictures,thenaltertheirlayouttobesquarewiththetext.