Printing Problems

Fix Excel Values Disappearing from Word Tables When Exporting to PDF

Maira Mehtab Sep 27, 2026 869 views

Question details

Users experience an issue where Excel content pasted into a Word document table becomes invisible when the document is printed or saved as a PDF.

Product: Word / Excel
Device & OS: not provided
Scenario: Exporting a Word document containing pasted Excel data to PDF or attempting to print it.
Observed behavior: The pasted Excel text disappears in the final printed document or exported PDF, leaving the table cells empty despite the text being visible during editing.

Before you start

Ensure you have the original Word document open and verify that the text is fully visible in the standard editing view before making formatting changes.

Solution 1Recommended

Remove Hidden Font Formatting in Word

Clear the hidden font attribute from the pasted text to ensure it appears in both printed and PDF versions.

When Excel data is pasted into a Word table, it may inherit hidden formatting properties. Word respects this 'hidden' attribute when printing or exporting, which causes the values to vanish from the final output.

Select the affected text

Highlight the entire table or the specific cells in your Word document where the Excel data was pasted.

Open the Font dialog

Right-click the selected text and choose 'Font' from the context menu, or press Ctrl+D on your keyboard.

Clear the Hidden attribute

Under the 'Effects' section of the Font dialog, locate the 'Hidden' checkbox. Click it until it is completely cleared (neither checked nor filled with a square).

Apply changes

Click 'OK' to save the formatting changes, making the text visibility normal.

Verification: Once the hidden formatting is removed, try exporting to PDF or printing a test page again to verify the text remains visible.

Solution 2

Use VBA to Unhide Text in Automation Code

If you are automating the document creation process via macros, use a VBA code snippet to automatically unhide the pasted text.

Easily Manage Tables and Export PDFs with WPS Office

WPS Office provides seamless compatibility between its Spreadsheet and Writer applications, ensuring your pasted data retains its intended formatting without hidden text errors when exporting to PDF.

1. Copy the Spreadsheet Data: Open your worksheet in WPS Spreadsheet, highlight the desired data range, and press Ctrl+C to copy.
2. Paste into WPS Writer: Switch to your document in WPS Writer, click where you want the table, and press Ctrl+V to paste the data directly.
3. Export to PDF: Click on 'Menu' in the top-left corner, select 'Export to PDF', and choose your preferred export settings.
4. Review the Output: Open the newly created PDF to see that all pasted table data is flawlessly preserved and visible.

Seamlessly paste data between WPS Spreadsheet and WPS Writer without inheriting unwanted hidden formatting.Built-in, high-quality PDF exporter that accurately renders all visible document elements exactly as they appear.Fully compatible with Microsoft Office formats, including .docx and .xlsx files.Lightweight, fast, and completely free alternative for your daily productivity needs.

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Frequently Asked Questions

Why does pasted Excel text appear hidden in Word?

When data is copied from Excel, it can sometimes carry over specific background font formatting, including the 'Hidden' attribute. Word honors this formatting during printing or PDF export, causing the text to disappear in the final file.

How can I view hidden text while editing a Word document?

You can toggle the visibility of hidden formatting marks by clicking the 'Show/Hide ¶' button on the Home tab, or by going to File > Options > Display and checking the 'Hidden text' box.

Is there a way to paste Excel data without bringing over the hidden formatting?

Yes. When pasting the data into Word, right-click the destination area and select 'Keep Text Only' under the Paste Options. This strips all original Excel formatting, preventing the text from accidentally being marked as hidden.

Document & File Issues