Template Issues

How to Add and Import Photos in Excel for Mac for Templates

Camila Milosovich Oct 10, 2026 868 views

Question details

The user wants to insert student photos into an Excel spreadsheet so they can be successfully imported into an Avery card template.

How to Add and Import Photos in Excel for Mac for Templates

Product: Microsoft Excel for Mac
Device & OS: Mac
Scenario: Creating an Excel data list containing images to be used as a source for template imports or mail merges.
Observed behavior: Photos inserted into Excel act as floating objects over the grid and do not appear when the list is imported into the destination template.

Before you start

Ensure you have updated Microsoft 365 for Mac to version 16.78 or later, as the in-cell picture feature depends on your current subscription update channel.

Solution 1Recommended

Convert Floating Images to In-Cell Pictures

Use the Place in Cell command to embed floating images directly into the spreadsheet cells for template compatibility.

By default, images inserted into Excel for Mac act as floating objects that sit above the grid. Because they are not bound to the actual cell data, external template engines like Avery's cannot read them during a mail merge. You must convert these floating images into in-cell objects.

Insert the picture

Open your document in Excel for Mac, go to the 'Insert' tab, and add your student photo as a standard floating object into your worksheet.

Select the inserted image

Click on the inserted image to select it. This will reveal the 'Picture Format' tab on the top ribbon.

Use the Place in Cell command

Click on 'Place in Cell' from the Picture Format ribbon. Alternatively, you can right-click the image and select 'Place in Cell' from the shortcut menu.

Convert Floating Images to In-Cell Pictures

Version Availability: The 'Place in Cell' feature is rolling out gradually. If you do not see it, verify your Microsoft 365 license type and check for the latest software updates.

WPS Spreadsheet Solution

Easily Embed Photos into Cells with WPS Office

WPS Office provides a straightforward 'Insert to Cell' feature, allowing you to seamlessly embed photos directly into your spreadsheet cells. This ensures perfect compatibility when exporting data lists for templates and mail merges.

1. Open your worksheet: Launch WPS Spreadsheet and open the document where you need to create your photo list.
2. Access the Insert menu: Go to the 'Insert' tab on the top ribbon and click the 'Picture' button.
3. Choose Insert to Cell: Select 'Insert to Cell' from the drop-down menu instead of the standard floating picture option.
4. Select your photos: Choose the student photos from your computer to embed them directly into the selected cells.

Dedicated 'Insert to Cell' feature for placing images inside grid dataPerfect compatibility with Microsoft Excel (.xlsx) formatsSeamless data preparation for mail merges and template importsLightweight, fast, and completely free to use

microsoft office alternative - wps office

Frequently Asked Questions

Why are my photos missing when I import my Excel list into an Avery template?

If pictures are inserted as floating objects, the template software cannot associate them with the data rows. The images must be embedded directly inside the cells to be recognized during a mail merge.

What if I don't see the Place in Cell option in Excel for Mac?

This feature depends on your specific Microsoft 365 update channel and version. Ensure you are on version 16.78 or later and check for software updates. It may not be available on older, non-subscription versions of Office.

Can I insert a picture directly into a cell without it floating first?

In newer updates of Excel for Mac, you may be able to use an 'Insert > Pictures > Place in Cell' option directly from the ribbon, though converting a floating image via the Picture Format tab is the standard workaround if the direct button is missing.

Document & File Issues