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How to Convert Linked Excel Charts to Embedded Charts in Word
Question details
The user wants to convert an existing linked Excel chart in a Word document into an embedded chart so that the chart data is stored directly within the document.
- Product
- Microsoft Word
- Device & OS
- not provided
- Scenario
- Preparing a Word document containing charts for sharing or archiving, ensuring the charts do not break if the original Excel files are moved or deleted.
- Observed behavior
- Linked charts often fail to display or update correctly, showing broken-link errors when the source Excel file is renamed, moved to a different folder, or deleted.
Ensure you currently have access to the original linked Excel file so the chart renders perfectly in Word before you attempt to copy and embed it.
Use Paste Special to Embed the Chart
Copy the existing linked chart and use the Paste Special feature to insert it back into the document as a standalone embedded object.
By pasting the chart as an embedded object, Word creates a copy of the chart and its underlying data entirely within the document. This breaks the dependency on the external Excel file.
Open your Word document, click on the linked Excel chart to select it, and press Ctrl+C (or right-click and select Copy).
Navigate to the Home tab on the top ribbon. Click the small arrow under the Paste button and choose Paste Special from the drop-down menu.
In the Paste Special dialog box, select 'Microsoft Office Excel Chart Object' from the list of available formats.
Click OK to insert the chart. Once the new embedded chart is placed in your document, you can safely delete the old linked version.
Easily Embed Spreadsheets and Charts with WPS Office
WPS Office provides seamless integration between WPS Writer and WPS Spreadsheet. You can easily embed charts within your text documents to ensure your data stays intact when sharing files across different devices.
- 1. Select the chart: Open your document in WPS Writer and click on the linked chart.
- 2. Copy the object: Press Ctrl+C to copy the chart to your clipboard.
- 3. Use Paste Special: Go to the Home tab, click the drop-down arrow under Paste, and select Paste Special.
- 4. Choose the chart object: Select 'WPS Spreadsheets Chart Object' from the options and click OK.
- 5. Save the document: Delete the original linked chart, organize your document layout, and save the file.
Frequently Asked Questions
What is the difference between a linked chart and an embedded chart?
A linked chart relies on an external Excel file; if that file is moved or deleted, the chart loses its data source and breaks. An embedded chart stores a complete copy of the data directly within the Word document, making it entirely independent of external files.
Will embedding the chart increase my Word document's file size?
Yes, because embedding stores the actual spreadsheet data inside the Word file, the overall document file size will increase compared to using a linked chart.
Can I update an embedded chart if the original Excel data changes?
No, embedded charts do not update automatically when the original external file changes. To update the data, you must double-click the embedded chart and manually edit the numbers inside the document.
Why is the 'Microsoft Office Excel Chart Object' option missing in Paste Special?
This option might be missing if the chart wasn't copied correctly, if you copied a picture format of the chart instead of the chart object itself, or if the corresponding spreadsheet software is not properly installed on your system.
