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Excel Embed File (Table of Contents)
- Inserting an Object in Excel
- How to Insert and Embed an Object in Excel?
- Why we need Insert Object in Excel?
Insert and Embed an Object in Excel
In Microsoft Excel, the Object Insert option allows a user to insert an external object into a worksheet. Embedding generally means inserting an Object from another software (Word, PDF etc) to an Excel worksheet. This option is very useful to directly access files related to your worksheet data from within your worksheet space. The inserted object works as a ready information source or reference for a dataset in an Excel worksheet.
How to Insert (Embed) an Object in Excel?
Here we are going to discuss how to embed a new object in Excel.
#1 – Insert (Embed) a New Object in Excel
Step 1: Select Text from the Insert tab and then click Object.
Step 2: Select Create New to embed a new blank file. Remember, only file types are shown in “Object Type” can be embedded to excel worksheet.
Step 3: Now choose a file type you want to embed, for example, I have selected Microsoft word file, now click OK.
#2 – Embedding (inserting) an Existing Object in Excel
Step 1: Select Text from the Insert tab and then click Object.
Step 2: Select Create from File and click Browse to embed an existing file to the worksheet. Remember, only file types are shown in “Object Type” can be embedded to excel worksheet.
Step 3: Now click OK, your file icon will be displayed in the worksheet.
NOTE: If you do not check “Display as icon” option, the embedded file’s content will be shown instead of the icon. You can double click on the embedded file icon or content to edit the content of the embedded file.
#3 – Link to Object vs Embedded Object
When you insert an object to an Excel worksheet, the object becomes part of the Excel file and any changes made to the source file do not impact the embedded file however you may want to keep the file separate from your Excel file, in that case, you need to check the “Link to file” option.
A linked file is just a link to the source file which can be edited only by editing the source file. When you double click the link, the source file will open.
NOTE: If you change the location/ path of the source file, the link to file in worksheet will not work.
Why we need Embedded Object in Excel?
1. When you want to put in large comments or notes to a dataset in Excel Worksheet, you can embed a Word or Text file instead of writing text in worksheet cells.
2. Excel is generally used for Data Tables/ Charts and if you want to use big text bodies to explain the data tables in a Worksheet you can create a separate embedded file within the Worksheet instead of creating a separate file or writing a large amount of text in Excel Worksheet.
3. Embedded files keep the worksheet presentation limited to required data only and any extra comments, notes or information can be kept within the Embedded file which allows users to focus on the key information and other information can be seen on need the only basis by accessing the Embedded file.
4. Embedded files are preferred option compared to link to file option when you need to send the Worksheet to someone working on different computer/ laptop since the link to file will only work if the source file is saved on the same device as the worksheet itself since Embedded files are saved within the Excel file.
Things to Remember about Inserting Object in Excel
- You can only embed certain file types into an Excel Worksheet. You can see the list of file types accepted by going to Insert > Text > Object > Create New > Object Type.
- Make sure to select the “Display as icon” checkbox to display only the embedded file’s icon else the file content will be shown in the worksheet which takes more space and not recommended for presentation purpose.
NOTE: If you intend to print your Worksheet then it is recommended to display the content of the Embedded file as it will not print the Embedded File’s content if the only icon is displayed.
- As soon as you insert and object in an excel, its connection to the source file is lost, so make sure to do all required changes to the original file before embedding it, however, you can also update the embedded file’s content by double-clicking the file icon or embedded content.
- When sending an Embedded file to someone else make sure that the recipient’s computer/ laptop has the required software installed which supports the Embedded File type to view or change its content.
- Inserting an object in excel increases the source Excel file size. If you do not want to make your Excel file heavy you can use “Link to file” option however as discussed earlier “Link to file” option only works if you are using the same device where the linked source file is stored, and the source file’s location/ path is not changed.
This has been a guide to Embed and Insert Object in Excel. Here we discuss how to insert an object in an excel worksheet along with practical examples and downloadable excel template. You may learn more about excel from the following articles –