How to Convert Excel to Word: Complete Step-by-Step Guide

Byadeepro

Need to turn your Excel spreadsheet into a Word document? This simple guide shows you exactly how to do it in minutes!

Why Convert Excel to Word?

You might need to convert Excel to Word when:

  • Your teacher asks for data in a Word document
  • You’re creating a business report with tables
  • You want to combine data with written explanations
  • You need to submit a project in Word format

Here’s the thing: You can’t just click “Save As Word” in Excel because these programs work differently. Excel is for data and calculations, while Word is for documents and text. But don’t worry – converting is actually easy!

Method 1: Online Conversion (Easiest Way!)

This is the fastest method and works on any device with internet.

Step-by-Step:

Step 1: Choose a Conversion Tool

  • Visit DailyMultiTools, Smallpdf, or similar online converters
  • No downloads needed – works right in your browser!

Step 2: Upload Your Excel File

  1. Click “Upload” or “Choose File”
  2. Select your Excel file (.xls or .xlsx)
  3. Wait a few seconds for it to upload

Step 3: Convert Automatically The tool converts your Excel file to PDF first, then to Word. This happens automatically and takes about 1-2 minutes.

Step 4: Download Your Word File

  • Click “Download”
  • Your Word document (.docx) is ready!
  • Open it in Microsoft Word or Google Docs

Why This Method Works Best:

✅ No software installation needed ✅ Works on any device (computer, tablet, phone) ✅ Free for basic use ✅ Preserves your tables and formatting ✅ Takes only 2-3 minutes

Real Example: Sarah had science data in Excel. Her teacher wanted it in Word. She used an online converter and finished in 2 minutes. Simple!

Method 2: Copy and Paste (For Small Tables)

Use this when you only need part of your spreadsheet in Word.

Basic Steps:

In Excel:

  1. Select the cells you want
  2. Press Ctrl + C (Windows) or Cmd + C (Mac)

In Word:

  1. Click where you want the table
  2. Press Ctrl + V (Windows) or Cmd + V (Mac)
  3. Done!

Paste Special (Better Control):

Want to keep formatting? Use “Paste Special”:

  1. Copy from Excel
  2. In Word, click the Paste dropdown arrow
  3. Select “Paste Special”
  4. Choose your option:
    • Keep Source Formatting – Keeps colors and borders
    • Merge Formatting – Matches Word’s style
    • Keep Text Only – Plain text, no formatting

When to use this: Small tables, quick tasks, single sections of data.

Downside: Time-consuming for large spreadsheets and formulas don’t work.

Method 3: Insert as Object (For Live Data)

Use this when you want your Excel table to stay connected and update automatically.

Steps:

  1. Open Word and click where you want the table
  2. Go to Insert tab > Object
  3. Click Create from File tab
  4. Click Browse and select your Excel file
  5. Check “Link to file” if you want automatic updates
  6. Click OK

Understanding Your Options:

Link to File (checked):

  • ✅ Updates when Excel file changes
  • ❌ Must keep both files in same location

Embed (unchecked):

  • ✅ Everything stored in Word file
  • ✅ Works even if Excel file is deleted
  • ❌ Doesn’t update automatically

Double-click the table in Word anytime to edit it with Excel tools!

Method 4: Mobile App Conversion

Need to convert on your phone? Use mobile apps!

Steps:

  1. Download a PDF tool app (DailyMultiTools, Smallpdf, etc.)
  2. Open the app and tap “Convert to PDF”
  3. Upload your Excel file
  4. Once done, tap “Convert from PDF”
  5. Select “Word (.docx)”
  6. Download or share your file

Perfect for: Converting files while traveling, at school, or away from computer.

Just like when you need to transfer large PDF files between devices, mobile apps make everything convenient!

Preparing Your Excel File (Important!)

Get better results by preparing your file first:

Quick Prep Checklist:

  1. Clean up your data
    • Delete empty rows and columns
    • Remove unnecessary sheets
  2. Use simple formatting
    • Stick to standard fonts (Arial, Calibri)
    • Avoid too many colors
  3. Flatten formulas (Important!)
    • Select cells with formulas
    • Copy them (Ctrl + C)
    • Right-click > Paste Special > Values
    • This turns formulas into numbers
  4. Save a backup – Always keep your original Excel file!

Whether you’re converting text to PDF or converting images to PDF, preparation makes everything smoother!

After Conversion: Quick Fixes

Once converted, check these things:

1. Fix Table Width

  • Click the table
  • Go to Layout > AutoFit > AutoFit to Window

2. Add Headers

  • Add a title above your table
  • Explain what the data shows

3. Adjust Formatting

  • Use Word’s Table Styles for professional look
  • Fix any spacing issues
  • Ensure text is readable

4. Check Page Breaks

  • Make sure tables don’t split awkwardly
  • For wide tables, try landscape orientation (Layout > Orientation > Landscape)

What Gets Lost in Conversion?

Understanding this helps avoid surprises:

What Transfers Well:

✅ Tables and structure ✅ Text and numbers ✅ Basic formatting (bold, colors) ✅ Cell borders

What Doesn’t Work:

❌ Formulas (become static numbers) ❌ Dropdown menus ❌ Data filters ❌ Pivot tables ❌ Macros

Important: If you need working formulas, don’t convert. Use Method 3 (Insert as Object) or keep it in Excel.

When NOT to Convert

Don’t convert Excel to Word if you need:

❌ Working calculations – Keep in Excel ❌ Interactive features – Filters, dropdowns, sorting ❌ Updating charts – They become static images ❌ Large databases – Too much data for Word ❌ Team collaboration – Use Excel Online or Google Sheets

Better Alternatives:

Need a final version? Save as PDF instead Need to share? Use Excel Online with sharing link Need quick snapshot? Take a screenshot

Learn about PDF/A format for archiving important documents long-term.

Troubleshooting Common Problems

Problem 1: Table Looks Messy

Fix: Click table > Right-click > AutoFit > AutoFit to Contents

Problem 2: Numbers Lost Formatting

Fix: Manually add $ signs or % symbols, or reformat in Word

Problem 3: File Won’t Convert

Try:

  • Check file size (free tools have limits)
  • Use a different browser
  • Remove password protection from Excel
  • Try DailyMultiTools or another converter

Problem 4: Table Splits Across Pages

Fix:

  • Click table > Table Properties > Row
  • Uncheck “Allow row to break across pages”

Problem 5: File Too Large

Solutions:

  • Compress images in Word
  • Remove blank pages
  • Save as PDF (usually smaller)
  • Split into smaller documents

Quick FAQ

Q: Can I convert for free? A: Yes! DailyMultiTools, Smallpdf, and others offer free conversion.

Q: Will formulas work in Word? A: No. Formulas become static numbers. If you need working formulas, use Insert as Object method.

Q: Can I convert on my phone? A: Yes! Use mobile apps for easy conversion anywhere.

Q: Is it safe to use online converters? A: Yes, reputable sites are safe. But avoid uploading highly sensitive documents to free tools.

Q: How long does conversion take? A: Usually 1-3 minutes for normal files. Large files may take 5 minutes.

Q: Can I edit the Word file after? A: Yes! The converted file is fully editable.

Conclusion: Choose Your Method

Here’s your quick decision guide:

📱 Use Online Tools → For complete, quick conversions (Most Popular) ✂️ Use Copy-Paste → For small sections only 🔗 Use Insert Object → When you need live, updating data 📲 Use Mobile App → When away from computer

Key Takeaways:

  1. Online converters are easiest for most people
  2. Prepare your Excel file first for best results
  3. Formulas won’t work in Word (use Insert Object if needed)
  4. Always keep a backup of your original Excel file
  5. Check formatting after conversion

Ready to convert? Try it now! Choose your method, follow the steps, and you’ll have your Word document in minutes.

Need More Help?

Check out these related guides:

Good luck with your conversion! 🎉

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