To link a table from OfficeConnect for Excel to OfficeConnect for Word, you need to define the table as a named range.
A named range is a user-defined area of cells, rows, or columns in an Excel file. With a named range, you can perform operations on that area as a whole. One powerful use is the ability to jump quickly to the named range from wherever else you are in the workbook. Another use, which you’ll work with in this section, is that you can select and insert a named range from OfficeConnect for Excel into your OfficeConnect for Word document to create links between the two.
You can move or change data, and even add or delete rows or columns within the named range, and the named range maintains its integrity as a single object. When you make any change to the named range in Excel, the change is reflected in PowerPoint as soon as you refresh the presentation.
When you use OfficeConnect with Microsoft Word, you are creating a conduit of easily updatable data originating in your instance, being formatted in your OfficeConnect for Excel workbook, and ending with linked data in an OfficeConnect for Word document.
The process for linking a table or other data from OfficeConnect for Excel to OfficeConnect for Word always starts with defining a named range of one or more Excel cells that includes the data you want to link. These named ranges make it possible to link information between the two applications. In fact, you can’t even connect the two files unless the Excel file has at least one named range.
Search for Named Ranges in Excel online help for more information.
Create a Named Range
Use one of two methods to create a named range:
- Select an area on the grid
- Use the Define Name command
To create a named range by selecting the area:
Select the area you want to include in the range, whether it’s a set of cells, rows, or columns.
Click in the Name Box so that the current contents are selected.
Type the name you want for this named range, and then press Enter.
The named range is created. You can click the arrow in the Name Box in any sheet in this workbook and see the named range. Select the named range in the dropdown, and Excel goes to its location in the grid.
You can also create a named range by using the Define Name command.
To create a named range by using the Define Name command:
Select the area you want to include in the named range, whether it’s a single cell or a set of cells, rows, or columns.
Select Formulas > Defined Names > Define Name.
Type the name you want for this named range.
In Scope, specify whether this named range is available from a particular worksheet in the workbook, or to the whole workbook.
In Comments, add a note if necessary.
In Refers to, verify the code reflects the area you selected for this range. Make any corrections as needed, either by selecting in the grid or by editing the code.
The named range is created as you specified. You can click the arrow in Name Box and see the named range in the drop-down menu.
Edit a Named Range
You can dynamically add or remove columns or rows within the scope of a named range. The named range adjusts automatically.
Use the Name Manager to:
- Add or remove columns or rows that are outside the current scope of the named range.
- Change the name of the named range.
- Delete a named range.
To edit or delete a named range:
Select Formulas > Defined Names > Name Manager.
The Name Manager dialog appears, listing all named ranges in this workbook.
Select the named range you want to change, and then select Edit. To delete a named range, select Delete.
Change the name of the named range.
In Comments, add or change a note about the named range.
In Refers to, change the area for this named range. When you click in the box, the range appears in the grid. Make your changes by either selecting in the grid or by editing the code.
Click Close in the Name Manager dialog box.
The named range is modified as you specified.