Excel spreadsheets often need to contain additional files like documents, images, PDFs etc. Embedding these files into Excel allows easy access without having to flip between multiple files.
In this comprehensive guide I will walk through the step-by-step process to embed external files into Excel. You’ll also learn how to link files manage object sizes and positioning, and troubleshoot common issues when embedding files in Excel.
Whether you are just getting started with Excel or are an advanced user read on to learn how to master file embedding in Excel like a pro.
An Overview of Embedding Files in Excel
Embedding a file in Excel inserts a copy of the file into the spreadsheet file itself. The key things to know about embedding files are:
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The embedded file becomes part of the Excel file, increasing its size.
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Changes made to the original file will not automatically reflect in the embedded copy.
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The file can be accessed directly within Excel without opening the original file separately.
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Helps create self-contained Excel workbooks when source file availability is limited.
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Supporting files are always available when workbook is shared.
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Almost any file type like PDF, docs, images etc. can be embedded.
Now let’s look at how to embed files in Excel on Windows and Mac systems.
How to Embed a File in Excel
Follow these simple steps to embed a file into an Excel spreadsheet:
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Select the cell where you want the embedded file.
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Go to the Insert tab and click Object > Create from File.
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Browse and select the file to embed.
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Uncheck the Link checkbox.
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Click OK to embed the selected file.
This inserts the file object into the chosen Excel cell. Double click the object to open and view the embedded file.
How to Link to Files in Excel
Embedding a file inserts a static copy into Excel. Linking dynamically connects to the original file source.
Here is how to link to a file in Excel:
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Select the target cell for the linked file.
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On the Insert tab, click Object > Create from File.
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Select the file and check the Link checkbox.
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Click OK to insert the linked object.
Now if the original file gets updated, the changes will automatically reflect in Excel. But the source file needs to remain in the same location.
How to Modify Embedded Objects in Excel
When you embed large files into Excel, you may need to resize or position the object properly on the worksheet. Here are the steps:
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Select the embedded object and grab the sizing handles to resize proportionally.
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Right click and choose Size and Properties for more settings.
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Adjust height and width under the Size tab as needed.
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Go to the Placement tab to set object positioning.
Use Excel’s alignment tools to properly center, align, and distribute multiple embedded objects.
Should You Embed or Link Files in Excel?
When bringing external files into Excel, you can either embed them or link to them. Here’s an overview:
| Embed Files in Excel | Link Files in Excel |
|---|---|
| Inserts a static copy | Links to original file source |
| File stays within workbook | File remains in original location |
| No automatic update | Reflects changes if source file updates |
| Can directly edit embedded file | Limited edit capabilities from Excel |
| Always accessible | Link breaks if file moved or deleted |
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Embedding gives you more control over the file but increases size.
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Linking keeps size smaller but risks broken links if source file becomes unavailable.
Choose the method that best suits your workbook needs.
Tips for Embedding Files in Excel
Follow these tips when embedding files in Excel workbooks:
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Double check if entire file needs to be embedded or only a specific sheet/section.
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Be judicious with selections to prevent embedding more data than required.
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Use links instead of embedding when source data needs frequent updating.
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Ensure links remain intact if workbook is moved between PCs and networks.
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Test opening embedded files before sharing workbook to check appearances.
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Refresh linked objects if source file is updated to view latest data.
Troubleshooting Common File Embedding Issues
Here are some solutions for frequent file embedding problems in Excel:
Embedded file not displaying properly in Excel
- Re-embed file using compatible Excel and source file formats
Unable to open embedded file for editing
- Double click embedded object to enter edit mode
Part of embedded file missing in Excel
- Delete current object and re-embed complete file
Workbook not showing updated link file
- Refresh data to update linked object with new source file data
Error message when selecting file to embed
- Ensure file type and size is supported for embedding in Excel
Embedding files equips you to seamlessly integrate supporting documents, images and data into Excel workbooks. Use the step-by-step guide outlined in this article to embed a variety of external files into Excel for easy access without having to switch between multiple files.
Watch for potential downsides like version compatibility issues and increased file size when embedding large files. With the best practices covered here, you can now skillfully embed files in Excel to create self-contained workbooks and enable intuitive data analysis.
Using Spreadsheet.com to attach files in spreadsheets
With Spreadsheet.com, you can easily embed files directly into spreadsheet cells with the help of the Attachment data type. This powerful data type turns a standard cell into a tool that can store multiple file types in one place.Â
Adding files is as simple as dragging and dropping a file from your computer into an Attachment cell:
You can also easily import files from third-party applications like Google Drive, OneDrive, Dropbox, and more.
Once youâve uploaded a file, click on its thumbnail in the Attachment cell to preview or download it.
Like your Spreadsheet.com workbooks, these files are stored in the cloud and arenât shortcuts or hyperlinks to s stored on your computer. When you share your workbook with team members or other collaborators, theyâll be able to access the attachments as well, no locally stored copy required. With the Attachment data type in Spreadsheet.com, you can create entire file management systems with just a few clicks.
Whatâs a Rich Text element?
The rich text element allows you to create and format headings, paragraphs, blockquotes, s, and video all in one place instead of having to add and format them individually. Just double-click and easily create content.
A rich text element can be used with static or dynamic content. For static content, just drop it into any page and begin editing. For dynamic content, add a rich text field to any collection and then connect a rich text element to that field in the settings panel. Voila!
Headings, paragraphs, blockquotes, figures, s, and figure captions can all be styled after a class is added to the rich text element using the “When inside of” nested selector system.This resource is brought to you by Spreadsheet.com, the spreadsheet you know with the power of a database, built-in project management, no-code automations, integrations, and real-time updates.
Can you embed files into Excel? The short answer is yes, but there are a few complications to keep in mind. Letâs review them as we walk through the process of adding files into Excel, identify challenges, and explore alternatives.Â
How to Insert PDF Files inside Excel
How to embed a file in Excel?
Launch Excel and open the spreadsheet you want to embed a file in. The ‘Insert’ tab is where you can find the option to insert different kinds of objects into your spreadsheet. Click on it to reveal a dropdown menu. The ‘Object’ button allows you to insert different types of objects into your Excel sheet.
How do I embed an object in Excel?
To embed an object in a Microsoft Excel spreadsheet, select the cell where you want the object. Click the Insert tab and select Object in the Text group. Click Create from File and then Browse. Find the file you want to add and click OK. Open your project in Excel.
How to insert a file in Excel?
Click Browse, and select the file you want to insert. If you want to insert an icon into the spreadsheet instead of show the contents of the file, select the Display as icon check box. If you don’t select any check boxes, Excel shows the first page of the file. In both cases, the complete file opens with a double click. Click OK.
How to embed a document in Microsoft Word?
First, go to the “Insert” tab and click on the “Text” icon and then click on the “Object” option. After that, in the “Object” dialog box and click on the “Create New” tab, and then from the “Object Type” field, select the document type that you want to embed. Once selected, tick-mark the “Display as icon” option and then click OK.
