How to Copy and Paste Excel Into Outlook


You can insert Microsoft Excel 2013 spreadsheets, tables and charts into your Outlook 2013 emails by copying and pasting the data. There are several pasting options you can choose from, including pasting the data as a picture. If you are having trouble with the formatting after the paste, use the Paste As Picture feature. Furthermore, to keep only the text, use the "Keep Text Only" feature. In this case, all images and non-text elements are removed when you paste the data.

  • Open the Excel 2013 spreadsheet that contains the data you want to transfer to Outlook. To open a spreadsheet, press "Ctrl-O," select the file and then click "Open." Locate the data you want to transfer.

  • Select the data you want to copy and then press "Ctrl-C" to copy it to the clipboard. To select several rows and columns, hold "Ctrl" and click each row or column header. To select the entire spreadsheet, press "Ctrl-A." To select a table, select one of its cells and then press "Ctrl-A." To select a chart, click it.

  • Open Outlook 2013 and start a new email by clicking the "New Email" button in the New group on the Home tab. Press "Ctrl-V" to paste the data from the clipboard into the new email. If the data does not preserve its formatting or part of it is missing, try a different paste method.

  • Click the arrowhead below the Paste button in the Clipboard group on the Message tab and select one of the options in the Paste Options section. The "Keep Source Formatting" option preserves the original formatting of the data. The "Use Destination Styles" option changes the formatting of the data to the one used by Outlook in the email. The "Link and Keep Source Formatting" and "Link and Use Destination Styles" options create a link to the Excel spreadsheet; the data in the Outlook email updates automatically when you edit the original spreadsheet. The "Picture" option inserts a picture of the data. If you use the "Keep Text Only" option, only the text is pasted from the clipboard; all images and non-text data are not pasted.

  • Click "Paste Special" below the Paste Options to open the Paste Special window and change the paste format. You can select to paste the data as a Microsoft Excel Worksheet Object; this is similar to a screenshot of the selected data. The "Formatted Text" and "HTML Format" options preserve the original styles and formatting. The "Unformatted Text" and "Unformatted Unicode Text" options remove all formatting from the data. The "Picture" and "Bitmap" options insert the data as an image. If you select the "Paste link" option, the data in the email updates automatically when you change the source spreadsheet.

  • Click "OK" to paste the data and close the Paste Special window. If you are satisfied with the results, click the "Send" button to send the email.

Tips & Warnings

  • You can select cells, rows, tables and charts by holding "Ctrl" and clicking each element. You can then paste them all at once into the Outlook email.
  • If you paste the data as a picture, you can no longer edit it in Outlook. Use this option only when the other pasting options don't work and the data doesn't display properly.
  • If you don't paste the data as a picture, you can edit it in Outlook. You can also edit your charts and even change their style in Outlook. To edit the chart's data, right-click the chart and select "Edit Data." To change the style of the chart, right-click it and choose "Change Chart Type."
  • You can change the default paste type in Outlook by clicking "File," clicking "Options" and then clicking the "Editor Options" button in the Mail tab. Click "Advanced" in the Editor Options window and then change the default paste type from the "Cut, copy and paste" section drop-down boxes.
  • If you select to link the data to the spreadsheet, the data is updated only before you send the email. The data is not updated in your recipient's Outlook program after they receive your email.

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