How to save a word table. Saving data in Excel
This question arises if you come across some data presented in the form of a table on the Internet and want to save it in Microsoft Word format (possibly after editing it first). If you simply open a saved HTML page in Word and then try to save it “as a Word document,” you will end up with the original page format, which is hardly acceptable as a stand-alone document, and you’ll have a hard time cleaning it out of everything unnecessary.
The simplest thing is to transfer the table via the clipboard. This can be done directly from any browser or by first saving the page to a disk file and then opening it in Word. In the latter option, it is easier to select exactly the table without capturing any unnecessary elements - when you hover the cursor over the table, all versions of Word after XP show an icon next to the table in the upper left corner, when you click on it, the entire table will be selected (you can also click on the keyboard shortcut
You can change the appearance of the frame of such a table by selecting a new style for it. In Word 2003, this is done through a menu with the non-obvious name Table | Auto-format the table and then select one of the frame styles from the list (the simplest is called Table Grid 1). In new versions, this is even easier, because several table styles are displayed directly on the Design tab, and the remaining several dozen are available through the lower button to the right of them (the cursor points to it in Fig. H.3). There is also a very simple table with thin black lines.
Rice. H.3. Office 2007 Table Styles
Usually this is not enough - you also have to change the font, set it to black, remove hyperlinks (color fonts when printed on a regular black and white laser printer will be displayed in ugly shades of gray in a fine grid), format paragraphs if necessary. But this is still incomparably simpler than creating such a table from scratch, moving it cell by cell.
Those who constantly work with Microsoft Excel often have to wonder how to correctly copy table data while preserving formatting, formulas, or their values.
How to insert a formula into an Excel table and preserve the table format? After all, when solving this problem, you can save a lot of time. To do this, we will use the “Paste Special” function - this is a simple tool that allows you to quickly solve complex problems and master the general principles of its use. Using this simple tool allows you to quickly bring all tables into a uniform format and get the result you need.
How to copy a table with column width and row height
Let's say we have a table like this, the format of which needs to be preserved when copied:
When copying to another sheet using the usual Ctrl+C – Ctrl+V method. We get an undesirable result:
Therefore, you have to manually “expand” it to bring it into a convenient form. If the table is large, then you will have to “tinker” for a long time. But there is a way to significantly reduce temporary losses.
Method 1: Use a special insert
She received the original parameters and looks perfectly accurate.
Method 2: Select columns before copying
The secret of this method is that if you select its columns along with their headers before copying a table, then when pasting, the width of each column will also be copied.
For each case it is rational to use your own method. But it is worth noting that the second method allows us not only to quickly transfer the table along with the format, but also copy the height of the rows. After all, there is no “line height” option in the Paste Special menu. Therefore, to solve this problem you should act like this:
Inserting formula values while maintaining table format
Although the special insert is not perfect, you should not underestimate its capabilities. For example, how to insert a formula value into an Excel table and preserve the cell format.
To solve this problem, you need to perform 2 operations using Paste Special in Excel.
Operation I:
Operation II: Since the copied range is still on the clipboard after copying, we immediately call the paste special again and select the “formats” option. Click OK.
We have inserted the formula values into the table and saved the cell formats. As you guessed, you can also do a third operation to copy the width of the columns, as described above.
Helpful advice! To avoid performing the second operation, you can use the “Format by Sample” tool.
Microsoft Excel provides users with virtually unlimited possibilities for calculating simple functions and performing a number of other procedures. Using the program allows you to set formats, save cell values, work with formulas, transfer and change them in a way that is convenient for users.
XLSX and XLS formats- main toolbar Save in other formats... File>Save Document As>Microsoft Excel 97-2003 workbook.
Advice. Save>XLSX dialogue Settings(menu Service>Settings…).
Document preparation
The choice of the design saving mode depends on how you will use the created document in the future:
- Rich text
The resulting document will retain the font style and size, the division into paragraphs, but the location of objects on the page and line spacing will not be preserved. This will produce solid left-aligned text. For text in which the reading order is from right to left, the alignment will be right.
Comment. Any text with a vertical orientation in this mode will be displayed horizontally.
- Simple text
In this mode, text formatting will not be preserved.
Text
- Save numeric data in "Numbers" format
Specifies that when saving recognized text in XLS format, numbers will be saved in the "Numbers" format. This format in Excel is used to perform arithmetic operations on cells containing numbers.
- Save headers and footers
Check this option if you want the header and footer text to be preserved. If this option is disabled, header and footer text will not be saved.
- Create a separate table for each page (XLSX only)
Picture quality
When saving to XLSX format, you can also save illustrations. If the recognized text contains a large number of illustrations, then the size of the final file can be very large. The quality of pictures and the size of the resulting file depend on the selected value in the drop-down list Picture quality.
Advice:
- To set parameters for saving pictures, select Custom…. In the dialog box that opens Custom Settings select the required values and click the button OK.
- If you do not want to save illustrations in the recognized text, make sure that the option Save images (XLSX only) not marked.
CSV format
- Click on the arrow next to the save results button on the main toolbar and select a saving format from the list. If the required format is not in the list, select Save in other formats..., and in the saving dialog that opens, select the required format. You can also save documents using the menu command File>Save Document As>CSV document.
Advice. If necessary, you can configure additional saving options on the bookmark Save>CSV dialogue Settings(menu Service>Settings…).
This tab contains the following groups of settings:
Text saving options
- Ignore text outside table
Specifies that only tables will be saved to the file.
- Separate pages with end-of-page character (#12)
Specifies that when saving recognized text in CSV format, the pagination will be the same as in the original document.
- Delimiter
Specifies the character that will separate columns of data in a CSV file.
Encoding
ABBYY FineReader automatically selects the code page. If you want to change the code page, select the desired value in the drop-down list in the section Encoding.
Writing Excel tables to a computer is called saving. This is a process in which we make a file from a table and add it to Local Disk. Then the file with the table can be opened on a computer, transferred to a flash drive, and sent over the Internet.
How to save an Excel table
1 . Click on “File” in the upper left corner of the program.
If there is no such inscription, click on the round button with colored squares. It is also located in the upper left corner of Excel.
2. From the list, select "Save As".
3. A small window will open. Through it you need to select a location on the computer where you want to write the table. This can be done through the left side.
Then I open the “Reports” folder.
If the required folder does not exist, you can create it directly in the window. To do this, click on the “New Folder” button at the top.
I'm checking to see if the save location is correct. It will be written at the top of the window.
4 . Type a name for your file or leave it as your computer suggests. The name can be changed at the bottom, in the “File name” line.
The window will disappear - this will mean that the file with the table has been written to the specified location.
Now you can close Excel and try to find the recorded file on your computer. To do this, open the location you selected when saving. There should be a file with the specified name or the standard name “Book 1”.
Important! When compiling a table, it is better to save it from time to time. To do this, use this button in the upper left corner of the program:
Clicking on it will overwrite the table. That is, the previously recorded option will be replaced by a new one. This is necessary to avoid accidentally losing data. After all, if the computer crashes (freezes, power outage), then there is a high probability of losing the table.
Tools for working with tables in MS Word are implemented very conveniently. This, of course, is not Excel, however, you can create and modify tables in this program, and often nothing more is required.
So, for example, copying a finished table in Word and pasting it into another place in the document, or even into a completely different program, is not difficult. The task becomes noticeably more complicated if you need to copy a table from a website and paste it into Word. We will tell you exactly how to do this in this article.
Tables presented on various Internet sites may differ noticeably not only visually, but also in their structure. Therefore, they may also look different after pasting into Word. And yet, if you have a so-called skeleton filled with data that is divided into columns and rows, you can always give the table the desired appearance. But first, of course, you need to insert it into the document.
1. Go to the site from which you need to copy the table and select it.
- Advice: Start selecting the table from its first cell, located in the upper left corner, that is, where its first column and row begin. It is necessary to end the selection of the table at the diagonally opposite corner - the lower right.
2. Copy the selected table. To do this, click “CTRL+C” or right-click on the selected table and select "Copy".
3. Open the Word document into which you want to insert this table, and left-click in the place where it should be located.
4. Insert a table by clicking “CTRL+V” or by selecting "Insert" in the context menu (called by one click with the right mouse button).
5. The table will be inserted into the document in almost the same form as it was on the website.
Note: Be prepared for the fact that the table header may move to the side. This is due to the fact that it can be added to the site as a separate element. So, in our case it’s just text above the table, not cells.
In addition, if there are elements in the cells that Word does not support, they will not be inserted into the table at all. In our example, these were the circles from the “Shape” column. Also, the symbolism of the team was “cut off”.
Changing the appearance of a table
Looking ahead, let's say that the table copied from the website and pasted into Word in our example is quite complex, since in addition to text it also contains graphic elements, there are no visual column separators, but only rows. With most tables you will have to tinker much less, but with such a difficult example you will learn exactly how to give any table a “human” look.
To make it easier for you to understand how and what operations we will do below, be sure to read our article on creating tables and working with them.
Size Alignment
The first thing that can and should be done is to adjust the size of the table. Simply click on its upper right corner to display the “working” area, and then drag the handle located in the lower right corner.
Also, if necessary, you can always move the table anywhere on the page or document. To do this, click on the square with a plus sign inside, which is located in the upper left corner of the table, and drag it in the desired direction.
Displaying table borders
If in your table, as in our example, the borders of rows/columns/cells are hidden, for greater convenience in working with the table you need to enable their display. To do this, follow these steps:
1. Select the table by clicking on the plus sign in its upper right corner.
2. In the tab "Home" in Group "Paragraph" click on the button “Borders” and select “All Borders”.
3. The table borders will become visible; now it will be much easier to combine and align a separate header with the main table.
If necessary, you can always hide the table borders, making them completely invisible. You can learn how to do this from our material:
As you can see, empty columns appeared in our table, as well as missing cells. This all needs to be fixed, but first we will straighten the header.
Header Alignment
In our case, the table header can only be aligned manually, that is, you need to cut the text from one cell and paste it into another, in which it is located on the site. Since the “Form” column was not copied, we will simply delete it.
To do this, right-click on the empty column and click the button in the top menu "Delete" and select “Delete Column”.
In our example, there are two empty columns, but in the header of one of them there is text that should be in a completely different column. Actually, it's time to move on to aligning the header. If you have as many cells (columns) in the header as there are in the entire table, simply copy it from one cell and move it to the one where it is located on the site. Repeat the same action for the remaining cells.
- Advice: Use the mouse to select text, making sure that only the text is selected, from the first to the last letter of the word or words, but not the cell itself.
To cut a word from one cell, press the keys “CTRL+X” to insert it, click in the cell in which you want to insert it and click “CTRL+V”.
If for some reason you cannot insert text into empty cells, you can convert the text to a table (only if the header is not a table element). However, it would be much more convenient to create a one-row table with the same number of columns as the one you copied, and enter the corresponding names from the header in each cell. You can read about how to create a table in our article (link above).
Two separate tables, the one-row table you created and the main table copied from the site, need to be merged. To do this, use our instructions.
Directly in our example, in order to align the header, and at the same time remove an empty column, you must first separate the header from the table, perform the necessary manipulations with each of its parts, and then merge these tables again.
Before joining, our two tables look like this:
As you can see, the number of columns is still different, which means that it is not possible to merge the two tables normally yet. In our case, we will do the following.
1. Delete the “Form” cell in the first table.
2. Let’s add a cell at the beginning of the same table in which “No.” will be indicated, since the first column of the second table has numbering. We will also add a cell called “Teams”, which is missing in the header.
3. Let’s delete the column with command symbols, which, firstly, was crookedly copied from the site, and secondly, we simply don’t need it.
4. Now the number of columns in both tables is the same, which means we can merge them.
5. Done - the table copied from the site has a completely adequate appearance, which you can then change as you wish. Our lessons will help you with this.
Now you know how to copy a table from a website and paste it into Word. In addition, from this article you also learned how to deal with all the complexities of editing and editing that you can sometimes encounter. Let us remember that the table in our example was really complex in terms of its implementation. Fortunately, most tables do not cause such problems.