Microsoft Office Tutorials and References
In Depth Information
Storing Workbooks as Parts of Other
In the preceding section, you linked to another file from within your Excel workbook. The
advantages of linking to a second file are that the size of your workbook is kept small and
any changes in the second document will be reflected in your workbook. The
disadvantage is that the second document must be copied with the workbook—or at least be on
a network-accessible computer. If Excel can’t find or access the second file where the link
says it is located, Excel can’t display it. You can still open your workbook, but you won’t see
the linked file’s contents.
If file size isn’t an issue and you want to ensure that the second document is always
available, you can embed the file in your workbook. Embedding another file in an Excel
workbook means that the entirety of the other file is saved as part of your workbook.
Wherever your workbook goes, the embedded file goes along with it. Of course, the
embedded version of the file is no longer connected to the original file, so changes in
one aren’t reflected in the other.
Important To view a linked or embedded file, you must have the program used to create it
installed on the computer on which you open the workbook.
You can embed a file in an Excel workbook by following the procedure described in the
preceding section but leaving the Link To File check box cleared.
It is also possible to embed your Excel workbooks in other Office documents. In PowerPoint,
for example, you can embed an Excel file in a presentation by displaying the Insert tab in
PowerPoint and then, in the Text group, clicking Object to display the Insert Object dialog
box. Then in the Insert Object dialog box, select Create From File.