Embedded in Excel (Table of Contents)
Introduction to Embedded in Excel
Object Linking and Embedding (OLE) is a process or technique used to insert data from one Programme into another. OLE is used to create content that is created in one program available in another program. For example, you can insert a pdf, ppt, Office Word document in an Office Excel workbook. Suppose in MS office – Word document if you want to add a table, you have two options, either you can work with Word’s built-in table tools or you can insert tabular data directly from Excel. Here, 2nd option is better because, when you update tabular data in excel, it automatically gets updated in word file tabular data also. Recent versions of Microsoft excel comprises the capability to insert objects into documents. These objects may be either embedded or linked.
Definition of Embedded Object
It is a technique to insert data files from one Programme into another. It also provides an option to insert outside media for design customization. When you click on the Insert tab in the toolbar, under the Text group, select or click on Object.
When & Where to Use Embedded Objects?
In case, if you don’t want to update the copied data when it changes in the source file, then you can use an embedded object. Below mentioned objects can be added. i.e. Images, clipart, pictures, audio file, Word document, PDF, PPT, Excel spreadsheet & HTML document. Embedded object plays an important role during a meeting or to share more comprehensive information when you send the spreadsheet to a co-worker.
How to Enable or Add Embedded Objects in Excel?
Let’s check out the various file types or an embedded object that can be added in excel.
In the below-mentioned example, I have an excel file named as “Embedded”, in that I have selected the cell “A2” where I need to insert a pdf file as an embedded object. I need to select a cell “A6” in a spreadsheet where I want to insert the object & and increase the row size i.e. row height & column width for better visibility.
Once you select cell “A2”, under the excel toolbar, select the “Insert” tab, in that click “Object” in the Text group to open the Object dialog box.
Now the object window will appear. In that object window, you will see two options.
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Create New – It will create a new file and embed it in the worksheet.
Create from File – It will embed an existing file in the worksheet.
You need to select the “Create from File” tab. As we are adding a PDF file, therefore you need to select “Adobe Acrobat Document” under the object type. Check or tick the box of display as Icon.
File name window appears where you need to locate the file, which you want to attach. Click the file to select it and click the “Insert” button.
Select the PDF file that you want to embed and click on Open (PDF File Name: Layers in Photoshop) this step will insert a PDF file in the worksheet. As soon as the PDF is inserted in the worksheet, PDF also opens by default. You can close the PDF file and continue to work with Excel.
PDF appears in cell “A2” as an “Embedded” object (just like shapes or charts) and you can resize it based on your choice and place it anywhere in the worksheet.
Now, at last if you double click on pdf object, that PDF file will get opened. Simultaneously you can insert multiple PDFs or other files, by following the above-mentioned steps.
How to Insert the Embedded PDF File Object?
Let’s look at how to insert an embedded PDF file object or icon in a cell.
Embedded PDF file in Excel is inserted as an object sometimes, sits above the worksheet cells. The position of the object remains stagnant when you increase the column width or if you move a cursor of a mouse, down to other cells. To fix this, right-click on the PDF object icon and select Format Object. (If you have multiple other PDF or word files embedded, you can simultaneously select all and then right-click and select the Format Object option.).
Once you select Format Object option, Format Object dialog box appears, in that select Properties tab and under the object positioning, select the option ‘Move and size with cells’.
When you embed a PDF file in Excel, it gets a generic name such as “Adobe Acrobat Document”. You have an option to change the PDF name, for a better appearance. Name of the PDF object can be changed by below-mentioned steps:
Select the PDF object, right-click on the PDF object and select Convert to: option in the Acrobat Document Object.
In the Convert dialog box, click on the Change Icon button, change icon button dialog box appears, under that browse file type, select that PDF file which is represented as an object.
Change the caption to the name of your choice for the embedded PDF document i.e. I have changed to Layers in Photoshop. Now, click OK, this will automatically change the name of the embedded PDF file.
Change Icon feature is also available to change the appearance of an icon OR object that represents the embedded file. There is a various list of options that appears in ICON dropdown under the Change Icon window.
Difference between Linked and Embedded Objects
- Linked objects will be present as separate files, and they can be updated, linked object is linked to the source file, The source file updates the linked object.
- Whereas Embedded objects are stored in the workbook where they are inserted in, and they are not able to update.
Things to Remember About Embedded Objects in Excel
- Embedded files in excel can also be displayed as links or icons.
- With the help of go to special feature in Excel, you can find & select all the embedded object in a worksheet
- Select the specified worksheet where you need to find out all embedded objects.
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