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Printing Embed Word Documents in Excel

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11 replies

by rakesh_sarin

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Hi,
I have an embedded word document in an Excel Workbook. When I go to print it, it just prints first page and shows first page only.

When I edit the object, I can see the second page and so on....

Why is it happening and what can I do to overcome?

Basically this excel sheet is in use for providing weekly reports. So it has one worksheet per week in the workbook and the report needs to be in free text and hence word document is used. Since the reports are sent by email, embedding it in excel is the only option(links are hence ruled out).

So, if someone can suggest whats the solution or alternative, it would be great.....

Thanks,
Rakesh Sarin

11 replies

by shanghai sam

No.
Multiple worksheets in single workbook help keep record of mutiple weeks.

If you mean trying it technically, I havent tried it since it would be good for academic knowledge, but wont do the job that is required.

by kees.valkenswaard

It sounds stupid. However, if you copy the Word document page by page you can embed it in Excel with paste special, embed etc.
I agree that normally just copy and paste of the relevant Excel parts into Word might be very handy. They will become tables in Word. [You can even convert the table to text]
If you want to be able to work with them, there is another possibility, i.e. embed the Excel part with paste special. You may have to set the correct width in Excel, depending on formatted text etc.
There is another way to do what you want, thus incorporating Word into Excel.
Here I have to assume that you have a simple report in Word with no figures, tables, columns etc.
Select the full word text and just paste it in Excel. The problem will be that each paragraph uses one row in Excel. You get anyhow the complete text!
Now, the trick. Suppose you pasted into A1.
Select column A or just the cells in the column where you entered your text. [Not the cells across which you see he text but which do not contain it]
Use format, cell.., Click the tab alignment and check to wrap text.
Make the column the width of a normal printing page and there you are.
If necessary add yourself page brakes. [This can in this case only done at the end of a paragraph, o no widows or orphans]
I would put the text on a separate sheet. Selecting both sheets would allow printing in one go.

by kees.valkenswaard

NOTE Once you have made a template [perhaps only for the text page] it would be simple job. Not completely. Because if you have a template with wrap text, do not use paste. Apply paste special, text [Better is to add the special button for paste values]
Once having done that click on the row indicator of the top row with text. Press SHIFT CTRL and ARROW DOWN until you have selected all rows with text. Double click on the bottom line between the last selected row indicator [the gray cells] and the one below. And all your text will be available. To do this once a month is not such a big job. To do it daily would ask for a macro.
Good luck.

by kees.valkenswaard

By the way. If you use a document without paragraph ends [i.e. ENTER] or manual line breaks [SHIFT ENTER} only one cell will be required. This is probably a restriction which is too severe. So perhaps just paste. First set the width of the column enapply next wrap text. If you wrap first and change width you may have to set the vertical size as well, as described above.
Thus:
Align column
Just Paste Word text
Select cells or column. Format, cells.., wrap text

by shanghai sam

This is to be used by salesmen on the road...
And u know salesmen yourself....(they would be happy if someone wrote the report for them...)
So, the template that has been designed is:
Excel workbook with one worksheet for each week.
Each work sheet has week no.
Word document embedded in it on each work sheet.
Word document has weekdays written on it.

End user(salesman) has to just double click on word document and start typing their activity for the given day.

Eg : they are in week 27 and want to type for monday, they open the workbook, click on week27 worksheet.
Double click on word document.
Type away for space provided for monday.
Save the workbook.
At end of week, attach the workbook and send it in email to relevant persons.

So, putting restrictions on them in this manner is not going to help..

Your idea one is assuming that they are typing in word and then pasting in excel; whereas the situation is that there is word document already in excel.
Otherwise, the idea was a great one....

by heartyguffaw

My guess is the size of the embedded object you are printing is sized so that only one page shows on the worksheet. If you edit the embedded Word document while it is still embedded, the Word document is probably scrolling to allow you to edit the 2nd page. Is this correct?

If this is correct, you can do a couple of things..

1.) Rather than "editing" the Word document, try "opening" it. Right click on the embedded object. On the menu that pops up, point to "Document Object" and then left click on "Open". That will open the document in Word, which will allow you to print the whole document.

2.) Resize the embedded Word object large enough so that both pages appear in the spreadsheet without having to scroll through the documentwhen editing it. This isn't the best option, since the printing is probably going to come out off-center; but it should work.

Hope this helps.

by shanghai sam

Solution 2 is ruled out because that doesnt print out well.

Solution 1 is partially acceptable but for the fact that excel shades the word document when opened in the way suggested by you..

So there are slanting lines all over the word document in excel....

by kees.valkenswaard

No, I do not know how salesmen are. If I were one, I probably would not be giving you free advice. You maybe are, as you ask for advice while hiding some information and reject all answers, thus saving some lousy points.
Well, after your clarification I would do the following:
Make one cell, which is composed of joining several cells in a row, resulting in a width of one printing page. Set properties of that cell to wrap text, align left and align top. Make certain that the height would correspond to one page [for printing]
The people can use this cell as a very simple note pad without any gimmicks [YOU know how salesmen are].
The only additional thing you might do is adding a note suggesting that ALT ENTER is the (only) possibility tostart a new line within this cell. If your salesmen love to type rather than selling, you could add a few of these cells to each week for extensive reports.
There is probably something else you did not tell yet. So you could reject this answer as well.
Very good luck.

by rakesh_sarin

You have the points....
But I dont have the solution.
The above mentioned solution still doesnt solve what has been mentioned in first line of problem.....(Printing multiple pages)..
So, as a techie who charges by the hour irrespective of whetherthe problem is solved or not gets the remuneration(points)....

Thanks for all the help(genuinely) and kind words...

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