Copying a Chart and Related Shapes to a Word Document

by Allen Wyatt
(last updated March 27, 2021)

1

Leslie prepares charts in Excel, adding shapes from the drawing tools. He would like to copy the charts to a Word document, but only some of the shapes are copied. He wonders why some of the shapes get left uncopied and how he can "flatten" the chart so that everything is copied.

Let's assume for a moment that your chart is inserted in your worksheet, as an object. In this case, the behavior you describe is actually normal. You see, shapes can be associated with either your chart or with your worksheet. If they are associated with the chart, then when you copy the chart to the Word document, the shapes associated with the chart are also copied. If they are associated with the worksheet, then they are not automatically copied with the chart.

Excel associates a shape with either the chart or the worksheet depending on what was selected when you chose to insert the shape. If the chart was selected just prior to inserting the shape, then it will be associated with the chart. If a cell in the worksheet was selected, then the inserted shape is associated with the worksheet—even if you later move the shape to be over the top of the chart.

In order to copy the chart and all the shapes, you have two options. First, you could select a shape that won't copy, press Ctrl+X to cut it to the Clipboard, click once on the chart to select it, and then press Ctrl+V to paste it. The shape is now associated with the chart. You can repeat this for each misbehaving shape, and subsequently copying the chart to the Word document should copy all the desired shapes, as well.

The second option is to leave all your shapes where they are and simply group them together. Click once on one of the shapes to select it, then hold down the Ctrl key as you click on each of the other shapes, in turn. With the Ctrl key still pressed, click on the chart, as well. Now right-click on one of the selected shapes and, from the resulting Context menu, choose Group | Group. You can then copy the entire group (the chart and all the shapes) to the Word document.

The approaches discussed so far allow the chart and shapes to still be treated as objects when they are copied into your Word document. If, instead, you want to insert a picture of the chart and shapes (i.e., to "flatten" the image, as you noted), then you have a few options.

First, you could use the Snipping tool which is included in Windows. It allows you to grab a portion of the screen as a picture in the Clipboard. You can then paste it into Word very easily. Second, you could use some of the grabbing tools provided in Word. With your document open, display the Insert tab of the ribbon. You can then use the Screenshot tool (in the Illustrations group) to insert an entire screenshot of the Excel worksheet or you can use the Screen Clipping option to insert just a portion of the screen.

Finally, you could also use a third-party screen-shot grabber, such as SnagIt from Techsmith. These stand-alone tools provide great capabilities to grab all or part of a screen and either save it to disk or copy it directly to a document.

ExcelTips is your source for cost-effective Microsoft Excel training. This tip (9988) applies to Microsoft Excel 2007, 2010, 2013, 2016, 2019, and Excel in Office 365.

Author Bio

Allen Wyatt

With more than 50 non-fiction books and numerous magazine articles to his credit, Allen Wyatt is an internationally recognized author. He is president of Sharon Parq Associates, a computer and publishing services company. ...

MORE FROM ALLEN

Disabled Macros

Did you recently upgrade from Word 97 to a later version of Word, only to find that your macros no longer work? Here's ...

Discover More

Working In Feet and Inches

Your chosen occupation may require that you work with linear distances in feet and inches. Excel can do this, to a ...

Discover More

Setting Header/Footer Margins

Do you find that there is a lot of extra space around that data on your worksheet when it is printed? Changing the ...

Discover More

Comprehensive VBA Guide Visual Basic for Applications (VBA) is the language used for writing macros in all Office programs. This complete guide shows both professionals and novices how to master VBA in order to customize the entire Office suite for their needs. Check out Mastering VBA for Office 2010 today!

More ExcelTips (ribbon)

Creating a Log/Log Chart

If you need to create a chart that uses logarithmic values on both axes, it can be confusing how to get what you want. ...

Discover More

Creating Charts in VBA

Most charts you create in Excel are based on information stored in a worksheet. You can also create charts based on ...

Discover More

Modifying Axis Scale Labels

You want your chart to display information as clearly and succinctly as possible. Modifying the labels used to indicate ...

Discover More
Subscribe

FREE SERVICE: Get tips like this every week in ExcelTips, a free productivity newsletter. Enter your address and click "Subscribe."

View most recent newsletter.

Comments

If you would like to add an image to your comment (not an avatar, but an image to help in making the point of your comment), include the characters [{fig}] in your comment text. You’ll be prompted to upload your image when you submit the comment. Maximum image size is 6Mpixels. Images larger than 600px wide or 1000px tall will be reduced. Up to three images may be included in a comment. All images are subject to review. Commenting privileges may be curtailed if inappropriate images are posted.

What is 1 + 9?

2021-03-27 10:31:04

J. Woolley

You might be interested in the freely available SelectionImage macro in My Excel Toolbox. It will copy a range of cells as an image and save it in a PNG file. Everything visible in the range including charts and shapes will be visible in the image, which can subsequently be inserted into a Word document. Using the SelectionImage macro is somewhat easier than the methods described in the Tip.
See https://sites.google.com/view/MyExcelToolbox/


This Site

Got a version of Excel that uses the ribbon interface (Excel 2007 or later)? This site is for you! If you use an earlier version of Excel, visit our ExcelTips site focusing on the menu interface.

Newest Tips
Subscribe

FREE SERVICE: Get tips like this every week in ExcelTips, a free productivity newsletter. Enter your address and click "Subscribe."

(Your e-mail address is not shared with anyone, ever.)

View the most recent newsletter.