Insert and Embed an Object in Excel

In Microsoft Excel, the “Object Insert” option allows a user to insert an external object into a worksheet. Embedding generally means inserting an object from another software (Word, PDF, etc.) into an Excel worksheet. This option is useful for direct access to files related to your worksheet data from within your worksheet space. In addition, the inserted object works as a ready information source or reference for a dataset in an Excel worksheet.

How to Insert (Embed) an Object in Excel?

Here, we will discuss how to embed a new object in Excel.

#1 – Insert (Embed) a New Object in Excel

#2 – Embedding (inserting) an Existing Object in Excel

Step 1: Select “Text” from the “Insert” tab and click “Object.”

  • We must first select “Text” from the “Insert” tab and then click “Object.” Then, select “Create New” to embed a new blank file. Remember, only file types are shown in “Object type” that can be embedded in the Excel worksheet. Now, choose a file type to embed. For example, we have selected a “Microsoft Word Document,” now click “OK.”

Step 2: Select “Create from File” and click “Browse” to embed an existing file into the worksheet. Remember, only file types are shown in “Object Type” that can be embedded in the Excel worksheet.

Step 3: Now click “OK.” The file icon will be displayed on the worksheet.

NOTE: If we do not check the “Display as icon” option, it will show the embedded file’s content instead of the icon. We can double-click on the embedded file icon or content to edit the content of the embedded file.

#3 – Link to Object vs. Embedded Object

When you insert an object into an Excel worksheet, the object becomes part of the Excel file. Therefore, any changes made to the source file do not impact the embedded file. However, we may want to keep the file separate from the Excel file. In that case, we need to check the “Link to file” option.

A linked file is just a link to the source file, which we can edit only by editing the source file. When we double-click the link, the source file will open.

NOTE: If we change the location/ path of the source file, the link to the file in the worksheet will not work.

Why do we need Embedded Objects in Excel?

  • When we want to add large comments or notes to a dataset in Excel Worksheet, we can embed a Word or text file instead of writing text in worksheet cells.Excel is generally used for data tables/ charts. Suppose we want to use big text bodies to explain the data tables in a worksheet. In that case, we can create a separate embedded file within the worksheet instead of creating a particular file or writing a large amount of text in an Excel worksheet.Embedded files keep the worksheet presentation limited to required data only. We can keep any additional comments, notes, or information within the embedded file, allowing users to focus on the key information. Other data can be seen only by accessing the embedded file.
  1. Embedded files are the preferred option compared to the link to file option when we need to send the worksheet to someone working on a different computer/ laptop since the link to file will only work if the source file is saved on the same device as the worksheet itself since embedded files are saved within the Excel file.

Things to Remember about Inserting Object in Excel

  • We can only embed certain file types into an Excel worksheet. We can see the list of file types accepted by going to “Insert” > “Text” > “Object” > “Create New” > “Object type.”Select the “Display as icon” checkbox to display only the embedded file’s icon. Otherwise, it will show the file content in the worksheet, which takes more space and is not recommended for presentation purposes.

NOTE: If we intend to print the worksheet, then it is recommended to display the content of the embedded file as it will not publish the embedded file’s content if the only icon is displayed.

  • As soon as we insert an object in Excel, its connection to the source file is lost, so make sure to make all required changes to the original file before embedding it. However, you can also update the embedded file’s content by double-clicking the file icon or embedded content.When sending an embedded file to someone else, ensure that the recipient’s computer/ laptop has the required software installed, supporting the embedded file type to view or change its content.Inserting an object in Excel increases the source Excel file size. If we do not want to make the Excel file heavy, we can use the “Link to file” option. However, the “Link to file” option only works if we use the same device where the linked source file is stored, and the source file’s location/ path is not changed.

This article is a guide to Embed and Insert Object in Excel. We discuss inserting an object in an Excel worksheet, practical examples, and a downloadable excel template. You may learn more about Excel from the following articles:-

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