Linking Excel data into InDesign

Step 1

Launch Adobe InDesign and open your current document or create a new document by pressing “Ctrl-N” on the keyboard. If you want to use dynamically linked spreadsheets in your InDesign document, skip to the section on Creating Linked Spreadsheets before returning to this section.

Step 2

Select the “Type Tool” from the Toolbox. Create an insertion point in any text box where you would like the spreadsheet to appear. To create a new text box, drag the Type Tool across a blank section of a page.

Step 3

Select “Place” from the File menu. Select “Import Options” and double-click the Excel file containing your spreadsheet. The Import Options dialog box opens.

Step 4

Click the “Sheet” menu and select the worksheet from the Excel workbook that you want to import.

Step 5

Click the “View” menu to import custom views. This will be grayed out if there are no custom views available.

Step 6

Click the “Cell Range” field to select only a portion of the worksheet to import. By default, all populated cells are selected.

Step 7

Select the “Import Hidden Cells Not Saved in View” option if you want to import cells that are hidden in Excel.

Step 8

Click the “Table” menu to choose one of the four formatting options. An Unformatted Table imports the data without using Excel’s formatting. An Unformatted Tabbed Text spreadsheet imports the data as text separated by tabs, not by lines. Select “Formatted Table” if you are importing a linked spreadsheet and want the formatting to change in InDesign if the formatting is changed in Excel. Select “Formatted Only Once” to use the formatting style used in Excel as it appears now, without any future changes to the Excel spreadsheet to affect the formatting in the InDesign document.

Step 9

Click the “Cell Alignment” menu to change how data in each cell is aligned. By default, InDesign will use the same alignment as your Excel worksheet.

Step 10

Select the “Include Inline Graphics” option if you want any graphics in the Excel worksheet to be imported.

Step 11

Click the “Number of Decimal Places To Include” text field if you want to specify the maximum number of decimals used. Type that number in the text field.

Step 12

Select the “Use Typographer’s Quotes” option if the spreadsheet contains left-leaning and right-leaning apostrophes and quotation marks. Otherwise, InDesign will replace these with straight marks.

Step 13

Click “OK.” The spreadsheet is pasted into the document as a table.

Creating Linked Spreadsheets

Step 1

Select “Preferences” from the File menu to place dynamically linked spreadsheets into an InDesign document.

Step 2

Click “File Handling” from the Preferences dialog box.

Step 3

Click “Create Links When Placing Text And Spreadsheet Files.” Any changes to the Excel spreadsheet will change the spreadsheet in the InDesign document. This will include the formatting of the InDesign spreadsheet if you selected a “Formatted Table” in the Import Options dialog box when you imported it.

Formatting the Spreadsheet in InDesign

Step 1

Format the spreadsheet as desired after it has been imported into the InDesign document. Unless you are using a linked spreadsheet, you can format it as you would any InDesign table.

Step 2

Double-click the spreadsheet using the Text Tool, then position the tool on any vertical or horizontal line. Drag the line to change the size of the columns or rows beside the line you selected.

Step 3

Drag the Text Tool across the entire table or a group of cells to format it. If desired, you can click the “Table Styles” panel to select predefined formatting for the table or individual cells.