How to Prevent Artifacts Appearing in MS Word?

[sunroc]

Hi Forum,

I have a problem that I am sure has a simple explanation. I often make tables in Excel and copy/paste them into word for presentations.

Sometimes various artifacts appear in the table in Word that are invisible in Excel. Also, sometimes small portions of borders disappear when the table is transferred from Excel to Word. During the conversion from Word to PDF a couple more artifacts creep in.

Below is an image of such a situation all 3 of the problems just described occur. The table is shown in 3 different stages;
(1) in Excel
(2) in Word after being copy/pasted from Excel
(3) In PDF format after being "printed" to PDF from Word. (3 new artifacts appear along the bottom of the table.)

Does anyone recognize what I am doing wrong in order to produce this effect?

 

[Trevor G]

As a suggestion when you copy the data from Excel have you tried using Paste Special in Word and tried Paste Link and use the RTF Format to see that helps, if it works then the print to PDF show work as well.

 

[sunroc]

Thanks Trevor G,

I am embarrassed to admit that you lost me with "Paste Link and use the RTF Format" but the "Paste Special" part got me thinking. "Paste Special" is not an option in the context menu in Word when I right-click. But what I was able to do was use the Paste Options menu that appears just after performing a normal paste and one of the options there is "Paste as Picture". That got the look I need.

On the other hand, I understand that now one can select text inside the table now that it is an image. So while this solves the visual effect of the artifacts it also limits functionality of the document.

So the long and the short of it is that I can go forward with the solution I now have but If you care to give me a little explanation of the "Paste Link and use the RTF Format" I am all ears.

Thanks.

 

[Trevor G]

OK which version of Office are you using?

If 2003 or less, highlight the data in Excel and Copy then switch to Word and from the Edit Menu select Paste Special, then on the left select the circle that says Paste Link and from the list of options select Formatted (RTF) this means Rich Text Format so, if you have colours etc in Excel they also come across into your Word document.

If using Office 2007 or 2010 once you copy the data and switch into Word on the Home Tab you will see the Paste symbol on the left with a drop down arrow you click this and then use Paste Special.

Paste Special is not associated to the Right mouse button shortcut menu, you need to use the full menu or Ribbon if 2007 etc.

Hope that helps you further.