Maps Pasted into Word Not Updated Correctly (135242)


The information in this article applies to:

  • Microsoft Excel for Windows 95
  • Microsoft Word for Windows 95
This article was previously published under Q135242

SYMPTOMS

When a you create a Microsoft Data Map object in Microsoft Excel and then copy and paste that object into a Microsoft Word for Windows 95, version 7.0, document, the following problems may occur:

  • The map will not be refreshed correctly, even if the original source data is still available.
  • The map will appear blank if the original source data is moved or deleted.
  • Loading the Microsoft Word document that contains the pasted map may take longer, as the map may attempt to read the original source data when the document is opened.

CAUSE

This problem may occur because the map may attempt to retain links to the original data. This behavior may cause problems if the original data is not available for some reason (for example, if the original data is deleted or moved).

WORKAROUND

To avoid these problems, use one of the following two methods to create a map in a Microsoft Word for Windows document:

Method 1

Use the following steps to create the map in Microsoft Word for Windows, not in Microsoft Excel:

  1. Place the cursor at the location in the Microsoft Word document where the map should be located.
  2. On the Insert menu, click Object.
  3. Select the Create New tab.
  4. In the list of Object Types, click Microsoft Data Map. Click OK.
  5. While the Data Map is activated, click External Data on the Insert menu.
  6. In the Specify External Data Source dialog box, click Microsoft Excel, and then click OK.
  7. In the Open dialog box, choose the file that contains the source data, and then click OK.
  8. When you are prompted to select the range that contains the data to be used by the map, select the data (or type in the reference to the data) and click OK.
  9. If the Multiple Maps Available dialog box appears, select the appropriate map type and then click OK.
You should now have a Microsoft Data Map that is created in Microsoft Word for Windows. Note that if the source data is removed, the map will resort to a "blank" state: it will contain no data.

Method 2

Create a picture of the map and paste that into Microsoft Word for Windows. (Use this method if you want to create a map that does not require source data.)

This method will create a permanent picture of the map. The created picture will not change in appearance, even if the original source data is moved or deleted. To create a picture of the map, follow these steps:

  1. In Microsoft Excel or in Microsoft Word for Windows, select the map. Click it once (double-clicking it will activate the Microsoft Data Map application).
  2. With the map selected, click Copy on the Edit menu.
  3. Activate Microsoft Word for Windows.
  4. On the Edit menu, click Paste Special.
  5. In the Paste Special dialog box, select Picture from the list of formats, and then click OK.
A picture is pasted into your Microsoft Word document. This picture will not change in appearance, even if the original source data is moved or deleted. However, the picture cannot be updated in the same manner as a normal Microsoft Data Map: to refresh it, you must refresh the original map, and then copy and paste a new picture of the map.
Modification Type:MinorLast Reviewed:8/15/2005
Keywords:KB135242
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