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Table Import

Connect Excel tables with Word using client-specific formatting and a live link.

When To Use It​

  • You want to eliminate the risk of outdated figures in financial statements when source data in Excel changes.
  • You want to avoid manual table updates every time Excel data changes.
  • You want tables to stay consistently formatted and avoid tedious manual formatting work.

Step-by-Step​

  1. Open your Word document where you will import tables.
    You can download Word test file.
    And Excel test file.
  2. Open the LedgerQ add-in pane, in Word ribbon.
  3. In the LedgerQ ribbon, Account section, choose Sign in/Out to Sign in with your Microsoft credentials.
  4. Next,in the LedgerQ ribbon, choose Table Import.
  5. Decide whether to use Standard Formatting using the toggle at the bottom of the task pane. See Standard Formatting to see which formatting properties are controlled automatically versus as per Excel source file.
  6. Click Import Tables in the add-in task pane.
  7. Select Excel file source:
    • Local file from your computer, or
    • OneDrive to import from Microsoft cloud storage, or
    • Dropbox to import from your Dropbox account.
  8. Provide Table Name (optional).
  9. Provide Sheet Name and Table Range.
  10. Click Import.
  11. Wait for the table to appear in Word.

Refreshing Imported Tables​

If the Excel source data changes:

  1. Locate the previously imported table in the add-in task pane.
  2. Use Refresh to pull the latest values from the Excel source file. You can refresh a specific table or all tables linked to that file using Refresh all.
  3. If prompted to provide path to the Excel source file, select the corresponding file.
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After changing data in the Excel source file, always save the Excel file before clicking Refresh.

Standard Formatting​

The purpose of Standard Formatting is to ensure that, regardless of format settings in the Excel source file, tables in the financial statements are consistently formatted according to your client’s requirements.

When Standard Formatting is enabled, LedgerQ applies a defined set of formatting rules. Some rules come from your Standard Formatting profile; others follow the source Excel file so they match what you see in the workbook.

When Standard Formatting is disabled, LedgerQ takes all formatting from the Excel source file.

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Using Standard Formatting reduces tedious manual formatting work. Tables look consistent across your reports and align with your client’s formatting requirements.

Applied automatically (Standard Formatting profile)​

Standard formatting applies automatically to:

  • Font size
  • Font family
  • Number of decimal places
  • Negative number format (for example, brackets or minus sign)
  • Zero number format (for example, 0 or a dash)
  • Decimal separator (comma or dot)
  • Thousand separator (comma, dot, space, or none)
  • Currency symbol (shown or hidden — see Customizing Standard Formatting)
  • Horizontal alignment of cell content
  • Date format

Taken from the source file​

The following follow the source Excel file (not the Standard Formatting profile):

  • Borders
  • Bold
  • Italic
  • Indent
  • Vertical alignment of cell content
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Standard formatting values are client-specific and are agreed during the onboarding process.

Customizing Standard Formatting​

Click Customize at the bottom of the task pane to open Standard Formatting Settings and set your own defaults:

  • Font and Font size
  • Date format (for example YYYY-MM-DD or DD Month YYYY)
  • Decimal digits
  • Negative number format (parentheses or minus sign)
  • Zeros as 0.00 or a dash
  • Currency symbol, shown or hidden. When shown (the default), a cell whose Excel source format includes a currency symbol (for example € or $) keeps that symbol under Standard Formatting. When hidden, only the number is shown.

The dialog shows a live preview of a positive, negative, zero, currency and date value as you change each setting. Click Save to apply your changes, or Reset to LedgerQ defaults to clear all your overrides.

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These settings are saved to your account, not to a single document — they apply the same way across every table you import or refresh, and across Custom Table.

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Every setting in Standard Formatting Settings only takes effect while Standard Formatting is switched on for a table (see Standard Formatting above). While it's off, the settings dialog is greyed out and the table shows the Excel source file's formatting untouched, currency symbol included.

Unlinking​

You can unlink a specific table or single cell from the Excel source file by clicking Unlink. Alternatively, you can unlink all tables/cells at once by clicking Unlink All at the top of the Import Table task pane.

Using Templates​

A template saves the tables and single cells you import into a document, so you can bring the same set back into another document (for example, next month's report) without re-entering file, sheet, range and name each time. One template can cover tables from several Excel files.

Save a template:

  1. In the Import Table task pane, click Save as template (shown once the document has at least one imported table or cell).
  2. Provide a Name and an optional Description, then save. The template is saved as a JSON file.

Load a template:

  1. Click Load template and select a previously saved template file.
  2. Each table or cell in the template appears in the task pane as a dashed Not imported card, grouped by source file.
  3. Place your cursor in the document where the table should go, then click Import on the card.
  4. Click Insert here to confirm the position (or Cancel). The table is imported and is refreshable like any other imported table.

You can click Edit or Remove on a card (shown on hover) before importing it. Local files are re-selected when you import them; OneDrive and Dropbox files are downloaded automatically.

Once a template is loaded, the strip at the top of the task pane shows its name, who created it, and how many entries are imported. If you change the template (edit or remove an entry, or edit a table imported from it) it is marked Edited, and you can:

  • Save the changes to a template file,
  • Discard them to return to the last loaded or saved version, or
  • Close the template. Tables already imported stay in the document as normal tables.
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A loaded template is stored in the Word document, so it is still there when you close and reopen the task pane or the document. Only one template is active per document; loading another replaces it (you are asked to confirm if there are unsaved edits). Tables imported outside the template are not part of it.

note

Custom Table has its own templates, which store a table structure rather than a set of imports. A Custom Table template cannot be loaded here, and vice versa. See Custom Table.

Password-Protected Excel Files​

LedgerQ can import from, refresh and edit Excel files protected with a password to open (Excel Encrypt with Password). You do not need to remove the password first.

  1. Select the file as usual. The file is marked Password protected in the import dialog.
  2. Enter the password in the prompt and click Unlock. If the password is wrong, you can try again.
  3. LedgerQ then works with the file exactly as with an unprotected one.

When you have added several protected files, the prompt shows File i of n and offers Skip this file. A skipped or cancelled file stays marked Locked. Tap to unlock so you can enter the password later.

Refreshing a protected table asks for the password again if LedgerQ no longer has it.

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Passwords are kept in memory only, for the current session. They are never saved in the Word document, your account or any log, and are forgotten when the task pane is reloaded.

note
  • You must be signed in to open a protected file.
  • After 10 wrong passwords in 10 minutes, further attempts are blocked for a short time.
  • Sheet and workbook-structure protection (without a password to open) need no password. Legacy .xls files are not supported.
  • Files larger than 25 MB are rejected.

Cloud Storage Support​

LedgerQ supports importing files from Microsoft OneDrive and Dropbox, as well as from a local folder. Use the provider switcher in the file picker to choose between OneDrive and Dropbox; connecting a Dropbox account is separate from your Microsoft sign-in.

Next​

Continue with Single Value Import to learn how to link values from Excel with notes in financial statements.