Quick Tip: Preparing Charity Accounts in Microsoft Word

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Using Microsoft Word is one of the most popular programmes to use to produce charity accounts. However, do you find it a frustration to keep manually updating numbers in the accounts, the moment you make any change?

Linking to Microsoft Excel

The trick to keeping your numbers up to date, is to link each table and note in your accounts to your Excel workings. This ensures that every time you make a change to your Excel workings, the Word accounts will be updated when you next open them.

Some manual editing of the accounts may still be required to ensure any text, such as that included in the Trustees’ report remains accurate. However this will take a lot less time than you are currently spending.

How to do it

The first step is to set up how you would like your table to look like in Excel. You have the choice of formatting the table in either Excel (before linking) or Word (after linking).

Generally I find that Excel is better for formatting the numbers, so that would be my recommendation.

Once you have your table/note set up, like the following, then you will be reading to link.

Statement of Financial Activities Table in Excel. To Link to Word accounts, begin by selecting the table and click copy (or using the keyboard shortcut of Ctrl + C)

Once you have copied the formatted Microsoft Excel table, open up your Word accounts, place the cursor where you want to table to be insert and paste.

To acheive the link, you will need a paste special option. This can be found from the Paste function drop down options. The option that retains the Excel formatting is the option shown.

If you wish to format the table in Word, you can simply select the icon to the right of the one shown.

After selecting the paste option, your Excel table should appear in your Word accounts as follows:

To note

When you link the table into Excel you may encounter some issues with the size of the table. Depending upon how your Word accounts document is set up, the table size, columns, page orientation and/or page margins may need to be adjusted to allow the table to fit.

If you require further help formatting your table once in Word, you may find this link helpful.

Need further help?

If you would like help with implementing the above, or perhaps in outsourcing the production of your charity’s statutory accounts, we can help.

Please contact us for more information.

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