Integrating Information with other MS Office Programs

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1 Integrating Information with other MS Office Programs Most office programs can include information that was created in other programs so that you don t have to retype information that already exists in other files. This ability to share information with other programs is called Object Linking, Object Embedding, and Converting Files. Objective 1: Learn the methods for sharing information There are a variety of ways you can insert information that is stored in files created in other Office programs into your Word documents. Copy/Paste information from another program Use when shared information is not being continually updated For example, if you copy an Excel worksheet and paste it in a Word document, it is pasted as a Word table. Link information from another program as an object (information that is exchanged between programs. i.e., text, spreadsheet, charts; etc. Use when you want to establish a connection between the two programs, so that changes to the information are shown in both For example, if you insert an Excel worksheet as a linked object in a Word document, any changes made to the worksheet will occur automatically in the Word document Embed information from another program as an object Use when you want to use another program to create and edit the document, but the document is stored only in the current application For example, if you insert an Excel worksheet as an embedded object, you can edit the worksheet using the Excel menus and toolbars without leaving Word. However, unlike a linked object, any change you make to an embedded object is saved only in the Word document Convert a file to another program Use when you want to import, export, or send data from one program to another For example, you can convert an Excel worksheet into an Access table by importing the data. Objective 2: Learn how to link an Excel Worksheet to a Word document 1. If necessary, open your Word Document 2. Click Insert from the Main Menu 3. Click Object 4. Click the Create from File tab, then click Browse 5. From the Look in box, locate the file, then click Insert Training 1 September 18, 2005

2 6. To link the files, Click the Link to file check box, then click OK To Modify a Linked Excel Worksheet Object 1. Double-click the worksheet object in the Word document 2. Make your changes to the worksheet 3. Save your changes to the Excel worksheet 4. Close the Excel worksheet 5. Save your changes to the Word document Worksheet is the same in Excel and in Word Objective 3: Learn how to Link an Excel Worksheet to a PowerPoint presentation Many types of objects can be added to a slide show. Objects added to a slide can be referenced two different ways: Linked or Embedded Training 2 September 18, 2005

3 To Insert a Linked Excel Worksheet (Object) 1. If necessary, open your Power Point Presentation 2. Using Slide or Normal view, go to the slide to be changed. 3. Click Insert on the Menu bar then click Object. 4. Click the Create from file radio button. 5. Click the Browse button to find the file you wish to reference. 6. Locate the file, select the file and click OK 7. To create a link, click on the Link box. Then click OK 8. You can now move the object or resize it on your slide. Worksheet is the same in Excel and in PowerPoint Objective 4: Learn how to Embed Objects into a PowerPoint presentation To Embed a Word Document (Object) 1. If necessary, open your PowerPoint presentation 2. In Slide view or Normal view depending on your version of PowerPoint, go to the slide to be changed. 3. Click Insert on the Menu bar then click Object. Training 3 September 18, 2005

4 4. From the Create from new tab, Click Microsoft Word Document from the Object type list. 5. Click OK. 6. Edit the document, then from within the Microsoft Word document 7. Deselect the Word object then save your changes to the document To Embed an Organizational Chart (Object) 1. Follow steps 1-2 from above 2. Click MS Organization Chart from the Object list 3. Click OK. (The Microsoft Organizational Chart program will open in a separate window than the PowerPoint presentation.) 4. Edit the chart, then from within the Microsoft Organizational Chart program click File on the Menu bar, click Exit and Return to name of presentation. Objective 5: Convert a Word Outline into a PowerPoint Presentation 1. Open your Word Outline Training 4 September 18, 2005

5 2. Click File on the menu bar, point to Send To, then click Microsoft PowerPoint Note: PowerPoint opens and the document appears in the PowerPoint program window formatted as slides 3. Format the appearance of the slides in PowerPoint Training 5 September 18, 2005

6 Objective 7: Convert a PowerPoint presentation into a Word document 1. Click File on the menu bar, point to Send To, then click Microsoft Word 2. Make sure the Notes next to slides option button is selected Note: The slides appear in a new Word document. The data from the presentation is formatted in a table in Word; very similar to the Handouts view in PowerPoint. To modify slide once inserted into PowerPoint 1. Double-click the desired slide to open the PowerPoint window 2. Edit the slide text or format 3. Save the changes and exit PowerPoint Objective 6: Convert an Excel Spreadsheet into an Access table by using Import To Import an Excel Spreadsheet into an Access table 1. If necessary, open your Access Database file 2. From the Main Database window, click File on the Menu bar then point to Get External Data, and then click Import. 3. Locate the file you are trying to Import Note: you may have to change the Files of Type setting to Microsoft Excel (*.xls) 1. Select the file containing the data and Click Import. 2. This will start the Import Wizard. (Note: It will be called either Import the Spreadsheet wizard or the Text wizard depending on the type of file you are importing.) Training 6 September 18, 2005

7 3. The steps of the wizard will prompt you to select the exact data, allow you to choose or create the field names, allow you to set properties for each field, ask you how to set a primary key field, and ask you to name the table to store the data. Click Next at each step once you ve made the appropriate changes 4. Name your new table and click Finish at the last step of the wizard. 5. The data from the imported file should now exist in a table object as you specified in the Wizard steps. Objective 7: Convert an Access table to an Excel Spreadsheet Tables can be created by exporting to Excel Convert to an Excel Spreadsheet 1. If necessary, open your Access database file 2. Select the table to be exported from the table object list, from the Main Database window, click File on the Menu bar, and then click Export. 3. Locate the directory in which you wish to save the exported file in the Save in: box. 4. Type a name for the file in the File name: box. 5. Click the Save as type: drop down arrow to select which type of file to create (Microsoft Excel Click the Export button. Note: Clicking on this button will simply save the chosen table to an Excel file. Objective 8: Link data in Excel spreadsheets to Access tables To eliminate the need for redundant data entry, it is possible to link together an Excel Spreadsheet with a table in Access. This will allow Access to check for changes in the Excel Training 7 September 18, 2005

8 file, and automatically update itself. This feature can be useful if you use coordinating data in both programs. To Link an Excel Spreadsheet to an Access Table 1. If necessary, open your Access Database file 2. From the Main Database window in Access, click File on the Menu bar then point to Get External Data, and then click Link Tables. 3. In the Link window, Set the Files of type: to the appropriate file type (Microsoft Excel), then locate the Excel file you wish to link to. 4. Click the Link button. 5. This will start the Link Spreadsheet Wizard. You can step through the steps of the wizard to choose specific settings for the chosen spreadsheet/table. Click Finish when done with the wizard. Linked Excel table 6. The icon in the tables objects list of the database window will display the fact that this table is linked to an Excel Spreadsheet. Any changes made here in the database to the table, or to the excel file using MS Excel, will be automatically updated in both places. Training 8 September 18, 2005

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