Working together with Word, Excel and PowerPoint 2013 Information Services Working together with Word, Excel and PowerPoint 2013 Have you ever needed to include data from Excel or a slide from PowerPoint in your Word document? This note shows you how to use copy and paste to get the best results. It also covers how to create a link between documents so that pasted data is updated automatically. The right tool for the job Microsoft Office applications each have a specific purpose. While it is possible to use formulas in Word and type text into Excel, you should always use the best tool for the job. But what if you want to bring together elements from different applications? Microsoft Office makes it easy to combine text, figures and graphics in a single document. Linking and embedding what s the difference As well as simply copying an item from one application and pasting it into another, you can insert it as a linked or embedded object. The main difference between linked and embedded objects is where the data is stored and how you update it. When you link an object, the information in the file you have copied it to (the destination) is updated if you modify the source file. When you embed an object, the destination file does not change when you modify the source, but you can edit the object from within the destination file using the source application. Using Excel data in Word If you have data in an Excel worksheet, you can copy and paste cells into your Word document. However, instead of simply clicking on the Paste icon, click on the down arrow below it to display the Paste Options gallery. This allows you to paste the cells in different formats. Running your cursor over the options will show you how the data will look. If you require this document in an alternative format, such as larger print, please email is.skills@ed.ac.uk. 3823-2014
The paste options Keep Source Formatting Use Destination Styles Link & Keep Source Formatting Link & Use Destination Styles Picture Keep Text Only Retains worksheet formatting. Applies default table style (normally a simple grid). Creates a link and retains worksheet formatting. Creates a link and applies the default table style. Inserts as image. Inserts as text and tabs. Tip: If your copied table is wider than the page, try this. On the Table Tools Layout tab, click on AutoFit and select AutoFit Window. Word will attempt to fit the table onto the page. Using the link options Rather than simply copying the data, you can use the Link options in the Paste Options gallery to create a link between the files. If you edit the data in the source file, the destination file will be updated as well. This can be useful if you have a document that is regularly updated with figures from a spreadsheet, such as a monthly report. When you open a document containing a linked object you will be prompted to update it with the data from the linked file. If the document is already open, and it does not update automatically when you make a change to the source file, you can update it manually. To do this, right-click on the linked object and select Update Link. Note: Only data in the range you originally selected will be updated. If you want to include additional rows or columns, you will have to repeat the copy and paste link operation. If you know you will be inserting rows or columns later for months, for example a workaround is to copy the range as it will be in its final version, then in Excel, hide the rows or columns you don t want to appear (Format Hide & Unhide). When you want the hidden data to appear in Word, select the rows or columns above and below the hidden ones and unhide them, then update the link in the document. Using Paste Special Paste Special in the Paste Options gallery includes some additional formats. 2 IS Skills Development
To create a link, select Paste link on the left. The most commonly used options are Microsoft Excel Worksheet Object and Formatted Text (RTF). Microsoft Excel Worksheet Object allows you to double-click on the object in the Word document to open the source file in Excel. You cannot use Word s table formatting, however. Formatted Text (RTF) pastes the data as a table you can format. Unformatted Text is useful if you want to paste individual Excel cells into a paragraph of text in Word, rather than having them appear in a separate table. If you paste the data as a Microsoft Excel Worksheet Object, Office inserts the entire workbook, not just the copied cells. This means that anyone double-clicking on the object will have access to everything in the Excel file this is something you might not want to happen! Managing links Changing the source file If you move or rename a source file, the link will break. To re-establish the link, open the destination file, click on the File tab and on Edit Links to Files at the bottom of the panel on the right to open the Links dialog box. (Note that you will only see this option if you have links in your document.) Select the link to the moved or renamed file and click on Change Source. Navigate to the file and click Open. If you have several links to the same file, you will have to repeat the operation. You can hold down [Ctrl] or [Shift] to select multiple links the Change source dialog box will open for each link. IS Skills Development 3
Breaking links If you send a document that includes links to other people, they will see an error message if they try to update the file since the links will have broken. If you have finished editing your document, you can prevent the errors by breaking the links manually before sending it. Click on the File tab and on Edit Links to Files at the bottom right. Select all the links and click on Break Link. Once a link is broken it cannot be reinstated you will have to redo the copy and paste. Note: If you delete a linked object from your Word document, you must also break the link. Simply deleting the object does not remove the link you will still get prompts to update it. The object will also reappear if you do update. Locking the linked object If you don t want to break the link, but do want to prevent changes to the source file affecting the linked object, you can lock the object until you are ready. For example, you might want to present a snapshot of the data at a specific time, but still be able to work on the figures in the source file without the destination file being updated. In the Links dialog box, click on the link and under Update method for selected link, click Locked. When you want the object to update again, deselect Locked. Note that if you want to prevent the source file from being changed by anyone else, you can protect it click on File and on the Protect Document button. You can encrypt with a password or restrict editing access. Copying Excel charts You can copy Excel charts in the same way as cells; however the paste options are slightly different. In Word, click on the down arrow at Paste to display the Paste Options gallery. As well as the link options, Use Destination Theme & Link Data and Keep Source Formatting & Link Data, there are also options to Use Destination Theme & Embed Workbook and Keep Source Formatting & Embed Workbook. These do not create a link, but do allow you to edit the data. To do this, right-click on the chart in Word and select Edit Data to open a Chart in Microsoft Word datasheet, or Edit in Excel 2013 to open Excel. Note that this does not change the data in the original Excel spreadsheet. 4 IS Skills Development
Inserting an Excel spreadsheet into Word You can insert an entire spreadsheet into Word without copying and pasting. In Word, click on the Insert tab and in the Text group, click on Object. Click on the Create from File tab, browse to your spreadsheet and click Insert. If you want to create a link, click Link to file. Note that this will place all the data on the sheet onto the Word page. You can resize the Excel object if necessary. To modify the data, double-click on the object the file opens in Excel. If you created a link, the object will also update in the Word document. Copying from PowerPoint into Word You can copy individual objects or an entire slide from PowerPoint into a Word document. Copying objects If you have used SmartArt to create a diagram, copying it into Word is easy. Select Use Destination Theme or Keep Source Formatting from the Paste Options gallery, to paste it as a SmartArt graphic which you can also edit in Word. If you paste it as a Picture, you can t edit it as SmartArt, but you can use the Picture Tools Format options to change how it looks. If you have created a diagram using shapes or pictures, grouping everything together in PowerPoint first makes it easier to copy them without leaving bits behind. Select all the objects and in the Arrange group, select Group. Shapes and grouped objects pasted using the Use Destination Theme and Keep Source Formatting options on the Paste Options gallery become floating drawing objects. They will sit on top of any text and can be dragged around on the page. Shapes and images can be edited in Word using the Drawing Tools and Picture Tools tabs. If you paste them using the Picture option, however, they become inline images that is, they become part of the paragraph they have been pasted into and will only move with that paragraph. Note that ungrouped images copied from PowerPoint will be pasted as inline regardless of which option you choose. To change the wrap setting, click on the Layout Options button. For more information on positioning images, see the note Working with Images in Word 2013 in our Documents Catalogue at www.ed.ac.uk/is/skills/documents-catalogue. Note that you can t paste objects copied from PowerPoint as links, only full slides. Copying slides To copy an entire slide, click on it in the Slides pane or in Slide Sorter view and select Copy. The only options available in Word s Paste Options gallery are Keep Source Formatting and Picture. The only difference between them is a slight colour change. IS Skills Development 5
For more choices, click on Paste Special. The options available here are Microsoft PowerPoint Slide Object, Bitmap and Picture. The Picture options will give you slightly different resolutions and colours. Pasting as a Slide Object allows you to double-click to open the slide in PowerPoint. To create a link, select Paste Special and click Paste Link. Avoid using Bitmap since this tends to generate an error message. Note: It is not possible to select multiple slides, paste them all into Word. Only the first slide will display; although if you use Paste Special to paste them as an object, you can double-click to view them in PowerPoint. To avoid having to copy and paste each slide separately, open the clipboard first and copy them (you will have to copy one at a time). Then you can use Paste All. See Using the clipboard below. Using the clipboard The Windows clipboard only stores one copied item at a time. However, the Office clipboard stores up to 24 cut or copied items in a session, including items from non-office applications, such as text from a website. You can paste these items into any Office document. This means that you can copy several items from one document and paste them into another without having to jump backwards and forwards between the documents. Note that if you close all Office applications, the clipboard will be cleared of all but the last item you copied. If you shut down or log off, it will be cleared completely. You must first open the clipboard to be able to use it. To do this, on the Home tab, click the dialog box launcher in the Clipboard group. The Clipboard pane opens on the left of the screen. As you copy or cut items they are added to the top of the list. If the clipboard is displayed in an active application, you will see the icon on the taskbar at the bottom of the screen. You can launch another application and double-click on the icon to open the clipboard. Alternatively, open it from the Clipboard group. To paste an item from the clipboard, click on it in the pane. (Note that the Paste option on the Home tab will only paste the last item copied.) You can delete an individual item from the clipboard by clicking the arrow next to it and selecting Delete. To delete all items, click Clear All. To paste everything on the clipboard at once, click Paste All. You can control how the clipboard is displayed by clicking the Options button at the bottom of the pane. 6 IS Skills Development
Note: The option to paste items as links is not available from the clipboard. To do this, you will have to use the Paste Options gallery or Paste Special. Creating Word handouts from PowerPoint slides Although you can create printed handouts directly from the Print option on the File tab in PowerPoint, you can also export the slides to a Word document. The advantage of this is that you can add your own formatting, such as headers and footers, and also use the file elsewhere, in an email, for example. In PowerPoint, click on the File tab and on Export. Click on Create Handouts and on Create Handouts again to display the Send to Microsoft Word dialog box. Choose a layout option. If you want updates to the slides reflected in the Word document, select Paste link. Note that changes will not include any slides you delete or add after pasting the link. When you open the Word document, you will be prompted to update the links. If the document is already open, click on the File tab and on Edit Links to Files. Select all the links and click Update Now. A shortcut is to press [Ctrl] and [A] to select everything in the document then press [F9]. Resources For more information on Word features and functions, see the Working with Text section on our Documents Catalogue at www.ed.ac.uk/is/skills/documents-catalogue. For information on our training courses, see www.ed.ac.uk/is/skills. IS Skills Development 7