OLE with MS Office

OLE with MS Office PowerPoint PPT Presentation


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MS Office is a suite of software. The applications can share information among themselvesThere are different ways to do it, depending onWhether you want the data to be live' or notWhether you want all the data in one fileWhether you are going to move your documents to another location. Three M

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OLE with MS Office

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1. OLE with MS Office Object Linking and Embedding

2. MS Office is a suite of software The applications can share information among themselves There are different ways to do it, depending on Whether you want the data to be ‘live’ or not Whether you want all the data in one file Whether you are going to move your documents to another location

3. Three Methods Copy and Paste Embedding Linking These will be discussed in the order of decreasing “independence” between the source document and the target document Copy and Paste is the most independent, Linking is the least independent

4. Copy and Paste The simplest way to share data between applications Have both apps open at the same time Select and copy what you want from one document – goes into the Clipboard Activate other app and Paste the data in the Clipboard where you want it in the document using usual Paste methods PROBLEM: data is static – if the original data changes, this copy is NOT updated

5. Copy and Paste cont’d The paste operation turns the object being pasted into the format of the target document cells in Excel become a table in Word a table in Access becomes a table in Word Word documents lose some formatting when pasted into Powerpoint

6. Paste Special The other two operations require “Paste Special” You get that by going to the target application and choosing the Paste menu

7. Paste Special When you choose Paste Special you get a menu of choices of formats to paste as You want to choose the Object format

8. Embedding Embedding an object in a document keeps the object in its “native format” A spreadsheet stays a spreadsheet, does not change to a table in Word You can edit it with a limited form of the original application – not Excel but a smaller version of Excel Copy the object, then Paste Special then Paste then choose the “object” type

9. Embedding If you double click on an embedded object, you open up a limited form of the application that originally created the object You can make changes that are reflected in the object in the current document – they are NOT reflected in the original object

10. Advantages to embedding Data can be manipulated in its “native format” The object is part of the document and will be moved with it – it’s not a separate file If moved to another machine, that machine does not have to have the application installed (software is packaged with the object)

11. Linking an object Linking an object to a document establishes a link between the two documents The data is really stored in the original (source) document Changes made in the target document are actually made to the source and use the full power of the application that created the object

12. Linking You link by copying the object you want in the source application, then using Paste Special in the target application, then say “Paste as Link” When you double click on the object in the target, you open the source application and can make any changes you want to – they will show in both documents

13. Linking When an object is linked to a document, all that is stored in the target is the location of the object This saves space; there is only one copy of the data This can be awkward if you move the original file – the link won’t work afterwards

14. Linking - updating If you want the linked document, then right-click and choose Update Link. Be careful that you want this update to happen! If the original has changed, it will overwrite your copy in the target

15. Which to use? If all you need is a ‘snapshot’ of the data, use Copy and Paste If you need an object that is editable in its original format and that is part of the current document, use Embedding If you want to be able to use all the abilities of the source application, or you are tight on space for storing the document, use a Link

16. Which to use? If you want the data NOT to be updated when the original changes, and you can edit the data in the target application, use copy and paste If you want the data NOT to be updated when the original changes but want to edit in “native format”, use embedding If you want the data to always be the most current version and have the full power of the application available, then use linking

17. Another way to do Linking and Embedding – in Office 07/10 Insert object Create from file, browse to file Make a choice of either Link or not with the checkbox Link checked = Linked Link not checked = Embedded

18. Hyperlinks not the same thing as linking documents together in Word or Excel or Powerpoint, go to Insert menu and choose Hyperlink Browse to the file you want to link to Change the "Text to Display" to whatever you want the label to be Click on Ok

19. Difference between Hyperlinks and Linked objects the linked object will show the data contained in the object in the target document - it looks like it is actually in the document a hyperlink will show a label (the "Text to Display" in previous slide) and you have to Ctrl+click to get to see the data

20. Imagine you are a traveller

21. If you were copy-and-pasted to a new country you (or your clone) would become a native of the country dress, eat, speak like the natives and never go home have nothing to do with your original country again

22. if you were embedded in your new country you (or your clone) would take along a trunk full of things from your old country you would still dress like you did in your old country you would have nothing to do with your old country again

23. if you were linked to your new country you wouldn’t actually go to the new country you’d set up “video conferences” in the new country, so that anyone could see you in the new country, any time they wanted you’d really still be at home in the old country

24. if you were hyperlinked to your new country you wouldn’t actually go to the new country all that would be visible in the new country is a small sign “push button for service”. if anyone did, there would be a pop up window that they could talk to you through you’d still be home in the old country

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