Integrating Word, Excel, Access, and PowerPoint

1. Integrating Word, Excel, Access, and PowerPoint

2. Objectives • Learn about object linking and embedding (OLE) • Embed an Excel chart in a Word document • Edit an embedded Excel chart in Word • Link an Excel worksheet to a Word document • Update a linked Excel worksheet • Test a link • Learn about importing and exporting data New Perspectives on Microsoft Office 2010

3. Objectives • Import an Excel list into an Access database • Query an Access database • Export an Access query to a Word document • Create a Word outline • Create PowerPoint slides from a Word outline • Copy and paste Access query results into a PowerPoint presentation • Link an Excel chart to a PowerPoint presentation New Perspectives on Microsoft Office 2010

4. Embedding and Linking New Perspectives on Microsoft Office 2010

5. Object Linking and Embedding (OLE) • Office 2010 supports object linking and embedding (OLE, pronounced “oh-lay”), a way of transferring and sharing information between programs New Perspectives on Microsoft Office 2010

6. Object Linking and Embedding • With OLE, you can share data in one of two ways: • When you embed an object, a copy of the object along with a link to the source program become part of the destination file, and you can edit the object using the source program’s commands • When you link an object, a direct connection is created between the source and destination programs • The object exists in only one place New Perspectives on Microsoft Office 2010

7. Embedding an Excel Object in a Word Document • Start the source program (Excel), open the file containing the chart to be embedded, select the chart you want to embed in the destination file (a Word document), and then click the Copy button in the Clipboard group on the Home tab • Start the destination program (Word), open the file that will contain the embedded chart, and then position the insertion point where you want to place the chart • In the Clipboard group on the Home tab in Word, click the Paste button arrow, and then click the Keep Source Formatting & Embed Workbook button or the Use Destination Theme & Embed Workbook button New Perspectives on Microsoft Office 2010

8. Embedding an Excel Object in a Word Document or • Copy the chart from Excel, start Word, and then position the insertion point where you want to place the chart • In the Clipboard group on the Home tab in Word, click the Paste button. In the Word document window, click the Paste Options button that appears, and then click the Keep Source Formatting & Embed Workbook button or the Use Destination Theme & Embed Workbook button New Perspectives on Microsoft Office 2010

9. Embedding an Excel Object in a Word Document New Perspectives on Microsoft Office 2010

10. Modifying an Embedded Object • When you edit an embedded object within the destination program, the changes affect only the embedded object; the original object in the source program remains unchanged New Perspectives on Microsoft Office 2010

11. Linking Excel Worksheet Data to a Word Document • Start the source program (Excel), open the file containing the data to be linked, select the data you want to link to the destination program, and then click the Copy button in the Clipboard group on the Home tab • Start the destination program (Word), open the file that will contain the linked object, and then position the insertion point where you want to place the data • In the Clipboard group on the Home tab in Word, click the Paste button arrow, and then click the Link & Keep Source Formatting button or click the Link & Use Destination Styles button New Perspectives on Microsoft Office 2010

12. Linking Excel Worksheet Data to a Word Document or • Copy the data from Excel, start Word, and then position the insertion point where you want to place the data • In the Clipboard group on the Home tab in Word, click the Paste button. In the Word document window, click the Paste Options button that appears, and then click the Link & Keep Source Formatting button or click the Link & Use Destination Styles button New Perspectives on Microsoft Office 2010

13. Linking Excel Worksheet Data to a Word Document New Perspectives on Microsoft Office 2010

14. Updating Linked Objects • When you link an object, you can edit the information in the source file, and the changes will appear in the Word document New Perspectives on Microsoft Office 2010

15. Importing and Exporting New Perspectives on Microsoft Office 2010

16. Using Excel Data in Access • You can use lists of Excel data to build tables in Access • You can only import Excel data that is in the form of a list • Before you import the Excel list, you should check the format of the data New Perspectives on Microsoft Office 2010

17. Using Excel Data in Access New Perspectives on Microsoft Office 2010

18. Importing Excel Data into Access • Open the Access database into which you want to import the Excel list • Click the External Data tab on the Ribbon • In the Import group, click the Excel button • In the Select the source and destination of the data screen of the Get External Data – Excel Spreadsheet dialog box, click the Browse button • In the File Open dialog box, expand the Folders list to locate the Excel workbook you want to use, if necessary, click the file, and then click the Open button New Perspectives on Microsoft Office 2010

19. Importing Excel Data into Access • In the Get External Data – Excel Spreadsheet dialog box, click the option corresponding to the way you want to import the data (into a new table, appended to an existing table, or into a new linked table) • Follow the directions in the Import Spreadsheet Wizard • After clicking the Finish button in the Import Spreadsheet Wizard, click the Save import steps check box if you want to save the import steps, and then click the Save Import button; or click the Close button in the dialog box if you do not want to save the import steps New Perspectives on Microsoft Office 2010

20. Importing Excel Data into Access New Perspectives on Microsoft Office 2010

21. Exporting the Results of an Access Query to Word • In the Navigation Pane, click the query to be exported • Click the External Data tab on the Ribbon • In the Export group, click the More button, and then click Word • In the Export – RTF File dialog box, click the Browse button to select the folder in which you want to save the file you’re exporting (if necessary) New Perspectives on Microsoft Office 2010

22. Exporting the Results of an Access Query to Word • In the File Name box, enter the name for the Word file, and then click Save • Click the “Open the destination file after the export operation is complete” check box to select it if you want the file to open automatically after it is exported • Click the OK button • In the Export – RTF File dialog box, click the Save export steps check box if you want to save the export steps, and then click the Save Export button; or, click the Close button in the dialog box if you do not want to save the export steps New Perspectives on Microsoft Office 2010

23. Exporting the Results of an Access Query to Word New Perspectives on Microsoft Office 2010

24. Outline View in Word New Perspectives on Microsoft Office 2010

25. Creating a Word Outline • You can create an outline in Word by typing text directly in Outline view in a new document • To format text as an outline, you use the Promote and Demote buttons on the Outlining toolbar • The Promote button promotes, or moves up, the selected paragraph to the next higher outline level • The Demote button demotes, or moves down, the selected paragraph to the next lower outline level New Perspectives on Microsoft Office 2010

26. Creating a Word Outline New Perspectives on Microsoft Office 2010

27. Creating PowerPoint Slides from a Word Outline • When you create slides from a Word outline, PowerPoint uses the heading styles in the Word document to determine how to format the text • In the Slides group on the Home tab, click the New Slide button arrow, and then click Slides from Outline • Locate the file containing the outline, and then click the Insert button New Perspectives on Microsoft Office 2010

28. Creating PowerPoint Slides from a Word Outline New Perspectives on Microsoft Office 2010

29. Copying and Pasting an Access Query into a PowerPoint Presentation • Open the slide to contain the query • Open the Access database containing the Query • In the Navigation Pane, double-click ServicesRequestedQuery • Click the selector to the left of the column heading • Click the Copy button on the Home tab • Return to the presentation • Click the Paste button arrow in the Clipboard group, and then click the Keep Text Only button New Perspectives on Microsoft Office 2010

30. Copying and Pasting an Access Query into a PowerPoint Presentation New Perspectives on Microsoft Office 2010

31. Linking an Excel Chart to a PowerPoint Presentation • In Excel, select the chart that you want to insert into a PowerPoint presentation, and then click the Copy button in the Clipboard group on the Home tab • Switch to PowerPoint, and then click in the Slide pane on the slide where you want to insert the chart • In the Clipboard group, click the Paste button arrow, and then click the Keep Source Formatting & Link Data button or click the Use Destination Theme & Link Data button or • In the Clipboard group, click the Paste button; click the Paste Options button, and then click the Keep Source Formatting & Link Data button or click the Use Destination Theme & Link Data button New Perspectives on Microsoft Office 2010

32. Linking an Excel Chart to a PowerPoint Presentation New Perspectives on Microsoft Office 2010