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Microsoft Excel 2007 – Level 2

Chapter 8. Microsoft Excel 2007 – Level 2. IMPORTING, EXPORTING, AND DISTRIBUTING DATA. Import data from an Access table, from a Web site, or from a CSV text file Append data from an Excel worksheet to an Access table

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Microsoft Excel 2007 – Level 2

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  1. Chapter 8 Microsoft Excel 2007 – Level 2 IMPORTING, EXPORTING, AND DISTRIBUTING DATA

  2. Import data from an Access table, from a Web site, or from a CSV text file Append data from an Excel worksheet to an Access table Embed and link data in an Excel worksheet to a Word document or to a PowerPoint presentation Export data as a comma delimited file Scan and remove private or confidential information from a workbook Mark a workbook as final Check a workbook for incompatible features with earlier versions of Excel Add a digital signature to a workbook Describe how digital rights management restricts access to specific users to view, edit, or print a workbook Performance Objectives

  3. Importing Data into Excel Make active the cell into which the import should begin Then click and click thedesired type of data and its source Data must be in one of the many supported formats

  4. Importing Data from an Access Database Can import Access data as an Excel table, a PivotTable Report, or a PivotChart/PivotTable Reportinto an active worksheet or a new worksheet 1. Open a workbook and make active the cell into which the import should begin 3. Locate and double-click the Access file 2. Click 4. If more than one table, double-click the desired table 5. The Import Data dialog box appears

  5. Importing Data from an Access Database …/2 Select how the data should be stored and where to place it Then click OK

  6. Importing Data from a Web Site Click Navigate to desired web site Clickto select table(s)changes to green checkmark Then click Import

  7. Importing Data from a Web Site.../2 Choose where to place the data Click OK

  8. Formats commonly used in text files Delimited Text File - uses a special character to separate one column from the nextExample: .CSV (comma separated value) files Fixed-Width Text File - number of characters or spaces in each column is the same Importing Data from a Text File Text files contain only printable letters, numbers, and symbols, with no formatting Text files are commonly used to exchange data between dissimilar programs

  9. Importing Data from a Text File ../2 1. Open a workbook and make active the cell into which the import should begin 2. Click 3. Locate and double-click the text file 4. The Text Import Wizard appears

  10. Importing Data from Text Files…/3 Change data typeasneeded Change value as needed to remove heading rows Click

  11. Importing Data from Text Files…/4 Set the delimiter Select the Text qualifier Click If the file is fixed width, the Step 2 dialog box allows you to set the column breaks

  12. Importing Data from Text Files…/5 Review and set the data format for each column Click

  13. Importing Data from Text Files…/6 Indicate where to place the data Click OK The data is imported into the Excel worksheet

  14. Exporting Data from Excel Export data by copying to the clipboard and pasting into a destination application such as Microsoft Access, Word, and PowerPoint OR Export data by saving the worksheet as a separate file in another format that is readable by a particular application

  15. Exporting Data to Access Copy and paste to an Access table datasheet, query, or form • Select and copy Excel data • If appending to a table, open the Access table in Datasheet view • In Access click Paste (for a New Table)or Paste Append(to add to the end of an existing table) • Records are added to the Access table Column structures must match

  16. Exporting to Word Copy and paste to an Word document • Select and copy Excel columns to the clipboard • In an open word document click Paste(a simple Paste for datathat won’t change)or Paste Special(to embed a table of data as a dynamic objector to link a table as a dynamic object) • Data is added to the document

  17. Ways to Paste

  18. Paste Special Dialog Box Select to paste the dataas an embedded object Select to pasteas an object Select to paste the data as a linked object

  19. Editing a Pasted Object Copied cells are stored as an object in the Word document Embedded object Double-click the embedded object to open and edit it in Excel. Copied cells are stored as a link in the Word document, but as an object in the Excel workbook Linked object Make changes in Excel; the changes show automatically in an open Word document. When opening the Word document, Word prompts to see if linked objects should be updated.

  20. Breaking a Link to an Object Right-click the linked object Click

  21. Breaking a Link to an Object../2 Click the linked object entry Click

  22. Embedding Excel Data in PowerPoint Copy and paste into a PowerPoint slide • Select and copy Excel columns to the clipboard • In an open PowerPoint slideclick Paste(a simple Paste for data that won’t change)or Paste Special(to embed a table of data as an objector to link a table as an object) • Data is added to the slide --The same procedure as for Word--

  23. Exporting Data as a Text File Office button, Save As Click down arrow to see choices, then select desired type Enter a name Click Save Reply to prompts regarding compatibility cautions

  24. Supported Text File Formats

  25. Preparing a Workbook for Distribution To remove personal, sensitive, confidential, or hidden information before distribution

  26. Document Inspector Document Inspector dialog box Checkmarkitems to beinspected Click Inspect

  27. Document Inspector ../2 Document Inspector results Review items andoptionallyreinspect Can Reinspect or Close

  28. Mark a Workbook as Final Once Marked Final, the document becomes read-only. To edit a document marked as final, click again Office, Prepare, Mark as Final

  29. Using the Compatibility Checker

  30. Using a Digital Signature Applying a digital signature locks the document so it can’t be edited or changed until the signature is removed Obtain a digital signature from a commercial certification authority or create your own* * Only possible if enabled on your computer or network; saved as part of the user Login settings

  31. Creating/Applying a Digital Signature Click Fill in, and Click Create Click OK Type reason and Click Sign Only necessary to create a signature once per user

  32. Removing a Digital Signature Click down arrow Click to Remove

  33. Restricting Permissions Windows Rights Management Services * Microsoft Windows Rights Management Services (RMS) for Windows Server 2003 is information protection technology that works with RMS-enabled applications to help safeguard digital information from unauthorized use Allows workbook creator to set up permissions to access the current workbook Permissions involve levels as to read, edit, print, or copy all or part of the workbook * Must be installed on all workgroup computers

  34. Features Summary How do you import data into Excel? Make active the cell into which the import should begin Then click and click thedesired type of data

  35. Features Summary How do you export Excel data to an Access table? 1. Open a workbook and make active the cell into which the import should begin 3. Locate and double-click the Access file 2. Click 4. If more than one table, double-click the desired table 5. Respond to prompts in theImport Data dialog box appears

  36. Features Summary How do you export Excel data to a text file? Save the workbook As a text file

  37. Features Summary How do you embed Excel data into a Word document? • Select and copy Excel data to the clipboard • In an open word document click Paste Special(to embed a table of data as a dynamic object)

  38. Features Summary How do you link Excel data into a Word document? • Select and copy Excel columns to the clipboard • In an open word document click Paste Special(to link a table of data as a dynamic object)

  39. Features Summary How can you inspect a document for personal data, hidden data, or metadata? Click the Office button, Prepare, Inspect Document

  40. Features Summary How do you sign a workbook? Click Office, Prepare, Add a digital signature

  41. Features Summary Can you edit a document after inserting a digital signature into the document? No, the document is locked until the digital signature is removed

  42. Features Summary How do you mark a document as Final? Click Office, Prepare, Mark as Final

  43. Features Summary Can you edit a document that has been marked as final? No, not until it has been resetby clicking Office, Prepare,Mark as Final

  44. Next … Workplace Ready ASSESSINGEFFICIENCY

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