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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

Chapter 8

Microsoft Excel 2007 – Level 2

IMPORTING, EXPORTING, AND DISTRIBUTING DATA

performance objectives
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
importing data into excel
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

importing data from an access database
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

importing data from an access database 2
Importing Data from an Access Database …/2

Select how the data should be stored and where to place it

Then click OK

importing data from a web site
Importing Data from a Web Site

Click

Navigate to desired web site

Clickto select table(s)changes to green checkmark

Then click Import

importing data from a web site 2
Importing Data from a Web Site.../2

Choose where to place the data

Click OK

importing data from a text file
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

importing data from a text file 2
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

importing data from text files 3
Importing Data from Text Files…/3

Change data typeasneeded

Change value as needed to remove heading rows

Click

importing data from text files 4
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

importing data from text files 5
Importing Data from Text Files…/5

Review and set the data format

for each column

Click

importing data from text files 6
Importing Data from Text Files…/6

Indicate where to place the data

Click OK

The data is imported into the Excel worksheet

exporting data from excel
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

exporting data to access
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

exporting to word
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
paste special dialog box
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

editing a pasted object
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.

breaking a link to an object
Breaking a Link to an Object

Right-click the linked object

Click

breaking a link to an object 2
Breaking a Link to an Object../2

Click the linked object entry

Click

embedding excel data in powerpoint
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--

exporting data as a text file
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

preparing a workbook for distribution
Preparing a Workbook for Distribution

To remove personal, sensitive, confidential, or hidden information before distribution

document inspector
Document Inspector

Document Inspector dialog box

Checkmarkitems to beinspected

Click Inspect

document inspector 2
Document Inspector ../2

Document Inspector results

Review items andoptionallyreinspect

Can Reinspect or Close

mark a workbook as final
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

using a digital signature
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

creating applying a digital signature
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

removing a digital signature
Removing a Digital Signature

Click down arrow

Click to Remove

restricting permissions
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

features summary
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

features summary1
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

features summary2
Features Summary

How do you export Excel data to a text file?

Save the workbook As a text file

features summary3
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)
features summary4
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)
features summary5
Features Summary

How can you inspect a document for personal data, hidden data, or metadata?

Click the Office button, Prepare,

Inspect Document

features summary6
Features Summary

How do you sign a workbook?

Click Office, Prepare, Add a digital signature

features summary7
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

features summary8
Features Summary

How do you mark a document as Final?

Click Office, Prepare, Mark as Final

features summary9
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

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