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Integrating Programs Word, Excel, Access, and PowerPoint

Integrating Programs Word, Excel, Access, and PowerPoint. 1.1 Export Access Data to Excel 1.2 Export an Access Table to Word 1.3 Import Excel Data into an Access Table CHECKPOINT 1 1.4 Export a PowerPoint Presentation to Word 1.5 Export a Word Outline to a PowerPoint Presentation

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Integrating Programs Word, Excel, Access, and PowerPoint

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  1. Integrating Programs • Word, Excel, Access, and PowerPoint 1.1 Export Access Data to Excel 1.2 Export an Access Table to Word 1.3 Import Excel Data into an Access Table CHECKPOINT 1 1.4 Export a PowerPoint Presentation to Word 1.5 Export a Word Outline to a PowerPoint Presentation 1.6 Link an Excel Chart with a Word Document and a PowerPoint Presentation 1.7 Edit a Linked Object 1.8 Embed a Word Table in a PowerPoint Slide 1.8 Edit an Embedded Object CHECKPOINT 2 1.9 Link Excel Data to an Access Table 1.10 Embed an Excel Worksheet into a Word Document 1.11 Edit an Embedded Worksheet CHECKPOINT 3

  2. Export Access Data to Excel To export an Access table, form, or query to Excel: • Open the database. • Click the desired object in the Navigation pane. • Click the EXTERNAL DATA tab. • Click the Excel button in the Export group. steps continued on next slide… Excel button

  3. Export Access Data to Excel…continued • At the Export - Excel Spreadsheet dialog box, click the Browse button. • At the File Save dialog box, navigate to the desired folder and then click the Save button. • Click the desired options at the Export - Excel Spreadsheet dialog box. • Click OK. Export - Excel Spreadsheet dialog box

  4. Export an Access Table to Word To export an Access table to Word: • Open the database. • Click the table in the Navigation pane. • Click the EXTERNAL DATA tab. • Click the More button in the Export group. • Click the Word option at the drop-down list. steps continued on next slide… Word option

  5. Export an Access Table to Word…continued • At the Export - RTF File dialog box, click the Browse button. • At the File Save dialog box, navigate to the desired folder and then click the Save button. • Click the desired options at the Export - RTF File dialog box. • Click OK. Export - RTF File dialog box

  6. Export an Access Table to Word…continued To change the orientation to landscape: • Click the PAGE LAYOUT tab. • Click the Orientation button in the Page Setup group. • Click Landscape at the drop-down list. Orientation button

  7. Export an Access Table to Word…continued To AutoFit the contents of the table: • Click the TABLE TOOLS LAYOUT tab. • Click the AutoFit button in the Cell Size group. • Click AutoFit Window at the drop-down list. AutoFit button

  8. Export an Access Table to Word…continued

  9. Import Excel Data into an Access Table To import data to a new table: • Open the database. • Click the EXTERNAL DATA tab. • Click the Excel button in the Import & Link group. • At the Get External Data - Excel Spreadsheet dialog box, click the Browse button. steps continued on next slide… Get External Data - Excel Spreadsheet dialog box

  10. Import Excel Data into an Access Table…continued • At the File Open dialog box, navigate to the desired folder and then double-click the desired file. • At the Get External Data - Excel Spreadsheet dialog box, click OK. • At the first Import Spreadsheet Wizard dialog box, insert a check mark in the First Row Contains Column Headings option and then click the Next button. steps continued on next slide… First Row Contains Column Headings option

  11. Import Excel Data into an Access Table…continued • At the second dialog box, click the Next button. • At the third dialog box, click the Choose my own primary key option and then click the Next button. • At the fourth dialog box, type in the Import to Table text box and then click the Finish button. • At the Get External Data - Excel Spreadsheet dialog box, click the Close button. Choose my own primary key option Import to Table text box

  12. Import Excel Data into an Access Table…continued • You can import data from another program into an Access table or you can link the data. • Choose the method depending on how you are going to use the data. • Consider linking an Excel file instead of importing if you want to keep data in an Excel worksheet but use Access to perform queries and create reports.

  13. CHECKPOINT 1 • This table feature contains three options for adjusting table contents. • AutoAdjust • AutoFit • AutoContents • AutoTable • When you export an Access table to Word, this is the default file extension. • .docx • .accdb • .rtf • .txt Answer Answer Next Question Next Question • In Word, the Orientation button is located on this tab. • HOME • PAGE LAYOUT • INSERT • VIEW • In Access, you can update linked data in this many directions. • one • two • three • four Answer Answer Next Slide Next Question

  14. Export a PowerPoint Presentation to Word To Export a PowerPoint Presentation to Word: • Open the PowerPoint presentation. • Click the FILE tab. • Click the Export option. • Click the Create Handouts option. • Click the Create Handouts button. steps continued on next slide… Create Handouts button

  15. Export a PowerPoint Presentation to Word…continued • Choose the desired options at the Send to Microsoft Word dialog box. • Click OK. Send to Microsoft Word dialog box

  16. Export a Word Outline to a PowerPoint Presentation To insert the Send to Microsoft PowerPoint button on the Quick Access Toolbar: • Click the Customize Quick Access Toolbar button. • Click More Commands to open the Word Options dialog box. • Click the down-pointing arrow at the right side of the Choose commands fromlist box. • Click All Commands. • Scroll down and double-click Send to Microsoft PowerPoint. • Click OK. Customize Quick Access Toolbar button Word Options dialog box

  17. Export a Word Outline to a PowerPoint Presentation…cont. To send a Word outline to a PowerPoint presentation: • Open the Word document. • Click the Send to Microsoft PowerPoint button on the Quick Access toolbar. Send to Microsoft PowerPoint button

  18. Export a Word Outline to a PowerPoint Presentation…cont. To change a PowerPoint slide layout: • Make the desired slide active. • Click the Layout button in the Slides group on the HOME tab. • Click the desired option at the drop-down list. Layout button

  19. Export a Word Outline to a PowerPoint Presentation…cont. To apply a design theme to the PowerPoint presentation: • Click the DESIGN tab. • Click the More button at the right side of the Themes thumbnails. • Click the desired theme from the drop-down gallery of choices. themes

  20. Export a Word Outline to a PowerPoint Presentation…cont. To remove the Send to Microsoft PowerPoint button from the Quick Access toolbar: • Right-click the Send to Microsoft PowerPoint button on the Quick Access toolbar. • Click the Remove from Quick Access Toolbar option at the shortcut menu. Remove from Quick Access Toolbar option

  21. Link an Excel Chart with a Word Document and a PowerPoint Presentation • You can copy and link an object such as a table or chart to documents in other programs. • When an object is linked, the object exists in the source program but not as a separate object in the destination program. • Because the object is located only in the source program, changes made to the object in the source program are reflected in the destination program.

  22. Link an Excel Chart with a Word Document and a PowerPoint Presentation…continued To link an Excel chart with a Word document and a PowerPoint presentation: • Open Excel, Word, and PowerPoint and the desired files in each program. • Make Excel the active program. • Click the chart to select it. • Click the Copy button in the Clipboard group on the HOME tab. steps continued on next slide… selected Excel chart

  23. Link an Excel Chart with a Word Document and a PowerPoint Presentation…continued • Click the Word button on the Taskbar. • Position the insertion point. • Click the Paste button arrow. • Click Paste Special at the drop-down list. • At the Paste Special dialog box, click the Paste link option, click the Microsoft Excel Chart Object option in the As list box, and then click OK. steps continued on next slide… Paste Special dialog box

  24. Link an Excel Chart with a Word Document and a PowerPoint Presentation…continued • Click the PowerPoint button on the Taskbar. • Make the desired slide active. • Click the Paste button arrow. • Click Paste Special. • At the Paste Special dialog box, click the Paste link option, make sure Microsoft Excel Chart Object is selected in the As list box, and then click OK. Paste link option

  25. Edit a Linked Object To edit a linked object: • Make the source program the active program. • Edit the source file as desired. • Save the source file. • Make the destination program the active program and open the destination file. • Notice that the linked object is automatically updated. Excel source file Word destination file

  26. Embed a Word Table in a PowerPoint Slide To embed a Word table in a PowerPoint presentation: • Open Word and open the file containing the table to embed. • Click in a cell in the table. • Click the TABLE TOOLS LAYOUT tab. • Click the Select button in the Table group and then click Select Table at the drop-down list. • Click the Copy button. steps continued on next slide… Select button

  27. Embed a Word Table in a PowerPoint Slide…continued • Open PowerPoint and open the file into which the object will be embedded. • Click the Paste button arrow and then click Paste Special. • At the Paste Special dialog box, click the object in the Aslist box. • Click OK. As list box

  28. Edit an Embedded Object To edit an embedded object: • Open the file containing the embedded object. • Double-click the object. • Make the desired edits. • Click outside the object. embedded Word table

  29. CHECKPOINT 2 • You can also link an object in Word using options at this dialog box. • Links • Object • Connect • Alternate • In PowerPoint, click this tab to access the Export option. • INSERT • HOME • FILE • VIEW Answer Answer Next Question Next Question • To edit an embedded object, do this to the embedded object. • double-click • single-click • right-click • drag • When copying or linking, the original program is called this. • destination • source • master • template Answer Answer Next Slide Next Question

  30. Link Excel Data to an Access Table To link data to a new table: • Open the database. • Click the EXTERNAL DATA tab. • Click the Excel button in the Import & Link group. • At the Get External Data - Excel Spreadsheet dialog box, click the Browse button. steps continued on next slide… Browse button

  31. Link Excel Data to an Access Table…continued • At the File Open dialog box, navigate to the desired folder and then double-click the desired file. • Click the Link to the data source by creating a linked table. option at the Get External Data - Excel Spreadsheet dialog box. • Click OK. steps continued on next slide… Link to the data source by creating a linked table. option

  32. Link Excel Data to an Access Table…continued • At the first Link Spreadsheet Wizard dialog box, make sure the First Row Contains Column Headings option contains a check mark and then click the Next button. • At the second dialog box, type in the Linked Table Name text box and then click the Finish button. • Click OK. Linked Table Name text box

  33. Link Excel Data to an Access Table…continued • To delete the link to a table, open the database and then click the table in the Navigation pane. • Click the HOME tab and then click the Delete button in the Records group. • At the question asking if you want to remove the link to the table, click Yes. • Access deletes the link and removes the table’s name from the Navigation pane.

  34. Embed an Excel Worksheet into a Word Document • You can copy an object between documents in a program, link an object, or embed an object. • A linked object resides in the source program but not as a separate object in the destination program. • An embedded object resides in the document in the source program as well as the destination program. • If a change is made to an embedded object at the source program, the change is not made to the object in the destination program.

  35. Embed an Excel Worksheet into a Word Document…continued To embed an Excel worksheet into a Word document: • Open Word and Excel and the desired documents. • Make Excel the active program and select the desired chart to link. • Click the Copy button in the Clipboard group on the HOME tab. • Click the Word button on the Taskbar. steps continued on next slide… Copy button

  36. Embed an Excel Worksheet into a Word Document…continued • Click the Paste button arrow and click Paste Special. • Click the Microsoft Excel Worksheet Object in the As list box. • Click OK. Paste Special dialog box

  37. Embed an Excel Worksheet into a Word Document…continued To embed an object from an existing file: • In the source program document, position the insertion point where you want the object embedded. • Click the Object button in the Text group. • At the Object dialog box with the Create from File tab selected, type the desired file name in the File name text box or click the Browse button and then select the desired file from the appropriate folder. Object dialog box

  38. Edit an Embedded Worksheet To edit an embedded object: • In the source program, double-click the embedded object. • Make the desired edits. • Click outside the object. embedded object

  39. Edit an Embedded Worksheet…continued • If you double-click a linked or embedded object and a message appears telling you that the source file or source program cannot be opened, consider the following troubleshooting options: • Make sure the source program is installed on your computer. If the source program is not installed, convert the object to the file format of a program that is installed. • Try closing other programs to free memory and make sure you have enough memory to run the source program. • Make sure the source program does not have any dialog boxes open. • If it is a linked object, make sure someone else is not working in the source file.

  40. CHECKPOINT 3 • Access uses these to represent linked tables and tables that are stored in the current database. • tabs • groups • icons • combination • This object resides in the source program but not as a separate object in the destination program. • embedded • linked • moved • duplicated Answer Answer Next Question Next Question • In Access, the Delete button to delete a table is located on this tab. • FILE • HOME • INSERT • PAGE LAYOUT • This object resides in the document in the source program as well as the destination program. • embedded • linked • moved • duplicated Answer Answer Next Question Next Slide

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