Cmptr ch22

Chapter 22
Integrating Word, Excel, Access,
and PowerPoint

Learning Objectives
• LO22.1: Understand object linking and embedding (OLE)
• LO22.2: Import and export data
• LO22.3: Use the Object command to insert text from a file
• LO22.4: Copy and paste among Office programs
• LO22.5: Create PowerPoint slides from a
Word outline
• LO22.6: Create form letters with mail merge

CMPTR Chapter 22: Integrating Word, Excel, Access, and PowerPoint 2

LO22.1: Object Linking and
Embedding
• Topics Covered:
– Creating an Embedded Excel Chart in Word or PowerPoint
– Embedding a Chart Created in an Excel Worksheet in Word
or PowerPoint
– Editing an Embedded Excel Chart in Word or PowerPoint
– Linking an Excel Chart to a Word Document or
PowerPoint Presentation
– Linking Excel Worksheet Data to Word or PowerPoint
– Updating Linked Objects When the Destination File Is Open
– Updating Linked Objects When the Destination File Is
Closed


Embedding
• Office 2010 supports object linking and embedding (OLE), a
way of transferring and sharing objects between programs.
• The program used to create the object you want to integrate
into another program is the source program.
– The file that initially contains the object is the source file.
• The program used to create the file where you want to insert
an object created in a different file is the destination
program.
– The file where you want to insert the object is the
destination file.


Embedding
• When you embed an object, a copy of the object along with a
link to the source program become part of the destination
file.
• When you link an object,
a direct connection is
created between the
source and destination
files.


Embedding


Creating an Embedded Excel Chart
in Word or PowerPoint
• If you want to embed a chart in a Word document or
PowerPoint slide, and the chart or the data to create it does
not already exist in a separate Excel file, you can create the
chart from within the Word or PowerPoint file.


Creating an Embedded Excel Chart


Embedding a Chart Created in an Excel
Worksheet in Word or PowerPoint
• If a chart already exists in an Excel worksheet, you can copy it
from there and then embed it in the document or slide.
• You can then use Excel commands to modify the chart from
within the document or slide.
• Your changes, however, will not appear in the original file.


Editing an Embedded Excel Chart
• 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.
• To edit the embedded object, click it to display tabs and
commands on from the embedded object’s source program
on the Ribbon.


Editing an Embedded Excel Chart


Linking an Excel Chart to a Word
Document or PowerPoint Presentation
• If a chart exists in an Excel worksheet and you think you might
update it in the future, you can link it to a Word document or
PowerPoint slide instead of embedding it.


Linking Excel Worksheet Data to
Word or PowerPoint
• To create a stable link in a Word document or to create a link
in a PowerPoint slide, you need to use the Paste Special
command.
• Then, just like with a linked chart, you can edit the source file,
and the edits will appear in the destination file.


Linking Excel Worksheet Data to
Word or PowerPoint


Updating Linked Objects When the
Destination File Is Open
• When an object is linked from a source file to a destination
file, you can edit the information in the source file, and the
changes will appear in the destination file.


Updating Linked Objects When the
Destination File Is Closed
• When you link objects to a file, they are set to update
automatically or manually.


LO22.2: Importing and Exporting
Data
• Topics Covered:
– Importing an Excel List into an Access Table
– Exporting Access Data to a Word File


Importing an Excel List into an
Access Table
• You can only import data that is in the form of a list—a series
of paragraphs or worksheet rows that contain related data,
such as product names and prices or client names and phone
numbers.
• Each row of data becomes a
record in the database, so there
should not be any rows above
the column heads and there
should not be any blank rows.


Importing an Excel List into an
Access Table


Exporting Access Data to a Word
File
• If you want to export to a text file, you can choose the Text file
type, which creates a document with unformatted text, or
Rich Text Format (RTF), a text format that preserves the
layout of data.


LO22.3: Using the Object Command
in Word, Excel, and PowerPoint
• The Object button in the Text group on the Insert tab in Word,
Excel, and PowerPoint allows you to insert the contents of one
file into another file.
• In Wordyou can also use the Text from File command on the
Object button menu to insert only the text of another text file
into the destination document.


LO22.4: Copying and Pasting
Among Office Programs
• You can use Copy and Paste commands to copy data from a
datasheet, and then paste it to a PowerPoint slide as a table.


LO22.5: Creating PowerPoint Slides
from a Word Outline
• You can use an outline in a Word document to create
PowerPoint slides.


LO22.6: Creating Form Letters with
Mail Merge
• Topics Covered:
– Selecting a Main Document and Data Source
– Inserting the Merge Fields
– Previewing the Mail Merge and Checking for Errors
– Finishing the Mail Merge


LO22.6: Creating Form Letters with
Mail Merge
• A form letter is a Word document that contains standard
paragraphs of text and a minimum of variable text.
• The main document contains the text and other information
that you want to keep the same in each form letter.
– It also includes merge fields.
– The variable information is contained in a data source.
• The process of combining the main document with the data
source is called a merge.
– A mail merge is when you merge a starting document with
a list of addresses from a data source.


Selecting a Main Document and
Data Source
• The main document of a mail merge can be a new or an
existing Word document.


Selecting a Main Document and
Data Source


Inserting the Merge Fields
• A merge field is a special instruction that tells Word where to
insert the variable information from the data source into the
main document.


Previewing the Mail Merge and
Checking for Errors
• You can choose to merge the data to a new Word document
or directly to a printer.
• It’s a good idea to proofread the final document before
printing all of the merged documents.


Previewing the Mail Merge and
Checking for Errors
• It is also a good idea to use the Auto Check for Errors
command to check the main document for errors.


Finishing the Mail Merge
• After you have inserted all of the merge fields, previewed the
merge, and checked the document for errors, you can finish
the merge and either print the form letters or save the
completed letters to a new document so that you can print
them later.


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