Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition Integrating Word and Excel.

Microsoft Office 2007-Illustrated Microsoft Office 2007-Illustrated Introductory, Windows Vista EditionIntroductory, Windows Vista Edition

Integrating Word and ExcelIntegrating Word and Excel

Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition

ObjectivesObjectives

• Integrate data between Word and Integrate data between Word and ExcelExcel

• Copy data from Excel to WordCopy data from Excel to Word

• Copy a chart from Excel to WordCopy a chart from Excel to Word

• Create linked objectsCreate linked objects

• Embed a Word file in ExcelEmbed a Word file in Excel

Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition

Unit IntroductionUnit Introduction

• Data integration Data integration • Combines data from multiple programsCombines data from multiple programs

• Example of data integration Example of data integration • Create a chart in Excel Create a chart in Excel • Use the Excel chart in a Word report Use the Excel chart in a Word report • Modify chart data from source Excel fileModify chart data from source Excel file

• Data integration saves time and effort Data integration saves time and effort • Information is reused multiple timesInformation is reused multiple times

Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition

Integrating Data Between Integrating Data Between Word and ExcelWord and Excel

• Two types of files used in integration:Two types of files used in integration:• Source: file where information originatesSource: file where information originates• Destination: file that receives informationDestination: file that receives information

• Object Linking and Embedding (OLE)Object Linking and Embedding (OLE)• Microsoft technology for integrating dataMicrosoft technology for integrating data

• Linking an objectLinking an object• Image of object copied to destination fileImage of object copied to destination file• You can edit object data from source file You can edit object data from source file

Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition

Integrating Data Between Integrating Data Between Word and ExcelWord and Excel

• Embedding an object:Embedding an object:• Copy of object is placed in destination fileCopy of object is placed in destination file• Edit object with source program toolsEdit object with source program tools

• Ways to integrate Word and Excel:Ways to integrate Word and Excel:• Copy and paste data from the ClipboardCopy and paste data from the Clipboard• Link data between two files Link data between two files • Copy Excel chart and paste into WordCopy Excel chart and paste into Word• Embed a Word file into Excel worksheetEmbed a Word file into Excel worksheet

Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition

Integrating Data Between Integrating Data Between Word and ExcelWord and Excel

Table objectcopied fromExcel

Photograph copiedfrom Excel

Chart linked toExcel source chart

75% is a linked value

Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition

Copying Data from Excel to Copying Data from Excel to WordWord

• Uses of Copy and Paste commands Uses of Copy and Paste commands • Copy and paste items within a document Copy and paste items within a document • Copy and paste items between programsCopy and paste items between programs

• Items transferred with Copy and Paste Items transferred with Copy and Paste • Line of text, value, picture, chartLine of text, value, picture, chart

• Properties of a copied objectProperties of a copied object• Retains formatting of original object Retains formatting of original object • Independent of source (except charts)Independent of source (except charts)

Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition

Copying Data from Excel to Copying Data from Excel to WordWord

• Two items collected on the ClipboardTwo items collected on the Clipboard

Copied itemson Clipboard

Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition

Copying Data from Excel to Copying Data from Excel to WordWord

• Picture positioned in the Word reportPicture positioned in the Word report

Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition

Copying a Chart from Excel Copying a Chart from Excel to Wordto Word

• Use the Copy and Paste commandsUse the Copy and Paste commands

• Excel is the source fileExcel is the source file

• Word is the destination file Word is the destination file

• Pasted chart is automatically linked Pasted chart is automatically linked

• Effect of revising chart in source fileEffect of revising chart in source file• Linked data changes in destination fileLinked data changes in destination file• Note: chart style does not update Note: chart style does not update

Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition

Copying a Chart from Excel Copying a Chart from Excel to Wordto Word

• Linked chart updated in WordLinked chart updated in Word

Columnsupdated

Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition

Copying a Chart from Excel Copying a Chart from Excel to Wordto Word

• Chart style not applied to linked object Chart style not applied to linked object

New chart style inExcel

Red chartstyle doesnot appearin linkedversion inWord

Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition

Creating Linked ObjectsCreating Linked Objects

• Copy and Paste Special commandsCopy and Paste Special commands• Perform advanced copy and paste tasks Perform advanced copy and paste tasks • Can link copied object to a source fileCan link copied object to a source file• Needed to link all items except chartNeeded to link all items except chart

• Features of Paste Special commandFeatures of Paste Special command• PastePaste• Paste LinkPaste Link• Formatting optionsFormatting options

Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition

Creating Linked ObjectsCreating Linked Objects

• Paste Special dialog boxPaste Special dialog box

Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition

Embedding a Word File in Embedding a Word File in ExcelExcel

• Embedding an object Embedding an object • Inserts an entire file in a destination fileInserts an entire file in a destination file• You can embed an existing or new fileYou can embed an existing or new file

• Editing an embedded objectEditing an embedded object• Double-click the embedded object Double-click the embedded object • Edit tools from source program displayEdit tools from source program display

• Accessing embedding tool in ExcelAccessing embedding tool in Excel• Click Insert tab, then click Object button Click Insert tab, then click Object button

Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition

Embedding a Word File in Embedding a Word File in ExcelExcel

• Embedded object updated in ExcelEmbedded object updated in Excel

Title bar showsthat Excel is the destinationprogram

Word tabs and ribbon areactivated

Paragraphmarginsmodified

Number oftours updatedfrom 10 to 15

Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition

SummarySummary

• Integration: programs working togetherIntegration: programs working together• Integration file types: source file and Integration file types: source file and

destination filedestination file• Integration tools: Copy, Paste, Paste Integration tools: Copy, Paste, Paste

Special, and Insert ObjectSpecial, and Insert Object• You can modify linked data from sourceYou can modify linked data from source• Modify embedded object in destination Modify embedded object in destination

file using tools from source program file using tools from source program