excel 2007 unit m

Microsoft Excel 2007 -Microsoft Excel 2007 -Illustrated Illustrated

Exchanging Data with Exchanging Data with Other ProgramsOther Programs

2Microsoft Office Excel 2007 - Illustrated

• Plan a data exchangePlan a data exchange

• Import a text fileImport a text file

• Import a database tableImport a database table

• Insert a graphic file in a worksheetInsert a graphic file in a worksheet

ObjectivesObjectives

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• Embed a workbook in a Word Embed a workbook in a Word documentdocument

• Link a workbook to a Word documentLink a workbook to a Word document

• Link an Excel chart to a PowerPoint Link an Excel chart to a PowerPoint slideslide

• Import a table into an AccessImport a table into an Access

ObjectivesObjectives

4Microsoft Office Excel 2007 - Illustrated

Planning a Data ExchangePlanning a Data Exchange

• Guidelines to plan a data exchange Guidelines to plan a data exchange between Excel and other Office between Excel and other Office programsprograms• Identify the data you want to exchangeIdentify the data you want to exchange

• Its file type and program used to create it, Its file type and program used to create it, known as the known as the source programsource program

• Determine the program with which you Determine the program with which you want to exchange datawant to exchange data

• The program that receives the data is The program that receives the data is known as the known as the destination programdestination program

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Planning a Data Exchange Planning a Data Exchange (cont.)(cont.)

• Guidelines to plan a data exchange Guidelines to plan a data exchange between Excel and other Office between Excel and other Office programs (cont.)programs (cont.)• Determine the goal of your data exchangeDetermine the goal of your data exchange

• Use Use object linking and embeddingobject linking and embedding, or , or OLEOLE• The data to be exchanged in known as an The data to be exchanged in known as an

objectobject• Use Use embeddingembedding to insert a copy of the to insert a copy of the

original object in the destination fileoriginal object in the destination file• Use Use linkinglinking when you want information you when you want information you

inserted updated automatically when the data inserted updated automatically when the data in the source file changesin the source file changes

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Planning a Data Exchange Planning a Data Exchange (cont.)(cont.)

• Guidelines to plan a data exchange Guidelines to plan a data exchange between Excel and other Office between Excel and other Office programs (cont.)programs (cont.)• Set up the data exchangeSet up the data exchange• Execute the data exchangeExecute the data exchange

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Embedded object

Double-click embedded object to edit it using source program tools

Destination document

Changes to the embedded copy will not affect original object

Embedded object

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Linked object

Changes to the original object appear in destination document and changes to linked image appear in source document

Destination document

Linked object

9Microsoft Office Excel 2007 - Illustrated

Importing a Text FileImporting a Text File

• Import data into Excel as long as Excel Import data into Excel as long as Excel can read the datacan read the data• Use the Save As command to save the data in Use the Save As command to save the data in

Excel formatExcel format• Text files use a tab or space as the Text files use a tab or space as the delimiterdelimiter, ,

or column separator, to separate columns of or column separator, to separate columns of datadata

• When you import a text file into Excel, the Text When you import a text file into Excel, the Text Import Wizard automatically opens and Import Wizard automatically opens and describes how text is separated in the describes how text is separated in the imported fileimported file

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Importing a Text File (contImporting a Text File (cont.).)

Original data type is

delimited

Three column

headings

Contents preview

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Importing a Text File (cont.)Importing a Text File (cont.)

• Other ways to import filesOther ways to import files1.1. Open the Text Import Wizard is by Open the Text Import Wizard is by

clicking the Data tab, clicking the Get clicking the Data tab, clicking the Get External Data button, clicking From External Data button, clicking From Text, selecting the data source, then Text, selecting the data source, then clicking Import. clicking Import.

2.2. On the Desktop, drag a text file into a On the Desktop, drag a text file into a blank worksheetblank worksheet

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Importing a Database TableImporting a Database Table

Imported Access table

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Inserting a Graphic File Inserting a Graphic File in a Worksheetin a Worksheet

• Click Picture on the Insert tab to Click Picture on the Insert tab to insert a graphic into a worksheetinsert a graphic into a worksheet• Use the tools in the Adjust group to Use the tools in the Adjust group to

format the pictureformat the picture

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Inserting a Graphic File Inserting a Graphic File in a Worksheet (cont.)in a Worksheet (cont.)

Inserted graphic

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Embedding a Workbook in a Embedding a Workbook in a Word documentWord document

• Embedding objects allows you to edit Embedding objects allows you to edit an Excel workbook from within a an Excel workbook from within a different program using Excel different program using Excel commands and toolscommands and tools• All necessary information for the All necessary information for the

embedded object is in the object itselfembedded object is in the object itself• Double-click the embedded object to Double-click the embedded object to

edit it in Exceledit it in Excel• Display the embedded data itself or an Display the embedded data itself or an

icon representing the dataicon representing the data

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Embedding a Worksheet (cont.)Embedding a Worksheet (cont.)

Icon representing

the embedded worksheet

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Linking a Workbook to a Word Linking a Workbook to a Word documentdocument

• LinkingLinking a worksheet into another a worksheet into another program retains a connection with program retains a connection with the original document as well as the the original document as well as the original programoriginal program• When you double-click a linked object, When you double-click a linked object,

the object’s source document opensthe object’s source document opens• Changes you make to the original Changes you make to the original

worksheet are reflected in the linked worksheet are reflected in the linked objectobject

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Linking a Workbook to a Word Linking a Workbook to a Word document (cont.)document (cont.)

Linked worksheet

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Linking a Workbook to a Word Linking a Workbook to a Word document (cont.)document (cont.)

• Managing linksManaging links• When you make changes to a source When you make changes to a source

file, the link is updated automatically file, the link is updated automatically each time you open the destination each time you open the destination documentdocument

• Manage links using the Links dialog boxManage links using the Links dialog box

20Microsoft Office Excel 2007 - Illustrated

Linking an Excel Chart Linking an Excel Chart to a PowerPoint Slideto a PowerPoint Slide

• Microsoft PowerPoint is a Microsoft PowerPoint is a presentation graphic program that presentation graphic program that you use to create slide show you use to create slide show presentationspresentations• Adding an Excel chart to a slide can Adding an Excel chart to a slide can

help illustrate datahelp illustrate data

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Linking an Excel Chart Linking an Excel Chart to a PowerPoint Slide (cont.)to a PowerPoint Slide (cont.)

Linked Excel chart

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Importing a Table into AccessImporting a Table into Access

• Column labels in Excel become field Column labels in Excel become field names in Accessnames in Access• Once converted to Access format, the Once converted to Access format, the

data is an Access data is an Access tabletable• In the process of importing an Excel list, In the process of importing an Excel list,

Access will specify a primary key for the Access will specify a primary key for the new tablenew table

• A A primary keyprimary key is the field that contains is the field that contains unique information for each record (row) of unique information for each record (row) of informationinformation

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Importing a Table into Access Importing a Table into Access (cont.)(cont.)

Excel data to be imported

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Importing a Table into Access Importing a Table into Access (cont.)(cont.)

Primary key

Access table

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SummarySummary

• Import text files into Excel Import text files into Excel worksheetsworksheets

• Import database tables into Excel Import database tables into Excel worksheetsworksheets

• Insert graphic files into Excel Insert graphic files into Excel worksheetsworksheets

• Embed and link workbook dataEmbed and link workbook data

• Import an Excel table into AccessImport an Excel table into Access