integrating word excel
TRANSCRIPT
-
8/14/2019 Integrating Word Excel
1/31
New Perspectives on Integrating MicrosoftOffice XP Tutorial
1
XP
Integrating Microsoft Office XP
Tutorial 1 Integrating Word and Excel
-
8/14/2019 Integrating Word Excel
2/31
New Perspectives on Integrating MicrosoftOffice XP Tutorial
2
XPLearn about object linking and
embedding (OLE)
You can easily share data that you create in differentOffice applications through object linking andembedding, or OLE. For example:
You want to insert a chart you create in Excel into a memoyou generate in Word
You want to merge a letter you create in Word with namesand addresses you have stored in an Access database
You want to transfer an outline you create in Word to aPowerPoint presentation
-
8/14/2019 Integrating Word Excel
3/31
New Perspectives on Integrating MicrosoftOffice XP Tutorial
3
XP
Insert Excel data in a Word document
You may have anExcel table or chartthat you want toinclude in a Worddocument. OLEmakes that an easything to do. You canlink or embed datafrom one Officeapplication into
another.
-
8/14/2019 Integrating Word Excel
4/31
New Perspectives on Integrating MicrosoftOffice XP Tutorial
4
XP
Embed or link objects
With OLE, you can share data in one of two ways:
Embed data created in one application (the source) in afile created in a different application (the destination).
A copy of the object becomes part of the destination file, andany changes you make to it does not affect the original file
Link data, so that any changes made to it in either thesource file or the destination file automatically take
effect in the other file.
-
8/14/2019 Integrating Word Excel
5/31
New Perspectives on Integrating MicrosoftOffice XP Tutorial
5
XP
Embed an Excel object
This figure shows the process of embedding an Excel chart in a Word document.Note that the chart can be edited from the Word document, but the changes madein the embedded object do not affect the original source document or object.
-
8/14/2019 Integrating Word Excel
6/31
New Perspectives on Integrating MicrosoftOffice XP Tutorial
6
XP
Link an Excel object
This figure illustrates the process of linking an object. When an objectis linked, it can be updated or modified from either location and thosechanges are reflected in both the destination and the source documents.
-
8/14/2019 Integrating Word Excel
7/31
New Perspectives on Integrating MicrosoftOffice XP Tutorial
7
XPLink and embed objects inthe same Word document
You can link and embed Excel objects in a Word document. Inthis figure, an Excel chart is being embedded in the document,and an Excel table is being linked into the document.
-
8/14/2019 Integrating Word Excel
8/31
New Perspectives on Integrating MicrosoftOffice XP Tutorial
8
XPCompare the embedding
and linking processes
This chart describes the process of embedding and linking. It indicates whenyou should use either option, and points out the pros and cons of each process.
-
8/14/2019 Integrating Word Excel
9/31
New Perspectives on Integrating MicrosoftOffice XP Tutorial
9
XPEmbed an Excel chartin a Word document
You can graphically illustrate data in a Word documentwith a chart created in Excel.
When you embed a chart in a Word document, the chart
becomes part of the Word file, which is the destinationdocument. You should only embed a chart if you don't expect the data
upon which it is based to change. That's because changes made to the data in the source
document, the Excel workbook, are not reflected in any
files in which the chart has been embedded.
-
8/14/2019 Integrating Word Excel
10/31
New Perspectives on Integrating MicrosoftOffice XP Tutorial
10
XP
How to embed an object
To embed an Excel chart in a Word document:
Open the Excel document containing the chart
Select the chart and copy it from the Excel worksheet to the
Clipboard
Click in the Word document where you want to insert thechart
Click the Paste Special command on the Word document'sEdit menu to open the Paste Special dialog box
Make sure the correct object type is selected, click the Pastebutton, if necessary, and then click OK
-
8/14/2019 Integrating Word Excel
11/31
New Perspectives on Integrating MicrosoftOffice XP Tutorial
11
XP
Copy the object to be embedded
To embed an Excel object, openExcel and open the workbookcontaining the chart to beembedded in the Word
document.
Select the chart object byclicking on it, and then clickthe Copy button, or click theEdit menu and then click Copy.
-
8/14/2019 Integrating Word Excel
12/31
New Perspectives on Integrating MicrosoftOffice XP Tutorial
12
XPPrepare the Word document to
receive the Clipboard object
Open the Word documentwhere the chart will beembedded. Position thecursor where you want the
chart to go, and click thereto set the insertion point.
-
8/14/2019 Integrating Word Excel
13/31
New Perspectives on Integrating MicrosoftOffice XP Tutorial
13
XP
The Paste Special dialog box
Click the Edit menu, and then click Paste Special to open the Paste Special dialog box.
Make certain that the Pasteoption button is selected to
embed an object.
Select the object toembed from the text box,and click the OK button.
-
8/14/2019 Integrating Word Excel
14/31
New Perspectives on Integrating MicrosoftOffice XP Tutorial
14
XP
The embedded chart
In this figure, the Excel charthas now been embedded inthe Word document.
-
8/14/2019 Integrating Word Excel
15/31
New Perspectives on Integrating MicrosoftOffice XP Tutorial
15
XP
Edit an embedded Excel chart in Word
When you embed an Excel chart in a Worddocument, the chart is stored in the destinationfile, and thus, becomes part of it.
You edit embedded data using the application inwhich it was created.
You Double-click the chart to open Excel and gain
access to the Excel menu bar and commands, butyou never leave the Word application.
-
8/14/2019 Integrating Word Excel
16/31
New Perspectives on Integrating MicrosoftOffice XP Tutorial 16
XP
Select the chart to edit it
The selected pie chartis in an Excel window,as evidenced by theworksheet tabs andnavigation buttons atthe bottom of thewindow and theChart menu on themenu bar.
The Word application isstill active, as evidenced bythe contents of the title bar.
-
8/14/2019 Integrating Word Excel
17/31
New Perspectives on Integrating MicrosoftOffice XP Tutorial 17
XP
Modify the chart
The previous slide showed that when the embedded chart was selected, the Excel Cartmenu appeared on the Word menu bar. You can click the Chart menu, and then click3-D View to open the Excel 3-D View dialog box.
In this dialog box, youcan make changes to thechart just as if you werein Excel editing theoriginal document.
-
8/14/2019 Integrating Word Excel
18/31
-
8/14/2019 Integrating Word Excel
19/31
New Perspectives on Integrating MicrosoftOffice XP Tutorial 19
XPLink an Excel worksheet
to a Word document
Linking an Excel worksheet to a Word document creates adirect connection between the source file and thedestination file.
The Excel worksheet, or object, is stored in the sourcedocument only.
Any changes made to the source file are automaticallyreflected in the destination file.
When you create a link, it's important to remember to storeboth the source and destination files in the same location.
-
8/14/2019 Integrating Word Excel
20/31
New Perspectives on Integrating MicrosoftOffice XP Tutorial 20
XP
How to link Excel data
To link worksheet data to a Word document:
Open the Excel document containing the data
Select and copy the worksheet data to the Clipboard
Click in the Word document where you want to insertthe data
Click the Edit menu and select Paste Special to openthe Paste Special dialog box
Click the Paste link option in the Paste Special dialogbox, select the object to link, and click the OK button
-
8/14/2019 Integrating Word Excel
21/31
-
8/14/2019 Integrating Word Excel
22/31
New Perspectives on Integrating MicrosoftOffice XP Tutorial 22
XPUse the Paste Options menu
to link an object
You can alsolink an item byclicking thePaste button,
and thenchoosing anoption from thePaste Optionsmenu shown inthis figure.
-
8/14/2019 Integrating Word Excel
23/31
-
8/14/2019 Integrating Word Excel
24/31
New Perspectives on Integrating MicrosoftOffice XP Tutorial 24
XP
Update a linked Excel worksheet
The advantage of linking is that when you updateor modify data in the source file, the data isautomatically updated in the destination file.
You can have the source file, or both the sourcefile and destination file open, when you update alink.
You might find it useful to have both files open
and tile the windows so that you can watch thelink automatically updated in one of the files whenyou make a modification to the other file.
-
8/14/2019 Integrating Word Excel
25/31
New Perspectives on Integrating MicrosoftOffice XP Tutorial 25
XP
Tile the Word and Excel documents
This figure shows that the Word document with a linked Excel table is open,and the Excel workbook is also open and tiled below the Word document.
If you edit the table inExcel, you will see thechanges you make thereupdated automatically inthe Word document.
-
8/14/2019 Integrating Word Excel
26/31
New Perspectives on Integrating MicrosoftOffice XP Tutorial 26
XPEdit the linked objectin the source program
It is not necessary to have the source anddestination files open when you update a link.
You can make changes to worksheet data that'slinked to a Word document without ever openingthe Word application.
The next time you do open the Word document,
you will see the changes made in the Excel filehave been automatically updated in the linkedobject in the Word document.
-
8/14/2019 Integrating Word Excel
27/31
New Perspectives on Integrating MicrosoftOffice XP Tutorial 27
XP
View linked object changes in Word
This Word document was not open when the linked objectwas modified in the source program.
However, when the Worddocument was opened, thechanges made to the linkedobject were automaticallyvisible without having to doanything manually to
update this document.
-
8/14/2019 Integrating Word Excel
28/31
New Perspectives on Integrating MicrosoftOffice XP Tutorial 28
XP
Test and break a link
Sometimes you want to break (remove) a link.
You will want to break a link if you intend tomove either the source file or the destination fileto a new location.
Remember, linked files must be stored togetherand if you change the pathname of one of the files,the other file will not be able to locate the linked
data when it's updated. You use the Links dialog box to break a link.
-
8/14/2019 Integrating Word Excel
29/31
New Perspectives on Integrating MicrosoftOffice XP Tutorial 29
XP
How to break a link
To break an existing link: Click the Edit menu in the destination file, and then click the Links
option to open the Links dialog box
Select the link in the list box, click the Break Link button, and thenclick Yes to confirm that you want to break the link
To test that the link is broken, open the source file, make achange to the linked data, and then open the destinationfile.
The change should not have been made to the data in thedestination file
-
8/14/2019 Integrating Word Excel
30/31
New Perspectives on Integrating MicrosoftOffice XP Tutorial 30
XP
The Links dialog box
In the Links dialog box, select the link you want to break in the text box,and then click the Break Link button.
You can alsomodify the linkin this dialog boxby clicking theChange Sourcebutton.
-
8/14/2019 Integrating Word Excel
31/31
New Perspectives on Integrating MicrosoftOffice XP Tutorial 31
XP
View the final document
This is the final Word document with an embedded chart,and a table that was originally created as a linked table.
Even though the link was broken in a
previous step, the table still appears inthe document. However, editing thetable now will have no effect on thesource document.