Microsoft Word 2010 - Illustrated

Unit L: Integrating Word with Other Programs

• Explore integration methods• Embed an Excel worksheet• Link an Excel chart• Embed a PowerPoint slide

Microsoft Office Word 2010 - Illustrated Complete

Objectives

• Insert a Word file and hyperlinks• Import a table from Access• Manage document links• Merge with an Access data source

Microsoft Office Word 2010 - Illustrated Complete

Objectives (continued)

Exploring Integration Methods

• Information created with other Office programs can be integrated into a Word document in different ways• Copy and paste• Insert a Word File• Object Linking and Embedding• Exporting tables and reports from

Access

Microsoft Office Word 2010 - Illustrated Complete

Exploring Integration Methods (continued)

Microsoft Office Word 2010 - Illustrated Complete

• Use the Object/Text from File command to insert the text from an entire file, including other Word files

Word file inserted into the Word document with

formatting and chart image intact

Exploring Integration Methods (continued)

• Object linking and embedding (OLE)• The source program is the program in which

the information (source file) is originally created

• The destination program is the program to which the information is copied (destination file)

• An embedded object is created in a source program or destination program then modified in the destination program

• A linked object is created in a source file, then inserted into a destination file and linked to the source file

Microsoft Office Word 2010 - Illustrated Complete

Exploring Integration Methods (continued)

Microsoft Office Word 2010 - Illustrated Complete

PowerPoint slide created in

Word as an embedded

object

• An embedded object can be created in a destination or source program• The object is modified in the destination

program using the tools of the source program

Exploring Integration Methods (continued)

Microsoft Office Word 2010 - Illustrated Complete

• A linked object is created in a source file and then inserted in a destination file and linked to the source file

Excel pie chart linked to a document

• Changes made in the source file are reflected in the destination file

Exploring Integration Methods (continued)

Microsoft Office Word 2010 - Illustrated Complete

• Use the Export command in Access to export a table or a report from Access into Word

Table created in Access, exported into an RTF file, then copied into

Word and formatted

Exploring Integration Methods (continued)• Microsoft Office Programs

Microsoft Office Word 2010 - Illustrated Complete

Embedding an Excel Worksheet

• An embedded object uses the features of another program, but is stored as part of a document• Click the Object button on the Insert tab

to open the Object dialog box• Edit an embedded object directly in

Word using the source program Ribbon• Changes in the source file are not

updated in the embedded Word object

Microsoft Office Word 2010 - Illustrated Complete

Embedding an Excel Worksheet (continued)

Microsoft Office Word 2010 - Illustrated Complete

Microsoft Word title bar

Excel Ribbon

Embedded worksheet

appears in an Excel object

window

Linking an Excel Chart

• Use the options in the Paste command on the Home tab to integrate data into a destination file• Select and copy the chart in Excel• In Word, click the Paste button list

arrow to view the different Paste options

• Embed or link the copied object, and use the destination or source formatting

Microsoft Office Word 2010 - Illustrated Complete

Linking an Excel Chart (continued)

• Modify the chart in Excel• Update the chart in Word to reflect

changes made in Excel• Click Refresh Data on the Chart Tools

Design tab in Word

• Format the design and layout of the chart in Word

• Use the Object dialog box to link an entire worksheet into Word

Microsoft Office Word 2010 - Illustrated Complete

Linking an Excel Chart (continued)

Microsoft Office Word 2010 - Illustrated Complete

Linked Excel chart

Paste options

Embedding a PowerPoint Slide

• Use the Create New tab in the Object dialog box to create a PowerPoint slide as an embedded object in Word• Use the PowerPoint Ribbon to create

and modify the slide

Microsoft Office Word 2010 - Illustrated Complete

Embedded PowerPoint

slide object in Word

Embedding a PowerPoint Slide (continued)• Creating a PowerPoint presentation

from a Word outline• The Word document is the source file

and the PowerPoint presentation is the destination file

• Text formatted with heading styles in the Word source file are converted to PowerPoint headings

• In PowerPoint, click the New Slide list arrow, click Slides from Outline, then select the Word document

Microsoft Office Word 2010 - Illustrated Complete

Inserting a Word File and Hyperlinks• Share information between Word

documents• When you need the contents of an

entire Word document, you can insert the entire Word file into your current document

• Use the Text from File Insert command

• The formatting of the current document is applied to the text in the inserted file

Microsoft Office Word 2010 - Illustrated Complete

Inserting a Word File and Hyperlinks (continued)

• Help readers navigate the document by creating hyperlinks from text in one part of the document to text in another part• Click the Hyperlink button on the Insert

tab to open the Insert Hyperlink dialog box

• Create hyperlinks to headings, subheadings, and bookmarks

Microsoft Office Word 2010 - Illustrated Complete

Inserting a Word File and Hyperlinks (continued)

Microsoft Office Word 2010 - Illustrated Complete

Link to a Place in This

Document

List of places in document

you can create a

hyperlink to

Importing a Table from Access

• The most common way to share information between Access and Word is to export an Access table or report to a Rich Text Format (.rtf) file

• Select the table in Access• Click the More button on the External

Data tab then click Word to open the Export – RTF File dialog box

• The table is copied into Word as a regular Word table

Microsoft Office Word 2010 - Illustrated Complete

Importing a Table from Access (continued)

Microsoft Office Word 2010 - Illustrated Complete

Imported Access table

Managing Document Links

• A document that contains linked objects must always include all source files when the document is copied or moved• If you do not want to include all source

files, then you need to break the links• When the link is broken, you can no longer

modify the content of the object

• Use the Links dialog box to update, manage, and break links

Microsoft Office Word 2010 - Illustrated Complete

Managing Document Links (continued)

Microsoft Office Word 2010 - Illustrated Complete

Excel file selected

Source information for the selected

link; the path on your computer

will differ

Break Link

Merging with an Access Data Source• Merge information in an Access

database with a letter, a sheet of labels, or any merge document• The data you merge with the

destination file is the data source• Use the commands on the Mailings tab

Microsoft Office Word 2010 - Illustrated Complete

Merging with an Access Data Source (continued)

• Inserting an address block in a merge letter

Microsoft Office Word 2010 - Illustrated Complete

Format used to display recipient’s

name

Preview

Summary

• Explore integration methods• Integrate other Office programs into

Word• Copy and paste• Insert a Word file• Object linking and embedding (OLE)• Export tables or reports from Access

Microsoft Office Word 2010 - Illustrated Complete

Summary (continued)

• Embed or link a PowerPoint slide or an Excel object, such as a chart

• Insert a Word file and hyperlinks• Share information between Word

documents• Import a table from Access

• Use the Export command

Microsoft Office Word 2010 - Illustrated Complete

Summary (continued)

• Manage document links• A document that contains linked objects

must always include all source files when the document is copied or moved

• Break the links if you do not want to include all source files

• Merge with an Access data source• Use data in an Access table as the data

source for merged letters in Word

Microsoft Office Word 2010 - Illustrated Complete