Microsoft Excel 2003 Illustrated Complete

1. Microsoft Excel 2003 Illustrated Complete Exchanging Data with Other Programs

2. Objectives • Plan a data exchange • Import a text file • Import a database table • Insert a graphic file in a worksheet Exchanging Data with Other Programs Unit M

3. Objectives • Embed a worksheet • Link a worksheet to another program • Embed an Excel chart into a PowerPoint slide • Import a list into an Access table Exchanging Data with Other Programs Unit M

4. Planning a Data Exchange • Guidelines to plan a data exchange between Excel and other Office programs • Identify the data you want to exchange • Its file type and program used to create it, known as the source program • Determine the program with which you want to exchange data • The program that receives the data is known as the destination program Exchanging Data with Other Programs Unit M

5. Planning a Data Exchange (cont.) • Guidelines to plan a data exchange between Excel and other Office programs (cont.) • Determine the goal of your data exchange • Use object linking and embedding, or OLE • The data to be exchanged in known as an object • Use embedding to insert a copy of the original object in the destination file • Use linking when you want information you inserted updated automatically when the data in the source file changes Exchanging Data with Other Programs Unit M

6. Planning a Data Exchange (cont.) • Guidelines to plan a data exchange between Excel and other Office programs (cont.) • Set up the data exchange • Execute the data exchange Exchanging Data with Other Programs Unit M

7. Embedded object Changes to the original object will not affect embedded copy Destination document Original object Copy of original object Double-click embedded object to edit it using source program tools Exchanging Data with Other Programs Unit M

8. Linked object Destination document Original object Changes to the original object appear in destination document Exchanging Data with Other Programs Unit M

9. Planning a Data Exchange (cont.) Importable file formats and extensions Exchanging Data with Other Programs Unit M

10. Importing a Text File • Import data into Excel as long as Excel can read the data • Use the Save As command to save the data in Excel format • Text files use a tab or space as the delimiter, or column separator, to separate columns of data • When you import a text file into Excel, the Text Import Wizard automatically opens and describes how text is separated in the imported file Exchanging Data with Other Programs Unit M

11. Importing a Text File (cont.) Original data type is delimited Three column headings Contents preview Exchanging Data with Other Programs Unit M

12. Importing a Text File (cont.) • Other ways to import files • Open the Text Import Wizard is by pointing to Import External Data on the Data menu, clicking Import Data, then selecting a data source • On the Desktop, drag a text file into a blank worksheet Exchanging Data with Other Programs Unit M

13. Importing a Database Table Imported Access table External Data toolbar Exchanging Data with Other Programs Unit M

14. Importing a Database Table (cont.) • Using Smart Tags • When Excel recognizes certain data types, it marks the cell with a small purple triangle, or smart tag • To view a list of actions you can take, point to the smart tag, then click the Smart Tag Actions button that appears Exchanging Data with Other Programs Unit M

15. Importing a Database Table (cont.) • Exporting cell data • Most of the file types that Excel can import are also the file types Excel can export • Excel can export HTML and XML formats for the Web Exchanging Data with Other Programs Unit M

16. Inserting a Graphic File in a Worksheet • Us the Picture options on the Insert menu to insert a graphic into a worksheet • Use the tools on the Picture toolbar to format the picture Exchanging Data with Other Programs Unit M

17. Inserting a Graphic File in a Worksheet (cont.) Inserted graphic Exchanging Data with Other Programs Unit M

18. Inserting a Graphic File in a Worksheet (cont.) • Importing data from HTML files • Use the drag and drop method • Drag and drop the data from one program window to another • Use the Insert Object command Exchanging Data with Other Programs Unit M

19. Embedding a Worksheet • Embedding objects allows you to edit an Excel workbook from within a different program using Excel commands and tools • All necessary information for the embedded object is in the object itself • Double-click the embedded object to edit it in Excel • Display the embedded data itself or an icon representing the data Exchanging Data with Other Programs Unit M

20. Embedding a Worksheet (cont.) Icon representing the embedded worksheet Exchanging Data with Other Programs Unit M

21. Linking a Worksheet to Another Program • Linking a worksheet into another program retains a connection with the original document as well as the original program • When you double-click a linked object, the object’s source document opens • Changes you make to the original worksheet are reflected in the linked object Exchanging Data with Other Programs Unit M

22. Linking a Worksheet to Another Program (cont.) Linked worksheet Exchanging Data with Other Programs Unit M

23. Linking a Worksheet to Another Program (cont.) • Managing links • When you make changes to a source file, the link is updated automatically each time you open the destination document • Manage links using the Links dialog box • Click Links on the Edit menu • Update a link, change a link, remove a link Exchanging Data with Other Programs Unit M

24. Embedding an Excel Chart into a PowerPoint Slide • Microsoft PowerPoint is a presentation graphic program that you use to create slide show presentations • Adding an Excel chart to a slide can help illustrate data Exchanging Data with Other Programs Unit M

25. Embedding an Excel Chart into a PowerPoint Slide (cont.) Embedded Excel chart Exchanging Data with Other Programs Unit M

26. Importing a List into an Access Table • Column labels in Excel become field names in Access • Once converted to Access format, a data list is called a table • In the process of importing an Excel list, Access will specify a primary key for the new table • A primary key is the field that contains unique information for each record (row) of information Exchanging Data with Other Programs Unit M

27. Importing a List into an Access Table (cont.) Excel data to be imported Exchanging Data with Other Programs Unit M

28. Importing a List into an Access Table (cont.) Field names Exchanging Data with Other Programs Unit M

29. Importing a List into an Access Table (cont.) Primary key Access table Exchanging Data with Other Programs Unit M

30. Summary • Import text files into Excel worksheets • Import database tables into Excel worksheets • Insert graphic files into Excel worksheets • Embed and link worksheets • Import an Excel list into Access Exchanging Data with Other Programs Unit M