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9.1 The Need for Integrating Data among Different Types of Software

Learn how to efficiently integrate text, graphics, animations, sound, and videos using various software tools to enhance project presentations. Explore methods like data import and OLE for better integration across different software types.

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9.1 The Need for Integrating Data among Different Types of Software

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  1. 9.1 The Need for Integrating Data amongDifferent Types of Software Tasks of composing a project

  2. 9.1 The Need for Integrating Data amongDifferent Types of Software • Many projects need to incorporate different types of multimediaelements such as: • Text • Graphics • Animation • Sound • Video

  3. 9.1 The Need for Integrating Data amongDifferent Types of Software • Differentapplications are required to create different elements. • If a project includesnumeric data, use a spreadsheet to do calculations and create charts. • To illustrate concepts, use graphics software to create drawings or diagrams. • To keep track of the source informationsystematically, use database software. • To present a project to a group of people, use presentation software to combine the text, charts and various multimedia elements and produce a slide show. • To publish a project on a web site, use web authoring software.

  4. 9.1 The Need for Integrating Data amongDifferent Types of Software Information collection from the Web using web browser Database management using database software Text editing using word processor Integrating various multimedia elements into a complete project

  5. 9.1 The Need for Integrating Data amongDifferent Types of Software Image editing using graphics software Data manipulation using spreadsheet Integrating various multimedia elements into a complete project

  6. 9.1 The Need for Integrating Data amongDifferent Types of Software Document printing using wordprocessor Web page design using web authoringsoftware Group presentationusing presentationsoftware Integrating various multimedia elements into a complete project

  7. 9.1 The Need for Integrating Data amongDifferent Types of Software Document printing using wordprocessor Web page design using web authoringsoftware Group presentationusing presentationsoftware Integrating various multimedia elements into a complete project

  8. 9.2 Methods for Integrating Data amongDifferent Types of Software • The two main methods for integrating data among different types of software are: • Data import • Object Linking and Embedding (OLE)

  9. 9.2 Methods for Integrating Data amongDifferent Types of Software • Data Import • Many types of software provide internal functions to import data in other file formats.

  10. 9.2 Methods for Integrating Data amongDifferent Types of Software • Object Linking and Embedding (OLE) • As there are new file formats appearing every year, it is impossible for existing software to recognize all of them. • Microsoft Word 2007 supports only limited image formats. • If you want to insert an Adobe Photoshop image file (.psd) to a Word document, Microsoft Word 2007 is not able to do that by data import. • OLE can be used to insert the image file to the Word document as an object.

  11. 9.2 Methods for Integrating Data amongDifferent Types of Software • Object Linking and Embedding (OLE) File types supported by Microsoft Word 2007 and their extensions

  12. 9.2 Methods for Integrating Data amongDifferent Types of Software • Object Linking and Embedding (OLE) The image created by Photoshop is saved as PSD format. Insert the PSD image into a Word document. Inserting a Photoshop image into a Word document

  13. 9.2 Methods for Integrating Data amongDifferent Types of Software • Object Linking and Embedding (OLE) • With OLE, we can integrate data from one application to another. • OLE is the major way to extend the capability of an application by linking or embedding objects created from another application. • OLE used for communicating between files and applications and for sharing data in Microsoft Windows platforms. • It has since been implemented into multiple platforms for application integration.

  14. 9.2 Methods for Integrating Data amongDifferent Types of Software • Object Linking and Embedding (OLE) • The main usage of OLE is to integrate data from multiple applications into a compound document. • For example, a Microsoft Excel spreadsheet can be embedded or linked to a Microsoft PowerPoint presentation. • In this case, Microsoft Excel, Microsoft PowerPoint and the spreadsheet are known as the OLE server, the OLE client and the OLE object respectively.

  15. 9.2 Methods for Integrating Data amongDifferent Types of Software • Object Linking and Embedding (OLE) Copy a chart object from a spreadsheet and then paste it into an electronic slide. Inserting an Excel chart into a slide

  16. 9.2 Methods for Integrating Data amongDifferent Types of Software • Object Linking and Embedding (OLE) • An OLE object consists of the data and the application that modifies the data. • As an OLE object works independently on its own, a document can contain multiple OLE objects from different applications. • For example, a Microsoft PowerPoint presentation can contain both a QuickTime video clip and a Microsoft Excel spreadsheet at the same time. • OLE has two methods of incorporating the object to the document of an application, known as object linking and object embedding.

  17. 9.2 Methods for Integrating Data amongDifferent Types of Software • Object Linking and Embedding (OLE) • Object linking • The way of creating a linked object that links to an actual object created by another application in a document (or a computer application file). • In this case, the actual object is not saved inside the document. Instead, the linked object contains only the representation (usually a picture) and the access method of the actual object. • If the actual object is updated by its original software, the linked object in the document will automatically reflect the changes.

  18. 9.2 Methods for Integrating Data amongDifferent Types of Software • Object Linking and Embedding (OLE) • Object linking 2. In the ‘Object’ dialogue box,enter the file name bypressing ‘Browse…’ button. 1. Select ‘Insert’ tab andclick ‘Object’ button. 3. Check ‘Link to file’ to insert alinked object into the document. Creating a linked object of a vector graphic in Microsoft Word 2007

  19. 9.2 Methods for Integrating Data amongDifferent Types of Software • Object Linking and Embedding (OLE) • Object linking 4. The CorelDRAW vectorgraphic file is shown inthe document. Creating a linked object of a vector graphic in Microsoft Word 2007

  20. 9.2 Methods for Integrating Data amongDifferent Types of Software • Object Linking and Embedding (OLE) • Object linking • If the actual object is deleted or moved to another location, it can no longer be accessed through the linked object. • When the user double-clicks the linked object, the application software will prompt an error message. An error message will pop up if the actual object is deleted or moved.

  21. 9.2 Methods for Integrating Data amongDifferent Types of Software • Object Linking and Embedding (OLE) • Object embedding • The way of copying an object to the destination document. • A copy of the object (embedded object) is stored in the document.

  22. 9.2 Methods for Integrating Data amongDifferent Types of Software • Object Linking and Embedding (OLE) • Object embedding 2. In the ‘Object’ dialogue box,enter the file name bypressing ‘Browse…’ button. 1. Select ‘Insert’ tab andclick ‘Object’ button. 3. Uncheck ‘Link to file’ to insert an embedded object into the document. Creating an embedded object of a vector graphic in Microsoft Word 2007

  23. 9.2 Methods for Integrating Data amongDifferent Types of Software • Object Linking and Embedding (OLE) • Object embedding 4. The CorelDRAW vectorgraphic file is shown inthe document. Creating an embedded object of a vector graphic in Microsoft Word 2007

  24. 9.2 Methods for Integrating Data amongDifferent Types of Software • Object Linking and Embedding (OLE) • The difference between object linking and object embedding • When an object is embedded in a document, the document stores a copy of the original object, its file size will grow as a result. • When a linked object is created in a document, the file size of the document will not grow significantly as the linked object does not take up much space. • In general, it is better to use the object linking method to insert large objects such as video clips and complicated vector graphics. • With object linking, the actual object can only be updated inside its creation software. • With object embedding, the embedded object can be updated inside the document.

  25. 9.2 Methods for Integrating Data amongDifferent Types of Software • Object Linking and Embedding (OLE) • The difference between object linking and object embedding Double-click an embedded object. Double-click a linked object The object creation software is activated right insidethe document. The object creation software is activated in a separated window. The difference between modifying a linked object and an embedded object

  26. 9.2 Methods for Integrating Data amongDifferent Types of Software • Object Linking and Embedding (OLE) • Examples of OLE application – Microsoft Office • A software suite is a group of software applications designed to work together. • There are several advantages of using a software suite over individual software: • The applications of a software suite are designed by the same software vendor and therefore it is almost guaranteed that data can be integrated among different applications seamlessly. • The applications of a software suite have the same look and feel and thus it can reduce the learning time. • Typically, the cost of a suite is much less than the combined cost of individual software.

  27. 9.2 Methods for Integrating Data amongDifferent Types of Software • Object Linking and Embedding (OLE) • Examples of OLE application – Microsoft Office Common software suites

  28. 9.2 Methods for Integrating Data amongDifferent Types of Software • Object Linking and Embedding (OLE) • Examples of OLE application – Microsoft Office • Microsoft Word keeps a list of registered OLE object types. You can create a new object or an OLE object of type registered in the list. • For example, you can create an equation object with Microsoft Equation Editor or create a linked object of an Excel spreadsheet by choosing ‘Microsoft Office Excel Worksheet’ under the ‘Create from File’ tag.

  29. 9.2 Methods for Integrating Data amongDifferent Types of Software • Object Linking and Embedding (OLE) • Examples of OLE application – Microsoft Office Available OLE object types in Microsoft Word

  30. 9.2 Methods for Integrating Data amongDifferent Types of Software • Object Linking and Embedding (OLE) • Examples of OLE application – Edraw Max • Edraw Max is a diagramming type of software and an OLE-compatible application. • It is used to create flowcharts, organization charts, network diagrams, etc. • It can link data from other applications as OLE object to the Edraw Max document.

  31. 9.2 Methods for Integrating Data amongDifferent Types of Software • Object Linking and Embedding (OLE) • Examples of OLE application – Edraw Max Edraw Max

  32. 9.2 Methods for Integrating Data amongDifferent Types of Software • Object Linking and Embedding (OLE) • Examples of OLE application – Flash Player • ActiveX is another name for OLE automation. OLE automation means that the OLE client can control the OLE object created from the OLE server. • ActiveX is usually used in web pages to integrate objects from other applications. For example, embed a Flash interactive menu bar in a web page. To run properly, a Flash Player must be installed in the web browser. In this case: • Flash Player – ActiveX server • Menu bar – ActiveX object • Internet Explorer – ActiveX client

  33. 9.2 Methods for Integrating Data amongDifferent Types of Software • Object Linking and Embedding (OLE) • Examples of OLE application – Flash Player Menu bar created by Flash A Flash interactive menu bar on a web page

  34. 9.2 Methods for Integrating Data amongDifferent Types of Software • Object Linking and Embedding (OLE) • Examples of OLE application – mail merge • Mail merge is a function in a word processor that integrates the structured data source to a document template and produces multiple documents such as letters, e-mails or envelopes. • Although the data source can be a table stored in another document, it is more likely stored in a database table or a spreadsheet. • For example, if a merchant wants to send a newsletter to its customers, it can merge the information in the customer database to a mailing label template in Word and produce the mailing labels.

  35. 9.2 Methods for Integrating Data amongDifferent Types of Software • Object Linking and Embedding (OLE) • Examples of OLE application – mail merge An example of mail merge

  36. 9.2 Methods for Integrating Data amongDifferent Types of Software • Object Linking and Embedding (OLE) • Examples of OLE application – mail merge An example of mail merge

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