Integrating Microsoft Office XP

1. Integrating Microsoft Office XP Tutorial 1 – Integrating Word and Excel New Perspectives on Integrating Microsoft Office XP Tutorial 1

2. Learn about object linking and embedding (OLE) • You can easily share data that you create in different Office applications through object linking and embedding, or OLE. For example: • You want to insert a chart you create in Excel into a memo you generate in Word • You want to merge a letter you create in Word with names and addresses you have stored in an Access database • You want to transfer an outline you create in Word to a PowerPoint presentation New Perspectives on Integrating Microsoft Office XP Tutorial 1

3. Insert Excel data in a Word document You may have an Excel table or chart that you want to include in a Word document. OLE makes that an easy thing to do. You can link or embed data from one Office application into another. New Perspectives on Integrating Microsoft Office XP Tutorial 1

4. Embed or link objects • With OLE, you can share data in one of two ways: • Embed data created in one application (the source) in a file created in a different application (the destination). • A copy of the object becomes part of the destination file, and any changes you make to it does not affect the original file • Link data, so that any changes made to it in either the source file or the destination file automatically take effect in the other file. New Perspectives on Integrating Microsoft Office XP Tutorial 1

5. 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 made in the embedded object do not affect the original source document or object. New Perspectives on Integrating Microsoft Office XP Tutorial 1

6. Link an Excel object This figure illustrates the process of linking an object. When an object is linked, it can be updated or modified from either location and those changes are reflected in both the destination and the source documents. New Perspectives on Integrating Microsoft Office XP Tutorial 1

7. Link and embed objects in the same Word document You can link and embed Excel objects in a Word document. In this figure, an Excel chart is being embedded in the document, and an Excel table is being linked into the document. New Perspectives on Integrating Microsoft Office XP Tutorial 1

8. Compare the embedding and linking processes This chart describes the process of embedding and linking. It indicates when you should use either option, and points out the pros and cons of each process. New Perspectives on Integrating Microsoft Office XP Tutorial 1

9. Embed an Excel chart in a Word document • You can graphically illustrate data in a Word document with 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 destination document. • 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. New Perspectives on Integrating Microsoft Office XP Tutorial 1

10. 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 the chart • Click the Paste Special command on the Word document's Edit menu to open the Paste Special dialog box • Make sure the correct object type is selected, click the Paste button, if necessary, and then click OK New Perspectives on Integrating Microsoft Office XP Tutorial 1

11. Copy the object to be embedded To embed an Excel object, open Excel and open the workbook containing the chart to be embedded in the Word document. Select the chart object by clicking on it, and then click the Copy button, or click the Edit menu and then click Copy. New Perspectives on Integrating Microsoft Office XP Tutorial 1

12. Prepare the Word document to receive the Clipboard object Open the Word document where the chart will be embedded. Position the cursor where you want the chart to go, and click there to set the insertion point. New Perspectives on Integrating Microsoft Office XP Tutorial 1

13. 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 Paste option button is selected to embed an object. Select the object to embed from the text box, and click the OK button. New Perspectives on Integrating Microsoft Office XP Tutorial 1

14. The embedded chart In this figure, the Excel chart has now been embedded in the Word document. New Perspectives on Integrating Microsoft Office XP Tutorial 1

15. Edit an embedded Excel chart in Word • When you embed an Excel chart in a Word document, the chart is stored in the destination file, and thus, becomes part of it. • You edit embedded data using the application in which it was created. • You Double-click the chart to open Excel and gain access to the Excel menu bar and commands, but you never leave the Word application. New Perspectives on Integrating Microsoft Office XP Tutorial 1

16. Select the chart to edit it The Word application is still active, as evidenced by the contents of the title bar. The selected pie chart is in an Excel window, as evidenced by the worksheet tabs and navigation buttons at the bottom of the window and the Chart menu on the menu bar. New Perspectives on Integrating Microsoft Office XP Tutorial 1

17. Modify the chart The previous slide showed that when the embedded chart was selected, the Excel Cart menu appeared on the Word menu bar. You can click the Chart menu, and then click 3-D View to open the Excel 3-D View dialog box. In this dialog box, you can make changes to the chart just as if you were in Excel editing the original document. New Perspectives on Integrating Microsoft Office XP Tutorial 1

18. The modified embedded chart The chart embedded in the Word document has now been modified. Since this is an embedded object, the changes made here do not show up in the original source document. New Perspectives on Integrating Microsoft Office XP Tutorial 1

19. Link an Excel worksheet to a Word document • Linking an Excel worksheet to a Word document creates a direct connection between the source file and the destination file. • The Excel worksheet, or object, is stored in the source document only. • Any changes made to the source file are automatically reflected in the destination file. • When you create a link, it's important to remember to store both the source and destination files in the same location. New Perspectives on Integrating Microsoft Office XP Tutorial 1

20. 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 insert the data • Click the Edit menu and select Paste Special to open the Paste Special dialog box • Click the Paste link option in the Paste Special dialog box, select the object to link, and click the OK button New Perspectives on Integrating Microsoft Office XP Tutorial 1

21. Use the Paste Special dialog box to link an Excel object To link an object, make certain the Paste option button is NOT selected, and the Paste link option button IS selected. Select the object to be linked in the text box, and click the OK button. New Perspectives on Integrating Microsoft Office XP Tutorial 1

22. Use the Paste Options menuto link an object You can also link an item by clicking the Paste button, and then choosing an option from the Paste Options menu shown in this figure. New Perspectives on Integrating Microsoft Office XP Tutorial 1

23. The Paste Options Menu commands The table below shows the commands available on the Paste Options menu, and a description of what each command will do. New Perspectives on Integrating Microsoft Office XP Tutorial 1

24. Update a linked Excel worksheet • The advantage of linking is that when you update or modify data in the source file, the data is automatically updated in the destination file. • You can have the source file, or both the source file and destination file open, when you update a link. • You might find it useful to have both files open and tile the windows so that you can watch the link automatically updated in one of the files when you make a modification to the other file. New Perspectives on Integrating Microsoft Office XP Tutorial 1

25. 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 in Excel, you will see the changes you make there updated automatically in the Word document. New Perspectives on Integrating Microsoft Office XP Tutorial 1

26. Edit the linked object in the source program • It is not necessary to have the source and destination files open when you update a link. • You can make changes to worksheet data that's linked to a Word document without ever opening the Word application. • The next time you do open the Word document, you will see the changes made in the Excel file have been automatically updated in the linked object in the Word document. New Perspectives on Integrating Microsoft Office XP Tutorial 1

27. View linked object changes in Word This Word document was not open when the linked object was modified in the source program. However, when the Word document was opened, the changes made to the linked object were automatically visible without having to do anything manually to update this document. New Perspectives on Integrating Microsoft Office XP Tutorial 1

28. Test and break a link • Sometimes you want to break (remove) a link. • You will want to break a link if you intend to move either the source file or the destination file to a new location. • Remember, linked files must be stored together and 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. New Perspectives on Integrating Microsoft Office XP Tutorial 1

29. 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 then click Yes to confirm that you want to break the link • To test that the link is broken, open the source file, make a change to the linked data, and then open the destination file. • The change should not have been made to the data in the destination file New Perspectives on Integrating Microsoft Office XP Tutorial 1

30. 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 also modify the link in this dialog box by clicking the Change Source button. New Perspectives on Integrating Microsoft Office XP Tutorial 1

31. 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 in the document. However, editing the table now will have no effect on the source document. New Perspectives on Integrating Microsoft Office XP Tutorial 1