®Microsoft Office 2010
Integrating Word, Excel, Access, and PowerPoint
XPXPXPObjectives• Learn about object linking and embedding
(OLE)• Embed an Excel chart in a Word document• Edit an embedded Excel chart in Word• Link an Excel worksheet to a Word document• Update a linked Excel worksheet• Test a link• Learn about importing and exporting data
New Perspectives on Microsoft Office 2010 2
XPXPXPObjectives• Import an Excel list into an Access database• Query an Access database• Export an Access query to a Word document• Create a Word outline• Create PowerPoint slides from a Word outline• Copy and paste Access query results into a
PowerPoint presentation• Link an Excel chart to a PowerPoint
presentationNew Perspectives on Microsoft Office 2010 3
XPXPXPEmbedding and Linking
New Perspectives on Microsoft Office 2010 4
XPXPXP
New Perspectives on Microsoft Office 2010 5
Object Linking and Embedding (OLE)• Office 2010 supports object linking and
embedding (OLE, pronounced “oh-lay”), a way of transferring and sharing information between programs
XPXPXP
New Perspectives on Microsoft Office 2010 6
Object Linking and Embedding• With OLE, you can share data in one of two ways:– When you embed an object, a copy of the object
along with a link to the source program become part of the destination file, and you can edit the object using the source program’s commands
– When you link an object, a direct connection is created between the source and destination programs• The object exists in only one place
XPXPXP
New Perspectives on Microsoft Office 2010 7
Embedding an Excel Object in a Word Document• Start the source program (Excel), open the file containing
the chart to be embedded, select the chart you want to embed in the destination file (a Word document), and then click the Copy button in the Clipboard group on the Home tab
• Start the destination program (Word), open the file that will contain the embedded chart, and then position the insertion point where you want to place the chart
• In the Clipboard group on the Home tab in Word, click the Paste button arrow, and then click the Keep Source Formatting & Embed Workbook button or the Use Destination Theme & Embed Workbook button
XPXPXPEmbedding an Excel Object in a Word Documentor• Copy the chart from Excel, start Word, and then
position the insertion point where you want to place the chart
• In the Clipboard group on the Home tab in Word, click the Paste button. In the Word document window, click the Paste Options button that appears, and then click the Keep Source Formatting & Embed Workbook button or the Use Destination Theme & Embed Workbook button
New Perspectives on Microsoft Office 2010 8
XPXPXP
New Perspectives on Microsoft Office 2010 9
Embedding an Excel Object in a Word Document
XPXPXP
New Perspectives on Microsoft Office 2010 10
Modifying an Embedded Object• When you edit an embedded object within
the destination program, the changes affect only the embedded object; the original object in the source program remains unchanged
XPXPXP
New Perspectives on Microsoft Office 2010 11
Linking Excel Worksheet Data to a Word Document• Start the source program (Excel), open the file
containing the data to be linked, select the data you want to link to the destination program, and then click the Copy button in the Clipboard group on the Home tab
• Start the destination program (Word), open the file that will contain the linked object, and then position the insertion point where you want to place the data
• In the Clipboard group on the Home tab in Word, click the Paste button arrow, and then click the Link & Keep Source Formatting button or click the Link & Use Destination Styles button
XPXPXPLinking Excel Worksheet Data to a Word Documentor• Copy the data from Excel, start Word, and then
position the insertion point where you want to place the data
• In the Clipboard group on the Home tab in Word, click the Paste button. In the Word document window, click the Paste Options button that appears, and then click the Link & Keep Source Formatting button or click the Link & Use Destination Styles button
New Perspectives on Microsoft Office 2010 12
XPXPXP
New Perspectives on Microsoft Office 2010 13
Linking Excel Worksheet Data to a Word Document
XPXPXP
New Perspectives on Microsoft Office 2010 14
Updating Linked Objects• When you link an object, you can edit the
information in the source file, and the changes will appear in the Word document
XPXPXPImporting and Exporting
New Perspectives on Microsoft Office 2010 15
XPXPXPUsing Excel Data in Access• You can use lists of Excel data to build tables in
Access• You can only import Excel data that is in the
form of a list• Before you import the Excel list, you should
check the format of the data
New Perspectives on Microsoft Office 2010 16
XPXPXPUsing Excel Data in Access
New Perspectives on Microsoft Office 2010 17
XPXPXPImporting Excel Data into Access• Open the Access database into which you want to
import the Excel list• Click the External Data tab on the Ribbon• In the Import group, click the Excel button• In the Select the source and destination of the data
screen of the Get External Data – Excel Spreadsheet dialog box, click the Browse button
• In the File Open dialog box, expand the Folders list to locate the Excel workbook you want to use, if necessary, click the file, and then click the Open button
New Perspectives on Microsoft Office 2010 18
XPXPXPImporting Excel Data into Access• In the Get External Data – Excel Spreadsheet dialog
box, click the option corresponding to the way you want to import the data (into a new table, appended to an existing table, or into a new linked table)
• Follow the directions in the Import Spreadsheet Wizard
• After clicking the Finish button in the Import Spreadsheet Wizard, click the Save import steps check box if you want to save the import steps, and then click the Save Import button; or click the Close button in the dialog box if you do not want to save the import steps
New Perspectives on Microsoft Office 2010 19
XPXPXPImporting Excel Data into Access
New Perspectives on Microsoft Office 2010 20
XPXPXPExporting the Results of an Access Query to Word• In the Navigation Pane, click the query to be
exported• Click the External Data tab on the Ribbon• In the Export group, click the More button, and
then click Word• In the Export – RTF File dialog box, click the
Browse button to select the folder in which you want to save the file you’re exporting (if necessary)
New Perspectives on Microsoft Office 2010 21
XPXPXPExporting the Results of an Access Query to Word• In the File Name box, enter the name for the Word file, and
then click Save• Click the “Open the destination file after the export operation
is complete” check box to select it if you want the file to open automatically after it is exported
• Click the OK button• In the Export – RTF File dialog box, click the Save export steps
check box if you want to save the export steps, and then click the Save Export button; or, click the Close button in the dialog box if you do not want to save the export steps
New Perspectives on Microsoft Office 2010 22
XPXPXPExporting the Results of an Access Query to Word
New Perspectives on Microsoft Office 2010 23
XPXPXPOutline View in Word
New Perspectives on Microsoft Office 2010 24
XPXPXP
New Perspectives on Microsoft Office 2010 25
Creating a Word Outline• You can create an outline in Word by typing text
directly in Outline view in a new document• To format text as an outline, you use the Promote
and Demote buttons on the Outlining toolbar– The Promote button promotes, or moves up, the
selected paragraph to the next higher outline level– The Demote button demotes, or moves down, the
selected paragraph to the next lower outline level
XPXPXP
New Perspectives on Microsoft Office 2010 26
Creating a Word Outline
XPXPXP
New Perspectives on Microsoft Office 2010 27
Creating PowerPoint Slides from a Word Outline• When you create slides from a Word outline,
PowerPoint uses the heading styles in the Word document to determine how to format the text
• In the Slides group on the Home tab, click the New Slide button arrow, and then click Slides from Outline
• Locate the file containing the outline, and then click the Insert button
XPXPXP
New Perspectives on Microsoft Office 2010 28
Creating PowerPoint Slides from a Word Outline
XPXPXP
New Perspectives on Microsoft Office 2010 29
Copying and Pasting an Access Query into a PowerPoint Presentation• Open the slide to contain the query• Open the Access database containing the Query• In the Navigation Pane, double-click
ServicesRequested Query• Click the selector to the left of the column heading• Click the Copy button on the Home tab• Return to the presentation• Click the Paste button arrow in the Clipboard group,
and then click the Keep Text Only button
XPXPXP
New Perspectives on Microsoft Office 2010 30
Copying and Pasting an Access Query into a PowerPoint Presentation
XPXPXP
New Perspectives on Microsoft Office 2010 31
Linking an Excel Chart to a PowerPoint Presentation• In Excel, select the chart that you want to insert into a
PowerPoint presentation, and then click the Copy button in the Clipboard group on the Home tab
• Switch to PowerPoint, and then click in the Slide pane on the slide where you want to insert the chart
• In the Clipboard group, click the Paste button arrow, and then click the Keep Source Formatting & Link Data button or click the Use Destination Theme & Link Data button
or• In the Clipboard group, click the Paste button; click the Paste
Options button, and then click the Keep Source Formatting & Link Data button or click the Use Destination Theme & Link Data button
XPXPXP
New Perspectives on Microsoft Office 2010 32
Linking an Excel Chart to a PowerPoint Presentation