Integrating Programs Word, Excel, Access and PowerPoint

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Integrating ProgramsWord, Excel, Access and PowerPoint

1.1 Export Access Data to Excel

1.2 Export an Access Table to Word

1.3 Import Data to a New Table

CHECKPOINT 1

1.4Export a PowerPoint Presentation to Word

1.5Export a Word Outline to a PowerPoint Presentation

1.6 Link an Excel Chart with a Word Document and a PowerPoint Presentation

1.7 Edit a Linked Object

1.8Embed a Word Table in a PowerPoint Slide

1.8 Edit an Embedded Object

CHECKPOINT 2

1.9 Link Data to a New Table

1.10Embed an Excel Worksheet into a Word Document

1.11 Edit an Embedded Worksheet

CHECKPOINT 3


Export Access Data to Excel

To export an Access table, form, or query to Excel:1. Open the database.2. Click the desired object in

the Navigation pane.3. Click the External Data

tab.4. Click the Excel button in

the Export group.steps continued on next slide…

Excel button


Export Access Data to Excel…continued

5. At the Export – Excel Spreadsheet dialog box, click the Browse button.

6. At the File Save dialog box, navigate to the desired folder and then click the Save button.

7. Click the desired options at the Export – Excel Spreadsheet dialog box.

8. Click OK. Export – Excel Spreadsheet dialog box


Export an Access Table to Word

To export an Access table to Word:1. Open the database.2. Click the table in the

Navigation pane.3. Click the External Data

tab.4. Click the More button in

the Export group and then click the Word option at the drop-down list.

steps continued on next slide…

Word option


Export an Access Table to Word…continued

5. At the Export – RTF File dialog box, click the Browse button.

6. At the File Save dialog box, navigate to the desired folder and then click the Save button.

7. Click the desired options at the Export –RTF File dialog box.

8. Click OK. Export – RTF File dialog box



To change the orientation to landscape:1. Click the Page Layout tab.2. Click the Orientation button

in the Page Setup group.3. Click Landscape at the

drop-down list.Orientation button



To AutoFit the contents of the table:1. Click the Table Tools

Layout tab.2. Click the AutoFit button

in the Cell Size group.3. Click AutoFit Window at

the drop-down list. AutoFit button



Option ActionAutoFit Contents Adjusts table to accommodate the

table textAutoFit Window Resizes table to fit within the window

or browser; if browser changes size, table size automatically adjusts to fitwithin window

Fixed Column Width Adjusts each column to a fixed width using the current widths of the columns


Import Data to a New Table

To import data to a new table:1. Open the database.2. Click the table in the

Navigation pane.3. Click the External Data tab.4. Click the Excel button in the

Import & Link group.5. At the Get External Data –

Excel Spreadsheet dialog box, click the Browse button.


Get External Data – Excel Spreadsheet dialog box


Import Data to a New Table…continued

6. At the File Open dialog box, navigate to the desired folder, then double-click the desired file.

7. At the first Import Spreadsheet Wizard dialog box, click the Next button.

8. At the second dialog box, insert a check mark in the First Row Contains Column Headings option and then click the Next button.


First Row Contains Column Headings option



9. At the third dialog box, click the Next button.

10. At the fourth dialog box, click the Choose my own primary key option and then click the Next button.

11. At the fifth dialog box, type in the Import to Table text box and then click the Finish button.

12. At the Get External Data - Excel Spreadsheet dialog box, click the Close button.

Choose my own primary key option

Import to Table text box



You can import data from another program into an Access table or you can link the data.

Choose the method depending on how you will use the data. Consider linking an Excel file instead of importing if you want

to keep data in an Excel worksheet but use Access to perform queries and create reports.


CHECKPOINT 11) When you export an Access table

to Word, this is the default file extension.a. .docxb. .accdbc. .rtfd. .txt

3) This table feature contains three options for adjusting table contents.a. AutoAdjustb. AutoFitc. AutoContentsd. AutoTable

2) In Word, the orientation button is locate in this tab.a. Homeb. Page Layoutc. Insertd. View

4) In Access, you can update linked data in this many directions.a. oneb. twoc. threed. four

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Export a PowerPoint Presentation to Word

To Export a PowerPoint Presentation to Word:1. Open the PowerPoint

presentation.2. Click the File tab.3. Click the Save & Send tab.4. Click the Create Handouts

option.5. Click the Create Handouts

button.steps continued on next slide… Create Handouts

button


Export a PowerPoint Presentation to Word…continued

6. Choose the desired options at the Send To Microsoft Word dialog box.

7. Click OK.

Send To Microsoft Word dialog box


Export a Word Outline to a PowerPoint Presentation

To insert the Send to Microsoft PowerPoint button on the Quick Access Toolbar:1. Click the Customize Quick

Access Toolbar button.2. Click More Commands to open

the Word Options dialog box.3. Click the down-pointing arrow

at the right side of the Choose commands from list box.

4. Click All Commands.5. Scroll down and double-click

Send to Microsoft PowerPoint.6. Click OK.

Customize Quick Access Toolbar button

Word Options dialog box


Export a Word Outline to a PowerPoint Presentation…continued

To send a Word outline to a PowerPoint presentation:1. Open the Word document.2. Click the Send to Microsoft

PowerPoint button on the Quick Access toolbar.

Send to Microsoft PowerPoint button


Export a Word Outline to a PowerPoint Presentation…cont.

To change a PowerPoint slide layout:1. Make the desired slide

active.2. Click the Layout button in

the Slides group in the Home tab.

3. Click the desired option at the drop-down list. Layout button



To apply a design theme to the PowerPoint presentation:1. Click the Design tab.2. Click the More button at

the right side of the Themes thumbnails.

3. Click the desired theme from the drop-down gallery of choices. themes



To remove the Send to Microsoft PowerPoint button from the Quick Access toolbar:1. Right-click the Send to

Microsoft PowerPoint button on the Quick Access toolbar.

2. Click the Remove from Quick Access Toolbar option at the shortcut menu.

Remove from Quick Access Toolbar option


Link an Excel Chart with a Word Document and a PowerPoint Presentation

You can copy and link an object such as a table or chart to documents in other programs.

When an object is linked, the object exists in the source program but not as a separate object in the destination program.

Since the object is located only in the source program, changes made to the object in the source program are reflected in the destination program.


Link an Excel Chart with a Word Document and a PowerPoint Presentation…continued

To link an Excel chart with a Word document and a PowerPoint presentation:1. Open Excel, Word, and

PowerPoint and the desired files in each program.

2. Make Excel the active program.

3. Click the chart to select it.4. Click the Copy button in the

Clipboard group in the Home tab.


selected Excel chart



5. Click the Word button on the Taskbar.

6. Position the insertion point.7. Click the Paste button arrow.8. Click Paste Special at the

drop-down list.9. At the Paste Special dialog

box, click the Paste link option, click the Microsoft Excel Chart Object option in the As list box, and then click OK.


Paste Special dialog box



10. Click the PowerPoint button on the Taskbar.

11. Make the desired slide active.

12. Click the Paste button arrow.

13. Click Paste Special.14. At the Paste Special dialog

box, click the Paste link option, make sure Microsoft Excel Chart Object is selected in the As list box, and then click OK.

Paste link option


Edit a Linked Object

To edit a linked object:1. Make the source program

the active program.2. Edit the source file as

desired.3. Save the source file.4. Make the destination

program the active program and open the destination file.

5. Notice that the linked object is automatically updated.

Excel source file

Word destination file


Embed a Word Table in a PowerPoint Slide

To embed a Word table in a PowerPoint presentation:1. Open Word and open the file

containing the table to embed.2. Click in a cell in the table.3. Click the Table Tools Layout

tab.4. Click the Select button in the

Table group and then click Select Table at the drop-down list.

5. Click the Copy button.steps continued on next slide…

Select button


Embed a Word Table in a PowerPoint Slide…continued

6. Open PowerPoint and open the file into which object will be embedded.

7. Click Paste button arrow and then click Paste Special.

8. At the Paste Special dialog box, click object in As list box.

9. Click OK.As list box


Edit an Embedded Object

To edit an embedded object:1. Open the file containing the

embedded object.2. Double-click the object.3. Make the desired edits.4. Click outside the object.

embedded Word table


CHECKPOINT 21) In PowerPoint, click this tab to

access the Save & Send tab.a. Insertb. Homec. Filed. View

3) You can also link an object in Word using options at this dialog box.a. Linksb. Objectc. Connectd. Alternate

2) When copying or linking, the original program is called this.a. destinationb. sourcec. masterd. template

4) To edit an embedded object, do this to the embedded object.a. double-clickb. single-clickc. right-clickd. drag

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Link Data to a New Table

To link data to a new table:1. Open the database.2. Click the table in the

Navigation pane.3. Click the External Data

tab.4. Click the Excel button in

the Import & Link group.5. At the Get External Data –

Excel Spreadsheet dialog box, click the Browse button.


Browse button


Link Data to a New Table…continued

6. At the File Open dialog box, navigate to the desired folder and then double-click the desired file.

7. Click the Link to the data source by creating a linked table option at the Get External Data - Excel Spreadsheet dialog box.

8. Click OK.steps continued on next slide…

Link to the data source by creating a linked table option



9. At the first Link Spreadsheet Wizard dialog box, click the Next button.

10. At the second dialog box, make sure the First Row Contains Column Headings option contains a check mark and then click the Next button.

11. At the third dialog box, type in the Linked Table Name text box and then click the Finish button.

12. Click OK.

Linked Table Name text box



To delete the link to a table, open the database and then click the table in the Navigation pane.

Click the Home tab and then click the Delete button in the Records group.

At the question asking if you want to remove the link to the table, click Yes.

Access deletes the link and removes the table’s name from the Navigation pane.


Embed an Excel Worksheet into a Word Document

You can copy an object between documents in a program, link an object, or embed an object.

A linked object resides in the source program but not as a separate object in the destination program.

An embedded object resides in the document in the source program as well as the destination program.

If a change is made to an embedded object at the source program, the change is not made to the object in the destination program.


Embed an Excel Worksheet into a Word Document…continued

To embed an Excel worksheet into a Word document:1. Open Word and Excel and

the desired documents.2. Make Excel the active

program and select the desired chart to link.

3. Click the Copy button in the Clipboard group in the Home tab.

4. Click the Word button on the Taskbar.


Copy button



5. Click the Paste button arrow and click Paste Special.

6. Click the Microsoft Excel Worksheet Object in the As list box.

7. Click OK.Paste Special dialog box



To embed an object from an existing file:1. In the source program document,

position the insertion point where you want the object embedded.

2. Click the Object button in the Text group.

3. At the Object dialog box with the Create from File tab selected, type the desired file name in the File name text box or click the Browse button and then select the desired file from the appropriate folder.

Object dialog box


Edit an Embedded Worksheet

To edit an embedded object:1. In the source program,

double-click the embedded object.

2. Make the desired edits.3. Click outside the object.

embedded object


Edit an Embedded Worksheet…continued

If you double-click a linked or embedded object and a message appears telling you that the source file or source program cannot be opened, consider the following troubleshooting options: Make sure the source program is installed on your computer. If the source program is not installed, convert the object to

the file format of a program that is installed. Try closing other programs to free memory and make sure you

have enough memory to run the source program. Make sure the source program does not have any dialog boxes

open. If it is a linked object, make sure someone else is not working in the source file.


CHECKPOINT 31) Access uses these to represent

linked tables and tables that are stored in the current database.a. tabsb. groupsc. iconsd. combination

3) This object resides in the source program but not as a separate object in the destination program.a. embeddedb. linkedc. movedd. duplicated

2) In Access, the Delete button to delete a table is located in this tab.a. Fileb. Homec. Insertd. Page Layout

4) This object resides in the document in the source program as well as the destination program.a. embeddedb. linkedc. movedd. duplicated

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Integrating Programs Word, Excel, Access and PowerPoint