®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

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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

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XPXPXPEmbedding and Linking

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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

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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

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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

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Embedding an Excel Object in a Word Document

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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

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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

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Linking Excel Worksheet Data to a Word Document

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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

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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

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XPXPXPUsing Excel Data in Access

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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

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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

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XPXPXPImporting Excel Data into Access

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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)

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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

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XPXPXPExporting the Results of an Access Query to Word

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XPXPXPOutline View in Word

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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

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Creating a Word Outline

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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

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Creating PowerPoint Slides from a Word Outline

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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

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Copying and Pasting an Access Query into a PowerPoint Presentation

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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

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Linking an Excel Chart to a PowerPoint Presentation