Integrating Word Excel

8/14/2019 Integrating Word Excel

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Integrating Microsoft Office XP

Tutorial 1 Integrating Word and Excel


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XPLearn about object linking and

embedding (OLE)

You can easily share data that you create in differentOffice applications through object linking andembedding, or OLE. For example:

You want to insert a chart you create in Excel into a memoyou generate in Word

You want to merge a letter you create in Word with namesand addresses you have stored in an Access database

You want to transfer an outline you create in Word to aPowerPoint presentation


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Insert Excel data in a Word document

You may have anExcel table or chartthat you want toinclude in a Worddocument. OLEmakes that an easything to do. You canlink or embed datafrom one Officeapplication into

another.


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Embed or link objects

With OLE, you can share data in one of two ways:

Embed data created in one application (the source) in afile created in a different application (the destination).

A copy of the object becomes part of the destination file, andany changes you make to it does not affect the original file

Link data, so that any changes made to it in either thesource file or the destination file automatically take

effect in the other file.


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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 madein the embedded object do not affect the original source document or object.


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Link an Excel object

This figure illustrates the process of linking an object. When an objectis linked, it can be updated or modified from either location and thosechanges are reflected in both the destination and the source documents.


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XPLink and embed objects inthe same Word document

You can link and embed Excel objects in a Word document. Inthis figure, an Excel chart is being embedded in the document,and an Excel table is being linked into the document.


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XPCompare the embedding

and linking processes

This chart describes the process of embedding and linking. It indicates whenyou should use either option, and points out the pros and cons of each process.


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XPEmbed an Excel chartin a Word document

You can graphically illustrate data in a Word documentwith 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 destinationdocument. 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.


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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 thechart

Click the Paste Special command on the Word document'sEdit menu to open the Paste Special dialog box

Make sure the correct object type is selected, click the Pastebutton, if necessary, and then click OK


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Copy the object to be embedded

To embed an Excel object, openExcel and open the workbookcontaining the chart to beembedded in the Word

document.

Select the chart object byclicking on it, and then clickthe Copy button, or click theEdit menu and then click Copy.


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XPPrepare the Word document to

receive the Clipboard object

Open the Word documentwhere the chart will beembedded. Position thecursor where you want the

chart to go, and click thereto set the insertion point.


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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 Pasteoption button is selected to

embed an object.

Select the object toembed from the text box,and click the OK button.


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The embedded chart

In this figure, the Excel charthas now been embedded inthe Word document.


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Edit an embedded Excel chart in Word

When you embed an Excel chart in a Worddocument, the chart is stored in the destinationfile, and thus, becomes part of it.

You edit embedded data using the application inwhich it was created.

You Double-click the chart to open Excel and gain

access to the Excel menu bar and commands, butyou never leave the Word application.


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Select the chart to edit it

The selected pie chartis in an Excel window,as evidenced by theworksheet tabs andnavigation buttons atthe bottom of thewindow and theChart menu on themenu bar.

The Word application isstill active, as evidenced bythe contents of the title bar.


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Modify the chart

The previous slide showed that when the embedded chart was selected, the Excel Cartmenu appeared on the Word menu bar. You can click the Chart menu, and then click3-D View to open the Excel 3-D View dialog box.

In this dialog box, youcan make changes to thechart just as if you werein Excel editing theoriginal document.


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XPLink an Excel worksheet

to a Word document

Linking an Excel worksheet to a Word document creates adirect connection between the source file and thedestination file.

The Excel worksheet, or object, is stored in the sourcedocument only.

Any changes made to the source file are automaticallyreflected in the destination file.

When you create a link, it's important to remember to storeboth the source and destination files in the same location.


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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 insertthe data

Click the Edit menu and select Paste Special to openthe Paste Special dialog box

Click the Paste link option in the Paste Special dialogbox, select the object to link, and click the OK button


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XPUse the Paste Options menu

to link an object

You can alsolink an item byclicking thePaste button,

and thenchoosing anoption from thePaste Optionsmenu shown inthis figure.


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Update a linked Excel worksheet

The advantage of linking is that when you updateor modify data in the source file, the data isautomatically updated in the destination file.

You can have the source file, or both the sourcefile and destination file open, when you update alink.

You might find it useful to have both files open

and tile the windows so that you can watch thelink automatically updated in one of the files whenyou make a modification to the other file.


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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 inExcel, you will see thechanges you make thereupdated automatically inthe Word document.


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XPEdit the linked objectin the source program

It is not necessary to have the source anddestination files open when you update a link.

You can make changes to worksheet data that'slinked to a Word document without ever openingthe Word application.

The next time you do open the Word document,

you will see the changes made in the Excel filehave been automatically updated in the linkedobject in the Word document.


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View linked object changes in Word

This Word document was not open when the linked objectwas modified in the source program.

However, when the Worddocument was opened, thechanges made to the linkedobject were automaticallyvisible without having to doanything manually to

update this document.


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Test and break a link

Sometimes you want to break (remove) a link.

You will want to break a link if you intend tomove either the source file or the destination fileto a new location.

Remember, linked files must be stored togetherand 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.


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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 thenclick Yes to confirm that you want to break the link

To test that the link is broken, open the source file, make achange to the linked data, and then open the destinationfile.

The change should not have been made to the data in thedestination file


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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 alsomodify the linkin this dialog boxby clicking theChange Sourcebutton.


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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 inthe document. However, editing thetable now will have no effect on thesource document.

Documents

Integrating Word Excel