Office Links - Sharing Data in Microsoft Office A Mixed Bag of Treasures Chester N. Barkan Registrar Long Island University, C.W.Post Campus

Office Links - Sharing Data Office Links - Sharing Data in Microsoft Office in Microsoft Office

A Mixed Bag of TreasuresA Mixed Bag of Treasures

Chester N. BarkanChester N. BarkanRegistrarRegistrar

Long Island University, C.W.Post CampusLong Island University, C.W.Post Campus

Microsoft OfficeMicrosoft Office Microsoft WordMicrosoft Word

Mail Merge FeatureMail Merge Feature HyperlinksHyperlinks Organizational ChartsOrganizational Charts

Microsoft AccessMicrosoft Access Merge & Publishing in MS Word – Office LinksMerge & Publishing in MS Word – Office Links Analyzing with MS Excel – Office LinksAnalyzing with MS Excel – Office Links Importing Legacy Data into an Access DatabaseImporting Legacy Data into an Access Database

1. OfficeLinks Merge It with MS 1. OfficeLinks Merge It with MS Word (Tools menu)Word (Tools menu)

Starts the Microsoft Word Mail Merge Wizard, Starts the Microsoft Word Mail Merge Wizard, which merges Microsoft Access data with a which merges Microsoft Access data with a Word document so you can create, for Word document so you can create, for example, form letters or mailing labels.example, form letters or mailing labels.

Demonstration of mail merge featuresDemonstration of mail merge features

Microsoft Word – Mail Merge Microsoft Word – Mail Merge FeatureFeature

Mail Merge Feature – is one example of how Mail Merge Feature – is one example of how we share data between resourceswe share data between resources

Primary File is the document file which is used Primary File is the document file which is used with the merge datawith the merge data

The data files can be developed using Excel or The data files can be developed using Excel or Access. We will use Access in this Access. We will use Access in this presentationpresentation

Review the handout on working with the Mail Review the handout on working with the Mail Merge FeatureMerge Feature

2. Hyperlinks in Word2. Hyperlinks in Word

Hyperlinks aren't just blue, underlined words that Hyperlinks aren't just blue, underlined words that magically take you to another place. Behind them, in magically take you to another place. Behind them, in the HTML, is a URL that tells the browser where to the HTML, is a URL that tells the browser where to go when you click the link.go when you click the link.

Take a look at the example on the left. "Microsoft Take a look at the example on the left. "Microsoft Web site" is an example of a hyperlink. Under it is Web site" is an example of a hyperlink. Under it is what the HTML looks like for the link.what the HTML looks like for the link.

Don't get too caught up in what the HTML means. Don't get too caught up in what the HTML means. Just pay attention to the part that's enclosed in Just pay attention to the part that's enclosed in quotation marks. That's a URL, and that's where the quotation marks. That's a URL, and that's where the link takes you when you click it.link takes you when you click it.

Create a hyperlink Create a hyperlink

Microsoft Word creates a Microsoft Word creates a hyperlinkhyperlink for you for you when you type the address of an existing Web when you type the address of an existing Web page, such as www.microsoft.compage, such as www.microsoft.com, if the , if the automatic formatting of hyperlinks has not automatic formatting of hyperlinks has not been turned off. been turned off.

To create more customized hyperlinks, do one To create more customized hyperlinks, do one of the following, depending on what you want of the following, depending on what you want to link to.to link to.

3. Organizational Charts3. Organizational Charts On the On the DrawingDrawing toolbar, click toolbar, click DiagramDiagram Toolbar: A bar with buttons and options that you use to carry out commands. To display a Toolbar: A bar with buttons and options that you use to carry out commands. To display a

toolbar, use the toolbar, use the Customize Customize dialog box (point to dialog box (point to ToolbarsToolbars on the on the ViewView menu and click menu and click CustomizeCustomize). To see more buttons, click ). To see more buttons, click Toolbar Options Toolbar Options at the end of the toolbar. at the end of the toolbar.

Click the Click the Organization ChartOrganization Chart diagram, and then click diagram, and then click OKOK. . Do one or more of the following: Do one or more of the following:

If you want to add text to a shape, right-click the shape, click If you want to add text to a shape, right-click the shape, click Edit TextEdit Text, and type the text. , and type the text. Text cannot be added to lines or connectors in organization charts. Text cannot be added to lines or connectors in organization charts.

If you want to add a shape, select the shape you want to add the new shape under or next to, click the If you want to add a shape, select the shape you want to add the new shape under or next to, click the arrow on the arrow on the Insert ShapeInsert Shape button on the button on the Organization Chart Organization Chart toolbar, and then click one or more of toolbar, and then click one or more of the following: the following:

CoworkerCoworker— to place the shape next to the selected shape and connect it to the same — to place the shape next to the selected shape and connect it to the same superior superior shape. shape.

SubordinateSubordinate — to place the new shape below and connect it to the selected shape. — to place the new shape below and connect it to the selected shape. AssistantAssistant— to place the new shape below the selected shape with an elbow connector. — to place the new shape below the selected shape with an elbow connector.

If you want to add a preset design scheme, click If you want to add a preset design scheme, click AutoFormatAutoFormat on the on the Organization ChartOrganization Chart toolbar, toolbar, and select a style from the and select a style from the Organization Chart Style GalleryOrganization Chart Style Gallery . .

Click outside the drawing when you are finished. Click outside the drawing when you are finished.

4. OfficeLinks Publish It with MS 4. OfficeLinks Publish It with MS Word (Tools menu)Word (Tools menu)

Creates a rich-text format (.rtf) file of the Creates a rich-text format (.rtf) file of the selected object (such as a table, report, or selected object (such as a table, report, or portion of a datasheet) and loads it into portion of a datasheet) and loads it into Microsoft Word. By default, the file name is Microsoft Word. By default, the file name is the name of the object, the file extension is .rtf, the name of the object, the file extension is .rtf, and the document is stored in the Microsoft and the document is stored in the Microsoft Access folder.Access folder.

MS Access: Export data or database MS Access: Export data or database objectsobjects

To an Access or Excel fileTo an Access or Excel file Export database objects to an existing Export database objects to an existing

Microsoft Access database or Microsoft Microsoft Access database or Microsoft Access projectAccess project

In the Database window click the name of the In the Database window click the name of the object you want to export and then on the object you want to export and then on the FileFile menu, click menu, click ExportExport. .

To an Access or Excel fileTo an Access or Excel file

Click the arrow to the right of the Click the arrow to the right of the Save inSave in box, and box, and select the drive or folder where the database you want select the drive or folder where the database you want to export to is located. to export to is located.

Double-click the icon for the database that you want Double-click the icon for the database that you want to export to. to export to.

In the In the ExportExport dialog box, enter a name for the new dialog box, enter a name for the new object (or accept the current name). If you are object (or accept the current name). If you are exporting a table, in exporting a table, in ExportExport dialog box, select dialog box, select whether you want to export both the table's definition whether you want to export both the table's definition and data or just the table's definition.and data or just the table's definition.

Importing Data to SpreadsheetImporting Data to Spreadsheet To a Microsoft Excel or other spreadsheetTo a Microsoft Excel or other spreadsheet Save an object's output as a Microsoft Excel fileSave an object's output as a Microsoft Excel file In the Database window , click the name of the object you In the Database window , click the name of the object you

want to save. To save part of a datasheet, open the datasheet want to save. To save part of a datasheet, open the datasheet and select a portion of the datasheet before continuing.and select a portion of the datasheet before continuing.

On the On the FileFile menu, click menu, click ExportExport.. In the In the Save as typeSave as type box, click box, click Microsoft Excel 5-7 (*.xls) Microsoft Excel 5-7 (*.xls) or or

Microsoft Excel 97Microsoft Excel 97--2002 (.xls)2002 (.xls).. Click the arrow to the right of the Click the arrow to the right of the Save inSave in box, and select the box, and select the

drive or folder to save to.drive or folder to save to. In the In the File nameFile name box, enter a name for the file (or use the box, enter a name for the file (or use the

suggested name).suggested name). Select the Select the Save formattedSave formatted check box. check box.

Importing Data to SpreadsheetImporting Data to Spreadsheet Do one of the following: Do one of the following:

If you are saving a datasheet, click If you are saving a datasheet, click Export AllExport All to save the to save the entire datasheet or Saveentire datasheet or Save Selection Selection if you selected a portion if you selected a portion of the datasheet in step 1.of the datasheet in step 1.

For all other database objects, click For all other database objects, click ExportExport.. Load the output of a table, query, form, or report into Load the output of a table, query, form, or report into

Microsoft ExcelMicrosoft Excel In the Database window ,click the name of the datasheet, In the Database window ,click the name of the datasheet,

form, or report you want to save and load into Microsoft form, or report you want to save and load into Microsoft Excel. To save a selection of a datasheet, open the datasheet, Excel. To save a selection of a datasheet, open the datasheet, and then select the portion of the datasheet before continuing.and then select the portion of the datasheet before continuing.

On the On the ToolsTools menu, point to menu, point to Office LinksOffice Links, and then click , and then click Analyze It with Microsoft ExcelAnalyze It with Microsoft Excel..

Importing Data to SpreadsheetImporting Data to Spreadsheet Export a spreadsheet on a data access page to a Export a spreadsheet on a data access page to a

Microsoft Excel workbookMicrosoft Excel workbook In the design window, make sure the spreadsheet is In the design window, make sure the spreadsheet is

activated by double-clicking on the spreadsheet. This activated by double-clicking on the spreadsheet. This will open the application that created the object, will open the application that created the object, which in this case is Microsoft Excel. For additional which in this case is Microsoft Excel. For additional information on activating a spreadsheet, see Excel information on activating a spreadsheet, see Excel Help. Help.

On the toolbar in the spreadsheet, click On the toolbar in the spreadsheet, click Export to Export to Microsoft ExcelMicrosoft Excel to run or switch to Excel and to run or switch to Excel and display the data in a workbook. display the data in a workbook.

To Microsoft Word or other text To Microsoft Word or other text formatformat

Export a datasheet to a delimited or fixed-width text fileExport a datasheet to a delimited or fixed-width text file In the Database window click the name of the table, query, view, or stored In the Database window click the name of the table, query, view, or stored

procedure you want to export , and then on the procedure you want to export , and then on the FileFile menu, click menu, click ExportExport. . In the In the Save as typeSave as type box, click box, click Text Files (*.txt; *.csv; *.tab; *asc)Text Files (*.txt; *.csv; *.tab; *asc). . Click the arrow to the right of the Click the arrow to the right of the Save inSave in box, and select the drive or box, and select the drive or

folder to export to. folder to export to. In the In the File NameFile Name box, enter a name for the file (or use the suggested box, enter a name for the file (or use the suggested

name), and then click name), and then click ExportExport. . Microsoft Access starts the Export Text Wizard.Microsoft Access starts the Export Text Wizard. Follow the directions in the dialog boxes. Click Follow the directions in the dialog boxes. Click AdvancedAdvanced to create or use to create or use

an import/export specification Save an object's output as a Rich Text an import/export specification Save an object's output as a Rich Text Format fileFormat file

In the Database window ,click the name of the object you want to save. To In the Database window ,click the name of the object you want to save. To save a selection of a datasheet, open the datasheet and select the portion of save a selection of a datasheet, open the datasheet and select the portion of the datasheet before continuing. the datasheet before continuing.


On the On the FileFile menu, click menu, click ExportExport. . In the In the Save as typeSave as type box, click box, click Rich Text Format (*.rtf)Rich Text Format (*.rtf). . Click the arrow to the right of the Click the arrow to the right of the Save inSave in box, and select the drive or folder box, and select the drive or folder

to save to. to save to. In the In the File nameFile name box, enter a name for the file (or use the suggested name). box, enter a name for the file (or use the suggested name). Do one of the following: Do one of the following:

If you are saving a datasheet, click If you are saving a datasheet, click Export All Export All to save the entire to save the entire datasheet or click the arrow to the right of the datasheet or click the arrow to the right of the Export AllExport All box, and select box, and select Save SelectionSave Selection if you selected a portion of the datasheet in step 1. if you selected a portion of the datasheet in step 1.

For all other database objects, click For all other database objects, click ExportExport. . Load the output of a table, query, form, or report into Microsoft WordLoad the output of a table, query, form, or report into Microsoft Word In the Database window ,click the name of the datasheet, form, or report you In the Database window ,click the name of the datasheet, form, or report you

want to save and load into Microsoft Word. To save a selection of a want to save and load into Microsoft Word. To save a selection of a datasheet, open the datasheet and select the portion of the datasheet before datasheet, open the datasheet and select the portion of the datasheet before continuing. continuing.


On the On the ToolsTools menu, point to menu, point to Office LinksOffice Links, and click , and click Publish It with Publish It with Microsoft WordMicrosoft Word. .

Save a datasheet to an encoded formatSave a datasheet to an encoded format On the On the FileFile menu, click menu, click ExportExport. . In the In the Save as typeSave as type box, click box, click Text Files (*.txt; *.csv; *.tab; *asc)Text Files (*.txt; *.csv; *.tab; *asc). . Click the arrow to the right of the Click the arrow to the right of the Save inSave in box, and select the drive or box, and select the drive or

folder to export to. folder to export to. In the In the File nameFile name box, enter a name for the file (or use the suggested box, enter a name for the file (or use the suggested

name). name). Select the Select the Save formattedSave formatted check box. check box. In the In the Encode <Encode <objectnameobjectname> As> As dialog box, select the method of encoding dialog box, select the method of encoding

as as Windows (default)Windows (default), , MS-DOSMS-DOS,, Unicode Unicode, or, or Unicode (UTF-8) Unicode (UTF-8). .

Export to HTML formatExport to HTML format

To a Web pageTo a Web page Depending on whether you need static or dynamic data, you can Depending on whether you need static or dynamic data, you can

export, import, or link to different types of HTML data in Microsoft export, import, or link to different types of HTML data in Microsoft Access.Access.

ExportExport Export a datasheet to dynamic HTML formatExport a datasheet to dynamic HTML format

In the Database window click the name of the table, query, or In the Database window click the name of the table, query, or form you want to export, and then on the form you want to export, and then on the FileFile menu, click menu, click ExportExport. .

In the In the Save As TypeSave As Type box, click box, click Microsoft IIS 1-2 (*.htx; *.idc) Microsoft IIS 1-2 (*.htx; *.idc) or or Microsoft Active Server Pages (*.asp)Microsoft Active Server Pages (*.asp). .

Click the arrow to the right of the Click the arrow to the right of the Save InSave In box and select the box and select the drive or folder to export to. drive or folder to export to.

In the In the File NameFile Name box, enter the file name. box, enter the file name. Click Click ExportExport. .


In the In the HTML TemplateHTML Template box, enter the box, enter the location of an HTML template.location of an HTML template.

In the In the Data Source NameData Source Name box, enter box, enter the name of the ODBC data source that the name of the ODBC data source that you will connect to when the server-you will connect to when the server-generated HTML files are processed on generated HTML files are processed on the Web server.the Web server.

Do one of the following: Do one of the following:


Export a datasheet to static HTML formatExport a datasheet to static HTML format In the Database window click the name of the table, query, In the Database window click the name of the table, query,

or form, you want to export, and then on the or form, you want to export, and then on the FileFile menu, menu, click click ExportExport. .

In the In the Save As TypeSave As Type box, click box, click HTML DocumentsHTML Documents (*.html;*.htm)(*.html;*.htm). .

Click the arrow to the right of the Click the arrow to the right of the Save InSave In box and select box and select the drive or folder to export to. the drive or folder to export to.

In the In the File NameFile Name box, enter the file name. box, enter the file name. Select the Select the Save FormattedSave Formatted check box to: check box to:

Save the table, query, or form in a format similar to its Save the table, query, or form in a format similar to its appearance in Datasheet view appearance in Datasheet view

Enable the Enable the AutoStartAutoStart check box check box

Import or linkImport or link

Import or link (read-only) HTML tables and listsImport or link (read-only) HTML tables and lists Open a database, or switch to the Database window for the open Open a database, or switch to the Database window for the open

database. database. To import HTML tables or lists, on the To import HTML tables or lists, on the FileFile menu, point to menu, point to Get Get

External DataExternal Data, and then click , and then click ImportImport. . To link HTML tables or lists, on the To link HTML tables or lists, on the FileFile menu, point to menu, point to Get External Get External

DataData, and then click , and then click Link TablesLink Tables.. In the In the ImportImport or or LinkLink dialog box, in the dialog box, in the Files of typeFiles of type box, click box, click

HTML Documents (*.html; *.htm)HTML Documents (*.html; *.htm). . Click the arrow to the right of the Click the arrow to the right of the Look inLook in box. box. Select the drive and folder where the HTML file you want to import or Select the drive and folder where the HTML file you want to import or

link is located, and then double-click the file name. link is located, and then double-click the file name. Follow the instructions for the Import HTML Wizard or the Link Follow the instructions for the Import HTML Wizard or the Link

HTML Wizard. Click the HTML Wizard. Click the AdvancedAdvanced button if you want to edit an button if you want to edit an import/export specification (import/export specification: A specification import/export specification (import/export specification: A specification that stores the information Access needs to import or export a fixed-that stores the information Access needs to import or export a fixed-width or delimited text file.) or specify different file and field formats. width or delimited text file.) or specify different file and field formats.

OfficeLinks Analyze It with MS OfficeLinks Analyze It with MS Excel (Tools menu)Excel (Tools menu)

Creates a Microsoft Excel (.xls) file of the Creates a Microsoft Excel (.xls) file of the selected object (such as a table, report, or selected object (such as a table, report, or portion of a datasheet) and loads it into portion of a datasheet) and loads it into Microsoft Excel. By default, the file name is Microsoft Excel. By default, the file name is the name of the object, the file extension the name of the object, the file extension is .xls, and the document is stored in the is .xls, and the document is stored in the Microsoft Access folder.Microsoft Access folder.

Importing Legacy Data into an Importing Legacy Data into an Access DatabaseAccess Database

Requirements are an open Access database and Requirements are an open Access database and the text file- 2 Optionsthe text file- 2 Options

Get External Data Import (File menu)Get External Data Import (File menu) Copies data from a text file, HTML file, Copies data from a text file, HTML file,

spreadsheet, Microsoft Exchange folder or address spreadsheet, Microsoft Exchange folder or address book, database object, or database table into a book, database object, or database table into a Microsoft Access table. Also, copies objects from Microsoft Access table. Also, copies objects from another database into the current database.another database into the current database.

Get External Data Link Tables (File Get External Data Link Tables (File menu)menu)

Links data from a table in another database to Links data from a table in another database to a Microsoft Access table in the current a Microsoft Access table in the current database.database.

Legacy or Mainframe DataLegacy or Mainframe Data

Referring to ASCII text (delimited or fixed Referring to ASCII text (delimited or fixed width) data that is generated by most legacy width) data that is generated by most legacy mainframe systemsmainframe systems

Import data wizardImport data wizard

Reasons to import data into a tableReasons to import data into a table

If you know that you will use your data only in If you know that you will use your data only in Microsoft Access, you should import it. Microsoft Access, you should import it. Microsoft Access generally works faster with Microsoft Access generally works faster with its own tables, and, if you need to, you can its own tables, and, if you need to, you can modify the imported table to meet your needs modify the imported table to meet your needs just like any other table that is created in just like any other table that is created in Microsoft Access.Microsoft Access.

Reasons to link data from an Reasons to link data from an external tableexternal table

You might want to link to tables from other Microsoft You might want to link to tables from other Microsoft Access databases if, for example, you want to use a Access databases if, for example, you want to use a table from another Microsoft Access database that is table from another Microsoft Access database that is shared on a network. This is particularly useful if you shared on a network. This is particularly useful if you want to store all of your tables in one database on a want to store all of your tables in one database on a network server, while keeping forms, reports, and other network server, while keeping forms, reports, and other objects in a separate database that is copied among objects in a separate database that is copied among users of the shared database. You can easily split an users of the shared database. You can easily split an existing database into two databases, called front-end existing database into two databases, called front-end and a back-end databases.and a back-end databases.

Demonstration of Importing Data Demonstration of Importing Data from Text filesfrom Text files

Import WizardImport Wizard Review the different stops.Review the different stops. Setting the field sizes – be familiar with the Setting the field sizes – be familiar with the

data you are working with. If something is 3 data you are working with. If something is 3 characters in length, you should allow fore that characters in length, you should allow fore that when creating the tablewhen creating the table

Data Types – Be Alert – What constitutes text Data Types – Be Alert – What constitutes text data vs. numeric that will be used in data vs. numeric that will be used in calculationscalculations

Demonstration & ConclusionDemonstration & Conclusion

Complete the identification of the fieldsComplete the identification of the fields Importing into an existing table or creating a Importing into an existing table or creating a

new tablenew table Review data once it is importedReview data once it is imported Any questions can be referred to me c/o Any questions can be referred to me c/o

[email protected]@liu.edu