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11/2/09 Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition
Excel Tips and Tricks
Utilizing Excel 2007
Date/Time: October 15th - 12pm (EST)
Webinar Offered by: Federally Employed Women's Foundation for Education & Training
Presenter: Nikki Follis, Grantham University
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Objectives
Integrate data between Word and ExcelCopy data from Excel to WordCopy a chart from Excel to WordCreate linked objectsEmbed a Word file in ExcelApply Conditional FormattingUse SmartArt Efficiently
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What is Integration?
Data integration • Combines data from multiple programs
Example of data integration • Create a chart in Excel • Use the Excel chart in a Word report • Modify chart data from source Excel file
Data integration saves time and effort • Information is reused multiple times
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Integrating DataTwo types of files used in integration:
• Source: file where information originates• Destination: file that receives information
Object Linking and Embedding (OLE)• Microsoft technology for integrating data
Linking an object• Image of object copied to destination file• You can edit object data from source file
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Embedding an object:• Copy of object is placed in destination file• Edit object with source program tools
Ways to integrate Word and Excel:• Copy and paste data from the Clipboard• Link data between two files • Copy Excel chart and paste into Word• Embed a Word file into Excel worksheet
Integrating Data
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Integrating Data
Embedding vs. linking
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Table objectcopied fromExcel
Photograph copiedfrom Excel
Chart linked toExcel source chart75% is a linked value
Integrating Data
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Copying Data from Excel to Word
Uses of Copy and Paste commands • Copy and paste items within a document • Copy and paste items between programs
Items transferred with Copy and Paste • Line of text, value, picture, chart
Properties of a copied object• Retains formatting of original object • Independent of source (except chart)
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Copying Data from Excel to WordUse the Copy and Paste commandsExcel is the source fileWord is the destination file Pasted chart is automatically linked Effect of revising chart in source file
• Linked data changes in destination file• Note: chart style does not update
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Linked chart updated in Word
Columnsupdated
Copying a Chart from Excel to Word
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Chart style not applied to linked object
New chart style inExcel
Red chartstyle doesnot appearin linkedversion inWord
Copying a Chart from Excel to Word
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Creating Linked Objects
Copy and Paste Special commands• Perform advanced copy and paste tasks • Can link copied object to a source file• Needed to link all items except chart
Features of Paste Special command• Paste• Paste Link• Formatting options
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Creating Linked Objects
Paste Special dialog box
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Embedding a Word File in Excel
Embedding an object • Inserts an entire file in a destination file• You can embed an existing or new file
Editing an embedded object• Double-click the embedded object • Edit tools from source program display
Accessing embedding tool in Excel• Click Insert tab, then click Object button
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Embedding a Word File in Excel
Embedded object updated in Excel
Title bar showsthat Excel is the destinationprogram
Word tabs and ribbon areactivated
Paragraphmarginsmodified
Number oftours updatedfrom 10 to 15
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Word, Excel, and Access
Excel data imported to an Access table
Excel dataExcel data
importedto Access and named Tours table
Field Name changed from Participants to Guests during the import process
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Excel and AccessWays to import Excel data to Access
• Import Excel data into new Access table• Append Excel data to an existing table
How to import Excel data into Access • Click the Get External Data tab in Access• Click Excel button in the Import Group• Navigate to Excel file and select an option• Follow Import Spreadsheet Wizard
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Excel and AccessOptions in Get External Data dialog
box
The file path willbe different onyour computer
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Excel and AccessExcel table imported to Access
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Excel, Access, and Word
Benefits of linking three programs:• Use each program’s strengths • Reduce amount of data entry
Use Copy and Paste Special tools• Step 1: link Access table to Excel file• Step 2: link Excel data to Word file
Effects of changing table in Access• Data in Excel and Word will also change
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Excel, Access, and WordCopied data formatted in Excel
Accounting Number Format
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Excel and PowerPointObject command: embedding tool Identifying an embedded Excel file
• Worksheet appears in PowerPoint slide• Excel ribbons and tabs appear• PowerPoint title bar and menu remain
Editing an embedded worksheet • Double-click the embedded object • Show only cells containing data
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Excel and PowerPointCompleted Excel worksheet object
Worksheet objectformatted, sized,and positioned
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Conditional Formatting
Excel can format cells based on specific results• Automatic application of formatting attributes on
cell values is called conditional formatting• For example: values above a certain number can
be one color and values below a certain number can be another color
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Applying Conditional Formatting
To apply conditional formatting:• Click Conditional Formatting button in the Styles
group on the Home tab• Point to Highlight Cells Rules, and then choose
from “Between”, “Greater Than”, “Less Than”, etc.
• Define conditions and formatting in the dialog box that opens
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Applying Conditional Formatting
Data bars are a type of conditional formatting that visually illustrate differences among values• Click the Conditional Formatting button in the
Styles group, point to Data Bars, and then choose from a formatting
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Applying Conditional Formatting
Previewing a Data Bar
Data bars
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Applying Conditional Formatting
Results of Conditional Formatting
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SmartArt
What is SmartArt?• A SmartArt graphic is a professional-quality
diagram that visually illustrates text
When to Use SmartArt?• When formatting your text alone simply does not
work, you can use SmartArt• You can convert existing text into a SmartArt
graphic or start from scratch
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SmartArt
SmartArt graphics are grouped by category
Click More SmartArt Graphics to see additional categories
More SmartArt Graphics button
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SmartArt
Click text placeholders to enter text
Basic Venn SmartArt graphic
Outcome
Notice the words that filled in [Text]
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SmartArt
Layouts group
SmartArt Stylesgroup
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Summary Integration allows the user to use the Office
2007 programs to work together effectively and efficiently
SmartArt allows the user to create professional-quality diagrams that visually illustrates text
Conditional Formatting automatically applies formatting attributes on cell values to make worksheets stand out
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Questions?
Please contact me with any questions at: [email protected]
Thank you for your time!