MODULE 9

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Integrating Word, Excel,Access, and PowerPoint

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Guidelines for Integrating Content between Programs

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Integrating means that you bring together two or more different application files

First you create a document or file in the Office application that best suits the data

That application is called the source program Then you copy or export that file or its data to

one of the other applications, called the destination program

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Guidelines for Integrating Content between Programs…continued

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Guidelines for Integrating Content between Programs…continued

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Guidelines for Integrating Content between Programs…continued

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When you integrate data or objects from one application into another, you can choose between two methods:

1. copying and pasting

2. embedding or linking the data or object

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Guidelines for Integrating Content between Programs…continued

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When you embed an object, such as an Excel chart in a Word document, the chart becomes a separate object in the Word document– any changes you make to the chart in the source

Excel workbook will not affect the embedded chart in the Word document

In contrast, if you link the chart, it then resides, or has its home, in the Excel workbook and is not a separate object– when you change the chart in the Excel workbook, it

will automatically be updated in the Word document

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Skills You Learn

1. Export a Word outline to PowerPoint

2. Insert an Excel chart in Word

3. Create an Access table from Excel data

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Skill 1 Steps: Export a Word Outline to PowerPoint

1. Click the Customize Quick Access Toolbar button

2. Click More Commands at the drop-down list

3. Click the Choose commands from option box arrow

4. Click All Commands

5. Scroll through the list box and then double-click Send to Microsoft PowerPoint

6. Click OK

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Skill 1 Steps…continued

7. Click the Send to Microsoft PowerPoint button on the Quick Access toolbar

8. Save the PowerPoint presentation as Lastname-M9-S1-BusinessPlan

9. Close PowerPoint

10. In the Word window, right-click the Send to Microsoft PowerPoint button on the Quick Access toolbar

11. Click Remove from Quick Access Toolbar

12. Close Word without saving the document

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Skill 1 Visual: Export a Word Outline to PowerPoint

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Scroll through the list box and then double-click Send to Microsoft PowerPoint.

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Exporting a PowerPoint Presentation to Word To export data from a PowerPoint presentation

to Word:1. click the FILE tab in your PowerPoint presentation

2. click the Export option

3. click Create Handouts

4. click the Create Handouts button to open the Send To Microsoft Word dialog box

5. click a layout option

6. click OK

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Skill 2 Steps: Insert an Excel Chart in Word

1. Click a blank area of the Excel chart to select the chart

2. Click the Copy button in the Clipboard group on the HOME tab

3. Click the Word button on the Taskbar

4. Click the Paste button arrow in the Clipboard group on the HOME tab

5. Click the Keep Source Formatting & Link Data button (the fourth button under Paste Options)

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Skill 2 Visual: Insert an Excel Chart in Word

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Click the Keep Source Formatting & Link Data button.

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Editing and Formatting a Linked Chart in Word To edit chart data:

1. click the CHART TOOLS DESIGN tab

2. click the Edit Data button

To change the chart style:1. click the CHART TOOLS DESIGN tab

2. select a chart style from the Chart Styles gallery

To change shape styles and WordArt styles:1. click the CHART TOOLS FORMAT tab

2. select an option

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Skill 3 Steps: Create an Access Table from Excel Data

1. Select cells in Excel

2. Click the Copy button in the Clipboard group on the HOME tab

3. Click the Access button on the Taskbar

4. Click the Paste button arrow in the Clipboard group on the HOME tab

5. Click Paste Append at the drop-down list

6. At the warning box asking if you are sure you want to paste the records, click Yes

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Skill 3 Visual: Create an Access Table from Excel Data

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Click the Paste button arrow in the Clipboard group on the HOME tab and then click Paste Append at the drop-down list.

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Importing Excel Data When you import data, the file is converted for

use by the destination application To import an Excel file into Access:

1. click the EXTERNAL DATA tab in Access

2. click the Excel button in the Import & Link group to open the Get External Data – Excel Spreadsheet dialog box

3. specify the data source and storage options then click OK to open the Import Spreadsheet Wizard dialog box

4. specify import options and then click Finish to complete the import