Section 5.1 Create an integrated Office document



Integrating Word, Access, and Excel Lesson 5Section 5.1 Create an integrated Office document COPY AND PASTE DATA BETWEEN EXCEL, ACCESS, AND WORD?VOCABULARYThe terms you need to know for this assignment are:Integrated documentSource fileDestination fileLinked dataEmbedded dataOffice ClipboardAn integrated document includes information created in a different Office application. For example, you can include a range of cells or a chart from an Excel workbook file in a Word document file. Or, you can copy records from an Access table to a Word document. One way to add existing data from an Excel or Access file to a Word document is by pasting it into the document. This method allows you to quickly and easily transfer data while reducing the possibility of errors from retyping and reformatting data.Copy and Paste from Excel to WordTo copy and paste from an Excel workbook to a Word document:Display the source file, the file containing the information you want to copy. In this case, display the Excel file with the data or chart to be copied.Select the cell range to copy or click the chart area of a chart to select it for copying.Click Copy on the Home tab.Display the destination file, the file where the copied information is to be pasted. In this case, display the Word file that’s to contain the data.Place the insertion point at the appropriate position.Click Paste on the Home tab.Paste OptionsPasted text and graphics display a Paste Options button in the lower-right corner. The paste options vary depending on the type of data you paste, but generally allow you to?do the following:Keep the source formattingUse the destination themePaste as a picturePaste as text onlyPerform a combination of formatting and linkingPerform a combination of formatting and embeddingWhen you choose to use source formatting or destination themes, Excel data is converted to a Word table. Additionally, if you choose to link a pasted cell range, then it can be edited with Excel right from within Word. Linked data is also automatically updated in your Word document if there are changes to the source spreadsheet. This is useful when you create documents such as weekly progress reports that should reflect changes.Pasted charts are linked by default, but you can choose to embed the data. Embedded data becomes part of your destination file and remains static even if the source data changes. You’ll typically use embedded data when you don’t want your data to change, as in a spring marketing report that should reflect data from a certain time period.Editing Embedded and Linked DataWhen you embed or link pasted data, you make it possible to edit the data with the source application. However, edits to embedded data are reflected only in the destination file, while edits to linked data are made to both the destination and source files.For example, a linked chart might look similar to the image shown in the figure below. INCLUDEPICTURE "" \* MERGEFORMATINET A Linked Chart You drag the handles to size the chart. When you want to edit the contents, click Edit Data > Edit Data on the Chart Tools Design tab. INCLUDEPICTURE "" \* MERGEFORMATINET Chart Tools Design Tab > Edit Data When you edit data, the linked Excel spreadsheet file is displayed. INCLUDEPICTURE "" \* MERGEFORMATINET Excel Spreadsheet in Word You can size the spreadsheet to make editing data easier. After making changes, simply click the Close box to remove it.You use the same process to edit an embedded chart, keeping in mind that you’re editing a copy of the data that’s stored in Word. There will be no changes made to a file outside of the Word document.To edit a linked spreadsheet range, right-click the range and then click a command from the Linked Worksheet Object menu. INCLUDEPICTURE "" \* MERGEFORMATINET Edit Linked Object Command Both Edit Link and Open Link display a spreadsheet window in Word with your pasted data. If you want to manage how links are handled, click Links.Copy and Paste from Access to WordTo copy and paste from an Access database to a Word document,?do the following:Display the source file, the file containing the information you want to copy. In this case, display the Access file and then open the table or query with the data to be copied in Datasheet view.Select the database record entries to copy.Click Copy on the Home tab.Display the destination file, the file where the copied information will be pasted. In this case, display the Word file that contains the data.Place the insertion point at the appropriate position.Click Paste on the Home tab. INCLUDEPICTURE "" \* MERGEFORMATINET Select Access database entries by first opening a table or query in Datasheet view. Next, point to an entry until you see the solid white cross pointer and then drag to select multiple entries together. For example, product names and colors have been selected in the figure. INCLUDEPICTURE "" \* MERGEFORMATINET Pasted Access data is automatically converted to text and formatted into a Word table.Importing and Exporting Access DataBecause of the complexities of a database management system, integrating data between Access and other applications, such as Excel, usually requires importing or exporting data. For example, you can import and link an Excel worksheet to create a new table in an Access database. As another example, you can export Access database objects, including tables and queries, to Excel worksheets or rich text format (RTF) files that can be opened in Word. Import and export commands are on the Access External Data tab.The Office ClipboardWhenever you use the Copy and Paste commands, you’re accessing the Microsoft Office Clipboard. The Office Clipboard stores text and graphics copied from any Office application file and allows you to paste the content into any other Office application file. To view the Office Clipboard contents, click the Clipboard dialog box launcher on the Home tab. INCLUDEPICTURE "" \* MERGEFORMATINET INCLUDEPICTURE "" \* MERGEFORMATINET The Clipboard dialog box launcher displays the Clipboard task pane with recently copied objects from Office files.Click an item in the Clipboard task pane to paste it at the insertion point.This technique is useful when you want to “collect” several copied items to the Clipboard before switching to Word to paste them. However, when you paste from the Clipboard you won’t have as many paste options to choose from.Copy and Paste from Word to ExcelWhen developing a spreadsheet, you may need to compile data from several different sources, including a Word document. Or, in some cases, you may want to analyze data from a Word table with functions and charts that are available only in Excel. In either case, you can copy and paste Word data to an Excel spreadsheet.When you want to copy text to a spreadsheet, you should first format it as a Word table or as text separated by tabs. When text is tab-delimited, each line will correspond to a row in the spreadsheet, and each tab indicates a new cell.To copy and paste from a Word document to an Excel spreadsheet,?do the following:Display the source file. In this case, display the Word file with the table or text to be copied.Select the text to copy or click the Table Move Handle to select the entire table.Click Copy on the Home tab.Display the destination file. In this case, display the Excel file that will contain the data.Click the cell that will be the upper-left cell of the data range.Click Paste on the Home tab.Pasted text displays a Paste Options button in the lower-right cell. The paste options allow you to keep the source formatting or match the destination formatting.You can also display the Clipboard task pane to paste copied data into a worksheet.Section 5.2 Create documents that include application objects EXCEL AND WORD OBJECTS?VOCABULARYThe terms you need to know for this assignment are:OLECompound documentExcel objectChart objectWord objectIn addition to copying and pasting information between documents, you can also share the information between documents with an application object. An application object retains source formats and can be edited with the source application. This type of data integration uses Object Linking and Embedding, or OLE. When an integrated document is created this way, it’s sometimes called a compound document because more than one application interface is available.Embedding an Excel Worksheet Object in a Word DocumentThere are many reasons to add an Excel worksheet object to a Word document. An Excel object has all the computing power of a spreadsheet and may offer a more effective way to display data and calculations in a Word document.The easiest way to insert an Excel worksheet object is to click Table > Excel Spreadsheet on the Word Insert tab, which embeds a new spreadsheet object at the insertion point. INCLUDEPICTURE "" \* MERGEFORMATINET When the spreadsheet object is active, the Excel Formula bar, Ribbon, and other spreadsheet features are displayed. Click anywhere outside the object to return to the Word application window. INCLUDEPICTURE "" \* MERGEFORMATINET When you embed an Excel object, you can change the number of rows and columns displayed in the Word document by dragging a handle on the active object. To change the size of the object itself, click outside the Excel object so that the spreadsheet features are no longer available, and then drag a size handle.When you need to edit a spreadsheet object, double-click the object to activate the Excel features. You can also right-click the object and then click Worksheet Object > Edit to activate the sheet. Or you may find it easier to open the object in a spreadsheet window, where you can make edits and then close the window to update the document. To do this, right-click the object and then click Worksheet Object > Open.Linking an Excel Worksheet Object to a Word DocumentIf you have an existing Excel worksheet, you can link it to your document instead of embedding it. When you do this, any changes made to the linked spreadsheet file outside the document will automatically be reflected in your Word document.The steps to insert an Excel object in a Word document are as follows:Display the source Excel file.Select the cell range.Click Copy on the Home tab.Display the destination Word file and then place the insertion point at the appropriate position.On the Home tab, click the arrow in the Paste command and then click Paste Special.Click Microsoft Excel Worksheet Object.Click Paste to embed the spreadsheet data in an Excel object, or Paste Link to create an Excel object that’s a shortcut to the source file. Then click OK.You can also insert an existing object by clicking Object on the Insert tab and then clicking the Create from File tab. INCLUDEPICTURE "" \* MERGEFORMATINET From here, click Browse to display a dialog box for locating the existing spreadsheet. Click Link to file to insert the entire worksheet and make it a shortcut to the source file. Otherwise, a copy of the existing file will be embedded in your document. This method doesn’t require you to open the source file and copy data. However, linking data this way displays the entire worksheet with no option of reducing the number of displayed rows and columns.You can edit linked spreadsheet data in a way similar to embedded spreadsheet data. Simply double-click the object to open an Excel window, or right-click the object and then click Linked Worksheet Object > Edit Link. After editing the source file, you may need to right-click the pasted object and click Update Link to make the source changes appear in the destination document.Embedding a New Excel Chart Object in a Word DocumentIf you want to illustrate a point in your Word document with a simple chart, you can create one from scratch right from within your document. Click Chart on the Insert tab, and then select the chart type from the dialog box. INCLUDEPICTURE "" \* MERGEFORMATINET A new chart object displays default data and an Excel spreadsheet. INCLUDEPICTURE "" \* MERGEFORMATINET To enter your own data for the chart, simply delete the existing data in the worksheet object and type your own. The spreadsheet isn’t part of your Word document and can be closed after entering your data. If you need to edit the chart data after closing the spreadsheet, right-click the chart and then click Edit Data > Edit Data.An active chart object displays Excel features in the Word window, including the Chart Tools Design tab, which has commands for customizing your new chart. INCLUDEPICTURE "" \* MERGEFORMATINET To return to the Word document, close the spreadsheet and click anywhere outside the chart. If you need to edit the chart, click it to make it active and then use the Chart Tools Design and Format tabs.Adding an Existing Chart to a Word DocumentAlthough you can insert an existing Excel chart into a Word document with the Object command, you’ll have a better outcome if you copy and paste an existing chart from an Excel worksheet to your Word document. You can then choose to embed or link the pasted chart by using the Paste Options button.Adding a Word Document Object to an Excel WorksheetYou may want to include a lengthy explanation for Excel data without being limited to cell sizes and restrictions. To do this, you can add a Word object to a spreadsheet and then type, format, and present your text using all the options available in Word.Click Object on the Insert tab and then select Microsoft Word. A new Word object isn’t bound to a cell range. You can drag it anywhere on the spreadsheet. INCLUDEPICTURE "" \* MERGEFORMATINET You may also add a Word object from an existing file by selecting the Microsoft Word option on the Create from File tab in the Object dialog box. The Paste Special command can also be used to insert a Word object.When the Word object is active, the Word window features are displayed. Click anywhere outside the object to return to the Excel application window. Double-click the Word object to activate it again for editing. Or, you may find it easier to right-click the object and then click Document Object > Open.Consider Using a Text BoxA text box object may be a better choice to display text in your spreadsheet. If you want an object that displays text formatted with font and alignment options, then click Text Box on the Insert tab. The text box can be sized and moved to any location.Section 5.3 Integrate information from an Excel spreadsheet into a Word mail merge document MAIL MERGE USING EXCEL DATA?VOCABULARYThe terms you need to know for this assignment are:Data sourceForm letterFieldMailing listMail merge uses names and addresses or other information from a data source to address envelopes or create personalized form letters with actual names rather than “Dear Customer.”Creating an Excel Data SourceData sources must contain a collection of organized data, making an Excel spreadsheet an ideal candidate. Your spreadsheet data source should include column labels in the first row and then appropriately formatted data in each column. For example, a column containing zip codes should be formatted as text because leading zeros in a numeric field will be lost when merged into a Word document.The columns of a spreadsheet data source are fields that you use to personalize your mail merge document. A file that exclusively stores information for a mail merge is often called a mailing list.If you don’t yet have your merge data in an Excel spreadsheet, you must create the Excel file before you begin the mail merge process.Mail merge data can be extensive, with hundreds or even thousands of rows of data. Your data source will be more manageable if you use a spreadsheet table that can easily be sorted, searched, and filtered.For a new data source, format your table before entering data. To do this, type the headers and then select the headers and the empty row below. Next, click Table on the Insert tab. When you enter data into your new table, press the Tab key to move from field to field. When you reach the last column in the table, pressing Tab automatically adds a new row, extending your table.Importing Mail Merge DataCommonly, names and addresses will be provided as tab-delimited text (.txt file) or as comma-separated values (.csv file). When you’re faced with using data from one of these file types for your mail merge, you must first import the information to Excel to create an acceptable data source. To do this, click From Text on the Excel Data tab. After selecting the file, you’ll be guided through a series of prompts from the Text Import Wizard.Creating a Mail Merge Document using an Excel Data SourceThe Mailings tab on the Word Ribbon is organized left to right to take you through the mail merge process from start to finish. When using an Excel worksheet as your data source, you use the following steps in the mail merge process:Click Start Mail Merge to select your document type.Click Select Recipients > Use an Existing List to use an Excel spreadsheet as your data source. (Remember, you must create the spreadsheet file before you start the mail merge process.)Type the content for your document, clicking Address Block, Greeting Line, or Insert Merge Field where personalized content is needed.Click Preview Results to review your document with actual field values.Click Finish & Merge to edit, print, or email individual documents.If you plan to use Address Block or Greeting Line on the Mailings tab to insert information, you may need to click Match Fields first to match your field names to required fields. You can also click Match Fields in the Insert Address Block and Insert Greeting Line dialog boxes.If you want to limit the mail merge to selected recipients, click Edit Recipient List on the Mailings tab. You can limit the recipients by using the check boxes in the list.Updating Your Mail Merge DocumentWhen field names or values are updated in your data source, you’ll need to open your mail merge document and preview results to see how changes may have affected it. When you open your mail merge document, you’ll get a warning dialog box about connecting to the data source. Click Yes to allow the document to access your data source.If you changed a column header in your data source, click Match Fields on the Mailings tab to be sure that field names are still matched up as expected. To review documents for the modified recipients only, use Edit Recipient List on the Mailings tab before previewing.Section 5.4 Integrate information from an Access database into a Word mail merge document Mail Merge Using an Access Database 0 people liked this0 discussionsReading Assignment MAIL MERGE USING AN ACCESS DATABASE?VOCABULARYThe terms you need to know for this assignment are:Data sourceForm letterAs you learned in the previous section, mail merge combines a data source with the content of a document to provide personalized form letters. Instead of a letter starting out “Dear Customer,” you use mail merge to insert the customer’s actual name to give the letter a personal approach.Using an Access Data SourceYou’ve already learned how to mail merge from within a Word document, and in the previous section, you used an Excel worksheet as a mail merge data source. A third way to generate a mail merge document is to use an Access database as your data source.Data sources must contain a collection of organized data, making an Access database an ideal candidate. If you don’t yet have your merge data in an Access database, you must create the database file before you begin the mail merge process.Creating a Mail Merge Document using an Access Data SourceThe Mailings tab on the Word Ribbon is organized left to right to take you through the mail merge process from start to finish. To use an Access database as your data source in the mail merge process, do the following:Click Start Mail Merge to select your document type.Click Select Recipients > Use an Existing List to use an Access database as your data source. (Remember, you must create the database file before you start the mail merge process.)Type the content for your document, clicking Address Block, Greeting Line, or Insert Merge Field where personalized content is needed.Click Preview Results to review your document with actual field values.Click Finish & Merge to edit, print, or email individual documents.If you plan to use Address Block or Greeting Line on the Mailings tab to insert information, you may need to click Match Fields first to match your field names to required fields. You can also click Match Fields in the Insert Address Block and Insert Greeting Line dialog boxes.If you want to limit the mail merge to selected recipients, click Edit Recipient List on the Mailings tab and then select each recipient by using the check boxes in the list.Updating Your Mail Merge DocumentWhen field names or values are updated in your data source, you’ll need to open your mail merge document and preview results to see how changes may have affected it. When you open your mail merge document, you’ll get a warning dialog box about connecting to the data source. Click Yes to allow the document to access your data source.If you changed a field name in your data source, click Match Fields on the Mailings tab to be sure that field names are still matched up as expected. To review documents for the modified recipients only, use Edit Recipient List on the Mailings tab before previewing. ................
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