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1 Integrating Integrating Microsoft Microsoft Office 2003 Office 2003 Tutorial 1 – Integrating Word and Excel
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IntegratingIntegrating Microsoft Office Microsoft Office 20032003
Tutorial 1 – Integrating Word and Excel
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Learn about object linking and Learn about object linking and embedding (OLE)embedding (OLE)
• You can easily share data that you create in different Office applications through object linking and embedding, or OLE. For example:– You want to insert a chart you create in Excel into a You want to insert a chart you create in Excel into a
memo you generate in Word memo you generate in Word
– You want to merge a letter you create in Word with You want to merge a letter you create in Word with names and addresses you have stored in an Access names and addresses you have stored in an Access databasedatabase
– You want to transfer an outline you create in Word to a You want to transfer an outline you create in Word to a PowerPoint presentationPowerPoint presentation
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Object Linking and EmbeddingObject Linking and Embedding
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Embed or link objectsEmbed or link objects
• With OLE, you can share data in one of two ways:– Embed data created in one application (the source) in Embed data created in one application (the source) in
a file created in a different application (the a file created in a different application (the destination).destination).
• A copy of the object becomes part of the destination file, and any changes you make to it does not affect the original file
– Link data, so that any changes made to it, in either the Link data, so that any changes made to it, in either the source file or the destination file, automatically take source file or the destination file, automatically take effect in the other file.effect in the other file.
• The object exists in only one place
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Embed an Excel objectEmbed an Excel object
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Link an Excel objectLink an Excel object
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Compare the embedding Compare the embedding and linking processesand linking processes
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Embed an Excel chart in a Word Embed an Excel chart in a Word documentdocument
• You can graphically illustrate data in a Word document with a chart created in Excel. – When you embed a chart in a Word document, the When you embed a chart in a Word document, the
chart becomes part of the Word file, which is the chart becomes part of the Word file, which is the destination document. destination document.
– You should only embed a chart if you don't expect You should only embed a chart if you don't expect the data upon which it is based to change. the data upon which it is based to change.
– That's because changes made to the data in the That's because changes made to the data in the source document, the Excel workbook, are not source document, the Excel workbook, are not reflected in any files in which the chart has been reflected in any files in which the chart has been embedded.embedded.
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How to embed an objectHow to embed an object
• To embed an Excel chart in a Word document:– Open the Excel document containing the chartOpen the Excel document containing the chart
– Select the chart and copy it from the Excel worksheet to Select the chart and copy it from the Excel worksheet to the Clipboardthe Clipboard
– Click in the Word document where you want to insert Click in the Word document where you want to insert the chartthe chart
– Click the Paste Special command on the Word Click the Paste Special command on the Word document's Edit menu to open the Paste Special dialog document's Edit menu to open the Paste Special dialog boxbox
– Make sure the correct object type is selected, click the Make sure the correct object type is selected, click the Paste button, if necessary, and then click OKPaste button, if necessary, and then click OK
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Copy the object to be embeddedCopy the object to be embedded
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Prepare the Word document to Prepare the Word document to receive the Clipboard objectreceive the Clipboard object
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The Paste Special dialog boxThe Paste Special dialog box
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The embedded chartThe embedded chart
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Edit an embedded Excel chart from Edit an embedded Excel chart from within Wordwithin Word
• When you embed an Excel chart in a Word document, the chart is stored in the destination file, and thus, becomes part of it. – You edit embedded data using the application in You edit embedded data using the application in
which it was created. which it was created. – You Double-click the chart to open Excel and gain You Double-click the chart to open Excel and gain
access to the Excel menu bar and commands, but access to the Excel menu bar and commands, but you never leave the Word application.you never leave the Word application.
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Select the chart to edit itSelect the chart to edit it
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Modify the chartModify the chart
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The modified embedded chartThe modified embedded chart
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Link an Excel worksheet to a Word Link an Excel worksheet to a Word documentdocument
• Linking an Excel worksheet to a Word document creates a direct connection between the source file and the destination file.
• The Excel worksheet, or object, is stored in the source document only.
• Any changes made to the source file are automatically reflected in the destination file.
• When you create a link, it's important to remember to store both the source and destination files in the same location.
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How to link Excel dataHow to link Excel data
• To link worksheet data to a Word document:– Open the Excel document containing the dataOpen the Excel document containing the data– Select and copy the worksheet data to the ClipboardSelect and copy the worksheet data to the Clipboard– Click in the Word document where you want to Click in the Word document where you want to
insert the data insert the data – Click the Edit menu and select Paste Special to open Click the Edit menu and select Paste Special to open
the Paste Special dialog boxthe Paste Special dialog box– Click the Paste link option in the Paste Special Click the Paste link option in the Paste Special
dialog box, select the object to link, and click the OK dialog box, select the object to link, and click the OK buttonbutton
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Use the Paste Special dialog box to Use the Paste Special dialog box to link an Excel objectlink an Excel object
To link an object, make certain the Paste option button is NOT selected, and the Paste link option button IS selected.
Select the object to be linked in the text box, and click the OK button.
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Use the Paste Options menuUse the Paste Options menuto link an objectto link an object
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The Paste Options Menu commandsThe Paste Options Menu commands
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Update a linked Excel worksheetUpdate a linked Excel worksheet
• The advantage of linking is that when you update or modify data in the source file, the data is automatically updated in the destination file.– You can have the source file, or both the source file You can have the source file, or both the source file
and destination file open, when you update a link. and destination file open, when you update a link. – You might find it useful to have both files open and You might find it useful to have both files open and
tile the windows so that you can watch the link tile the windows so that you can watch the link automatically updated in one of the files when you automatically updated in one of the files when you make a modification to the other file.make a modification to the other file.
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Tile the Word and Excel documentsTile the Word and Excel documents
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Edit the linked object Edit the linked object in the source programin the source program
• It is not necessary to have the source and destination files open when you update a link. – You can make changes to worksheet data that's You can make changes to worksheet data that's
linked to a Word document without ever opening linked to a Word document without ever opening the Word application. the Word application.
– The next time you do open the Word document, you The next time you do open the Word document, you will see the changes made in the Excel file have been will see the changes made in the Excel file have been automatically updated in the linked object in the automatically updated in the linked object in the Word document.Word document.
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View linked object changes in WordView linked object changes in Word
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Test and break a linkTest and break a link
• Sometimes you want to break (remove) a link.• You will want to break a link if you intend to
move either the source file or the destination file to a new location. – Remember, linked files must be stored together and Remember, linked files must be stored together and
if you change the pathname of one of the files, the if you change the pathname of one of the files, the other file will not be able to locate the linked data other file will not be able to locate the linked data when it's updated.when it's updated.
– You use the Links dialog box to break a link.You use the Links dialog box to break a link.
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How to break a linkHow to break a link
• To break an existing link:– Right-click anywhere in the linked table, point to Linked Right-click anywhere in the linked table, point to Linked
Worksheet Object on the shortcut menu, and then click Worksheet Object on the shortcut menu, and then click Links to open the Links dialog boxLinks to open the Links dialog box
– Select the link in the list box, click the Break Link button, Select the link in the list box, click the Break Link button, and then click Yes to confirm that you want to break the link and then click Yes to confirm that you want to break the link
• To test that the link is broken, open the source file, make a change to the linked data, and then open the destination file. – The change should not have been made to the data in the The change should not have been made to the data in the
destination filedestination file
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The Links dialog boxThe Links dialog box
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View the final documentView the final document
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IntegratingIntegrating Microsoft Office Microsoft Office 20032003
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Tutorial 1 – Integrating Word and Excel
