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Computing for Todays Lecture 11(1)

Yumei HuoFall 2006

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Integrating Microsoft Office 2003

Tutorial 1 – Integrating Word and Excel

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Learn about object linking and 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 memo you generate in Word You want to merge a letter you create in

Word with names and addresses you have stored in an Access database

You want to transfer an outline you create in Word to a PowerPoint presentation

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Object Linking and Embedding

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Embed or link objects With OLE, you can share data in one of two

ways: Embed data created in one application (the

source) in a file created in a different application (the 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 source file or the destination file, automatically take effect in the other file.

The object exists in only one place

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Embed an Excel object

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Link an Excel object

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Compare the embedding and linking processes

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Embed an Excel chart in a Word document

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 chart becomes part of the Word file, which is the destination document.

You should only embed a chart if you don't expect the data upon which it is based to change.

That's because changes made to the data in the source document, the Excel workbook, are not reflected in any files in which the chart has been embedded.

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How to embed an object To embed an Excel chart in a Word document:

Open the Excel document containing the chart Select the chart and copy it from the Excel

worksheet to the Clipboard Click in the Word document where you want to

insert the chart Click the Paste Special command on the Word

document's Edit menu to open the Paste Special dialog box

Make sure the correct object type is selected, click the Paste button, if necessary, and then click OK

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Copy the object to be embedded

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Prepare the Word document to receive the Clipboard object

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The Paste Special dialog box

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The embedded chart

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Edit an embedded Excel chart from within 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 which it was created.

You Double-click the chart to open Excel and gain access to the Excel menu bar and commands, but you never leave the Word application.

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Select the chart to edit it

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Modify the chart

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The modified embedded chart

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Link an Excel worksheet to a Word document

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 data

To link worksheet data to a Word document: Open the Excel document containing the data Select and copy the worksheet data to the

Clipboard Click in the Word document where you want to

insert the data Click the Edit menu and select Paste Special to

open the Paste Special dialog box Click the Paste link option in the Paste Special

dialog box, select the object to link, and click the OK button

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Use the Paste Special dialog box to link 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 menuto link an object

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The Paste Options Menu commands

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Update 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 and destination file open, when you update a link.

You might find it useful to have both files open and tile the windows so that you can watch the link automatically updated in one of the files when you make a modification to the other file.

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Tile the Word and Excel documents

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Edit the linked object in 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 linked to a Word document without ever opening the Word application.

The next time you do open the Word document, you will see the changes made in the Excel file have been automatically updated in the linked object in the Word document.

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View linked object changes in Word

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Test 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 if you change the pathname of one of the files, the other file will not be able to locate the linked data when it's updated.

You use the Links dialog box to break a link.

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How to break a link

To break an existing link: Right-click anywhere in the linked table, point to

Linked Worksheet Object on the shortcut menu, and then click Links to open the Links dialog box

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

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 destination file

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The Links dialog box

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View the final document

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End of lecture 11

Thank you!