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Integrating Microsoft Integrating Microsoft Office 2003Office 2003

Tutorial 2 – Integrating Word, Tutorial 2 – Integrating Word, Excel, and AccessExcel, and Access

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Collect text from Office documents Collect text from Office documents on the Clipboard Task Paneon the Clipboard Task Pane

The Clipboard Task Pane (also The Clipboard Task Pane (also called the Clipboard) is a feature called the Clipboard) is a feature that is common to all of the Office that is common to all of the Office applications.applications.– It is a simple way to cut/copy and It is a simple way to cut/copy and

paste information from one paste information from one application into another. application into another.

The items you cut or copy stay on The items you cut or copy stay on the Clipboard until you exit Office. the Clipboard until you exit Office.

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Use the clipboardUse the clipboard

To use the Clipboard, open the application To use the Clipboard, open the application you want to use, click Edit on the menu bar you want to use, click Edit on the menu bar and then click Office Clipboard. and then click Office Clipboard.

The Clipboard Task Pane opens.The Clipboard Task Pane opens.As you work in your document, anything you As you work in your document, anything you

copy or cut will appear in the Clipboard.copy or cut will appear in the Clipboard.When you want to paste that item somewhere When you want to paste that item somewhere

else (either in the same document or a else (either in the same document or a different one), place your cursor in the different one), place your cursor in the appropriate spot in your document and then appropriate spot in your document and then click the item on the Clipboard to be inserted.click the item on the Clipboard to be inserted.

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An empty clipboardAn empty clipboard

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The Clipboard with an The Clipboard with an item copied to ititem copied to it

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Find Office documents with Find Office documents with the Search Task Panethe Search Task PaneThe Search Task Pane is a tool that The Search Task Pane is a tool that

enables you to find files that contain the enables you to find files that contain the text you specify. text you specify.

This is referred to as a basic search. This is referred to as a basic search. You can also use the Search Task Pane to You can also use the Search Task Pane to

search for a file based on it's properties. search for a file based on it's properties. To conduct a search, you enter your To conduct a search, you enter your

search criteria and then click the Search search criteria and then click the Search button.button.

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Search Pane featuresSearch Pane features

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The Search Task Pane with The Search Task Pane with search criteriasearch criteria

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The Search Results Task PaneThe Search Results Task Pane

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Paste selections from Office Paste selections from Office documents to Worddocuments to WordOnce you have copied an item to the Once you have copied an item to the

Office Clipboard, click where you want to Office Clipboard, click where you want to insert the item, then click the item in the insert the item, then click the item in the Clipboard. Clipboard.

The text or object will appear in the The text or object will appear in the document.document.

When you paste text, the Paste Options When you paste text, the Paste Options button appears. button appears.

You use this button to determine how the You use this button to determine how the information you pasted should be information you pasted should be formatted in the Word document.formatted in the Word document.

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Pasting text and the Pasting text and the Paste Options buttonPaste Options button

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Learn about importing Learn about importing and exporting dataand exporting data Importing data from one Office application to Importing data from one Office application to

another converts the data from its original another converts the data from its original source program format to a format that is source program format to a format that is supported by the destination program. supported by the destination program. – When you import, you start in the destination When you import, you start in the destination

program and import from the source programprogram and import from the source programExporting is like importing in that it converts Exporting is like importing in that it converts

data from one program format to another. data from one program format to another. – When you export, you start in the source program When you export, you start in the source program

and export to the destination programand export to the destination programThe advantage of importing and exporting is that The advantage of importing and exporting is that

you can use the destination program's tools and you can use the destination program's tools and features to view and manipulate the data. features to view and manipulate the data.

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Use the Import Spreadsheet Use the Import Spreadsheet WizardWizardDepending upon which applications you Depending upon which applications you

are trying to import or export to or from, are trying to import or export to or from, you will see different dialog boxes. you will see different dialog boxes.

When you import Excel data into When you import Excel data into Access, the Import Spreadsheet Wizard Access, the Import Spreadsheet Wizard will appear.will appear.

The Import Spreadsheet Wizard will step The Import Spreadsheet Wizard will step you through the process and allow you you through the process and allow you to determine exactly how the data will be to determine exactly how the data will be imported.imported.

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Import an Excel list into Import an Excel list into an Access databasean Access databaseTo Import an Excel list into an Access database:To Import an Excel list into an Access database:– Open the Access database into which you want to Open the Access database into which you want to

import the Excel list import the Excel list – Click Get External Data from the File menu and select Click Get External Data from the File menu and select

ImportImport– When the Import dialog box opens, click the File of When the Import dialog box opens, click the File of

type list arrow and then click Microsoft Excel type list arrow and then click Microsoft Excel – Locate the Excel workbook that you want to import the Locate the Excel workbook that you want to import the

list from and then double-click on the filename list from and then double-click on the filename This will open the Access Import Spreadsheet This will open the Access Import Spreadsheet

Wizard dialog box.Wizard dialog box.Follow the directions in the wizard to complete Follow the directions in the wizard to complete

the import process.the import process.

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The Import Spreadsheet The Import Spreadsheet Wizard dialog box 1Wizard dialog box 1

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Import Spreadsheet Wizard Import Spreadsheet Wizard dialog box 3dialog box 3

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Query an Access databaseQuery an Access database

The easiest way to create a query in The easiest way to create a query in Access is to use the Simple Query Access is to use the Simple Query Wizard, which takes you step-by-step Wizard, which takes you step-by-step through setting up a query. through setting up a query.

To create a query, select Queries on To create a query, select Queries on the Object bar and then double-click the Object bar and then double-click Create query by using wizard. Create query by using wizard.

This will open the Simple Query This will open the Simple Query Wizard.Wizard.

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Simple Query Wizard optionsSimple Query Wizard options

As you move through the Simple As you move through the Simple Query Wizard, you can make a Query Wizard, you can make a variety of selections:variety of selections:– The table or query from which the The table or query from which the

query will be createdquery will be created– The fields that will be usedThe fields that will be used– Whether you want to view detail or Whether you want to view detail or

summary informationsummary information– The title of the queryThe title of the query

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Open the query in Design Open the query in Design viewview

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Results of the modified queryResults of the modified query

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Export an Access query Export an Access query to a Word documentto a Word documentA query created in Access can be A query created in Access can be

exported. exported. To export a query, convert it to rich To export a query, convert it to rich

text formattext format——a format that preserves a format that preserves the layout of the data.the layout of the data.

This conversion makes the data into a This conversion makes the data into a text file with the .rtf extension. text file with the .rtf extension.

This file can then be inserted into a This file can then be inserted into a Word document.Word document.

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How to export a queryHow to export a query

To export an Access query to a Word To export an Access query to a Word document:document:– Open the query in datasheet view, and click the Open the query in datasheet view, and click the

File menuFile menu– Click the Export option to open the Export dialog Click the Export option to open the Export dialog

box box – Specify a file name or keep the default nameSpecify a file name or keep the default name– Change the Save as type option to “Rich Text Change the Save as type option to “Rich Text

Format”Format”– Change the Save in location to the same folder Change the Save in location to the same folder

containing the Word document, if necessarycontaining the Word document, if necessary– Click the Export All button to save the file in the Click the Export All button to save the file in the

specified location in rich text formatspecified location in rich text format

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Insert an exported query Insert an exported query into a Word documentinto a Word documentTo insert the exported query into Word:To insert the exported query into Word:– Open or select from the taskbar the Word Open or select from the taskbar the Word

document to receive the querydocument to receive the query– Place the insertion point at the location in the Place the insertion point at the location in the

Word document where you want the query to goWord document where you want the query to go– Click the Insert menu, then click File to open the Click the Insert menu, then click File to open the

Insert dialog boxInsert dialog box– Change the Files of type option to Rich Text Change the Files of type option to Rich Text

Format, and locate the drive and folder containing Format, and locate the drive and folder containing the file the file

– Select the file name and click the Insert button to Select the file name and click the Insert button to insert the query into the Word documentinsert the query into the Word document

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A query imported into A query imported into a Word documenta Word document

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Completed brochure in Print Completed brochure in Print PreviewPreview

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Integrating Microsoft Integrating Microsoft Office 2003Office 2003

EndEndTutorial 2 – Integrating Word, Excel, Tutorial 2 – Integrating Word, Excel, and Accessand Access