Integrating Microsoft Office XP

New Perspectives on Integrating MicrosoftOffice XP Tutorial 3

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Integrating Microsoft Office XP

Tutorial 3 – Integrating Word, Excel, Access, and PowerPoint


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XPMerge an Access query with a Word document

• The compatibility among Office XP applications makes it easy to share information between files of different formats.

• Merging Access data with a Word document is a common type of integration, resulting in a personalized set of documents, such as form letters, mailing labels, or envelopes.

• To execute a mail merge, you must first create the main document.

• This document contains the text that remains constant, plus the merge fields, which contain the variable text to be inserted from the data source.

• The data source can be the records in a database table or query.


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XPThe Mail Merge process

In this case, Mail Merge takes data from a data source, an Access query, and merges it into a Word document.


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XPDo a Mail Merge

• To perform a Mail Merge:– Open the Mail Merge Task Pane to specify the main

document and the data source

– Insert the merge fields in the document

– Complete the Mail Merge by merging the main document and the data source

• You can merge documents to a new Word document, to email, or directly to the printer.


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XPMail Merge Task Pane, step 1

In the first step of the Mail Merge process, you select the type of document you want to create by clicking one of the option buttons in the Mail Merge Task Pane.


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XPMail Merge Task Pane, step 3

In step 2 of the Mail Merge process, you had the option of using the current document as the merge document, or creating a new document. In this step, you choose the data source to be used for the merge. If you select the Use an existing list option, you can then click the Browse button to locate the file with the data.


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XPThe Mail Merge Recipients dialog box

When the data source has been selected, the Mail Merge recipients dialog box will open. In this dialog box you can select the names of people you want included in the merge, or you can click the Select All button to include all names in the data source.


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XPThe Insert Address Block dialog box

If your mail merge document includes an address block, you can open this dialog box, which lets you choose from several options for formatting the address information.


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XPThe Match Fields dialog box

Clicking the Match Fields button in the Insert Address dialog box opens this dialog box.

On the left are fields that Word expects in the address block. On the right are the fields in the data source file. Word automatically matches fields with the same name, or names that are close, and lists the fields that do not match, which you can edit manually.


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XPAn inserted Address Block

This figure shows the merge document with the Address Block that was created inserted at the desired location.


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XPThe Greeting Line dialog box

In addition to being able to insert an Address Block, the Mail Merge process also allows you to insert a customized greeting line in this dialog box. Choose the desired options, and click the OK button.


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XPA document with merge fields added

You can view the form document to be sure the correct table or query records were merged and that the correct data from the data source is placed in the appropriate merge fields. An example of a document with merged fields can be seen in this figure. In this case, an Address Block and a Greeting Line have both been inserted.


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XPView merged documents

• To view the form documents, click Next: Preview your letters on the Mail Merge Task Pane.

• Scroll through the form document by clicking the Next button (double arrow button) on the Mail Merge Task Pane. – This will advance you to the form document for each record in the data

source

• When you are satisfied with the way the merged documents look, complete the merge.

• If you choose to merge documents to a new Word document, which is the default setting, Word supplies the new document with a default name.

• The new Word document contains the document for each record specified in the data source.


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XPView a merged document

This figure shows one of the merged documents with the data from the data source added.

Note the Address Block and the Greeting Line are formatted as specified by the merge fields assigned to each area.


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XPPreview and print a merged document

• Previewing and printing a merged document is slightly different than previewing and printing other Word documents.

• When you are at Step 6 of the Mail Merge Task Pane, simply click the Print button.

• This opens a dialog box where you can specify the records you want to print.

• Like other printing processes, you can choose to preview your documents before you print them, which you might find useful to determine if the position of merged fields are satisfactory.


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XPPreview your document

This document shows a merge document in Print Preview mode. You can spot any errors in your merge fields here before printing all of the documents.


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XPCreate a Word outline

• Word provides tools that enable you to format text as an outline.

• To apply the outline format to text, switch to the Outline view by clicking the Outline View button on the horizontal scroll bar.

• The Outlining toolbar displays, which contains the Promote and Demote buttons you use to determine your outline levels.


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XPA document shown in Outline view

This Word document is shown in Outline view before any formatting has been applied.

The text is shown as Body Text.


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XPAdjust Outline levels

• You apply outline levels to paragraphs, which are defined by the nonprinting, end-of-paragraph mark.

• Click the Promote button to move the selected paragraph to the next higher outline level.

• Click the Demote button to move the selected paragraph to the next lower outline level.


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XPBody Text promoted to outline Level 1

The Body Text shown in the previous figure has now been promoted to outline Level 1.

Use the Promote and Demote buttons to change levels.


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XPThree levels of text in Outline view

This figure shows text now formatted in three outline levels.


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XPCreate PowerPoint slides from a Word outline

• One of the easiest ways to import information into PowerPoint is to create slides from an outline you generate in Word.

• PowerPoint converts the outline's headings structure to slide titles, first-level slide text, second-level slide text, and so forth.

• If you have a presentation already open in PowerPoint, click Insert on the menu bar, click Slides from Outline, locate the outline, and then click Insert.

• The slides are created and inserted after the current slide.


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XPA PowerPoint presentation created from a Word outline

This figure shows a presentation created from a Word outline. The outline pane displays the outline almost exactly as it appears in the Word document.


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XPCopy and paste an Access query into a PowerPoint presentation

• Although you cannot link or embed data from an Access table or query to a PowerPoint presentation, you can copy the data and paste it to a slide.– For example, you might want to include a slide in a presentation that

shows sales for certain products in certain regions

• You could query database records to display the results in tabular fashion and then copy the table and paste it to a slide.

• You can copy and paste data to a slide with or without a placeholder.– If you paste the copied data to a slide with no placeholder open, the

copied data appears as an object that you can move and resize by using its selection handles

– If you paste the data into a bulleted list placeholder, the data assumes a list format


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XPSelect the Access data

Run the Access query and select the data to be pasted into the PowerPoint slide. You can select the entire result datasheet by clicking the selector to the left of the column headings.


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XPAn Access table copied to a PowerPoint slide

This figure shows an Access table that has been copied to a PowerPoint slide.

Note the selected table has sizing handles that can be used to resize and move the table.


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XPThe final query table in a PowerPoint slide

This figure shows that the query table data shown in the previous slide has now been resized and repositioned in the PowerPoint slide.


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XPInclude Excel data in a PowerPoint presentation

• You use Excel to calculate, analyze, and chart data.

• Charts are ideal content for slides because they graphically illustrate numerical data that is sometimes difficult to interpret.

• They can also be formatted to add color and shape to the presentation.

• Often, data upon which a chart in your presentation is based is changed or modified in the worksheet.


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XPLink an Excel chart to a PowerPoint presentation

• You can link worksheet data and charts to your presentation file.

• Any changes made to the source file (the Excel workbook) are automatically made to the destination file (the PowerPoint slide containing the data or chart).

• To link a chart to a PowerPoint presentation, copy it in the source file and then paste it to the destination file by using the Paste Special command on the Edit menu.

• In the Paste Special dialog box, click the Paste link option button.


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XPAn Excel chart in a PowerPoint slide

This figure shows a three-dimensional pie chart that has been copied from Excel and pasted (as linked data) into a PowerPoint presentation.

If the data in the Excel worksheet changes, the pie chart will automatically be altered to reflect those changes.

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Integrating Microsoft Office XP