Skills© Paradigm Publishing, Inc. 1
Marquee Series Microsoft Office 2016
Skills© Paradigm Publishing, Inc. 2 Skills© Paradigm Publishing, Inc. 2
Integrating ProgramsWord, Excel, Access, and PowerPoint
1.1 Export Access Data to Excel
1.2 Export an Access Table to Word
1.3 Import Data into an Access Table
CHECKPOINT 1
1.4 Export a Presentation to Word
1.5 Export a Word Outline to a Presentation
1.6Link Excel Charts with a Document
and Presentation
1.7 Edit a Linked Object
1.8 Embed a Word Table in a PowerPoint Slide
1.8 Edit an Embedded Object
CHECKPOINT 2
1.9 Link Excel Data to an Access Table
1.10Embed an Excel Worksheet into a Word Document
1.11 Edit an Embedded Worksheet
CHECKPOINT 3
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Export Access Data to ExcelTo export an Access table, form, or query to Excel:1. Open the database.2. Click the object in the
Navigation pane.3. Click the External Data tab.4. Click the Excel button in the
Export group.
steps continue on next slide…
Excel button
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Export Access Data to Excel…continued5. At the Export - Excel
Spreadsheet dialog box, click the Browse button.
6. At the File Save dialog box, navigate to the desired folder and then click the Save button.
7. Click options at the Export - Excel Spreadsheet dialog box.
8. Click OK.Export - Excel Spreadsheet dialog box
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Export an Access Table to WordTo export an Access table to Word:1. Open the database.2. Click the table in the
Navigation pane.3. Click the External Data tab.4. Click the More button in the
Export group.5. Click the Word option at the
drop-down list.
steps continued on next slide…
Word option
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Export an Access Table to Word…continued5. At the Export - RTF File dialog
box, click the Browse button.6. At the File Save dialog box,
navigate to the desired folder and then click the Save button.
7. Click options at the Export - RTF File dialog box.
8. Click OK.
Export - RTF File dialog box
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Export an Access Table to Word…continuedTo change to landscape orientation:1. Click the Page Layout tab.2. Click the Orientation button in
the Page Setup group.3. Click Landscape at the drop-
down list.
Orientation button
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Export an Access Table to Word…continuedTo AutoFit the contents of the table:1. Click the Table Tools Layout tab.2. Click the AutoFit button in the Cell
Size group.3. Click AutoFit Window at the drop-
down list.
AutoFit button
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Export an Access Table to Word…continued
Option ActionAutoFit Contents adjusts table to accommodate the
table textAutoFit Window resizes table to fit within the window
or browser; if browser changes size, table size automatically adjusts to fitwithin window
Fixed Column Width adjusts each column to a fixed width using the current widths of the columns
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Import Excel Data into an Access TableTo import data to a new table:1. Open the database.2. Click the External Data tab.3. Click the Excel button in the Import & Link group.4. At the Get External Data - Excel Spreadsheet dialog box, click the
Browse button.
steps continued on next slide…Browse button
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Import Excel Data into an Access Table…continued5. At the File Open dialog box,
navigate to the desired folder and then double-click the file.
6. At the Get External Data - Excel Spreadsheet dialog box, click OK.
7. At the first Import Spreadsheet Wizard dialog box, insert a check mark in the First Row Contains Column Headings check box and then click the Next button.
steps continue on next slide…
First Row Contains Column Headings option
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Import Excel Data into an Access Table…continued8. At the second dialog box, click
the Next button.9. At the third dialog box, click the
Choose my own primary key option and then click the Next button.
10. At the fourth dialog box, type in the Import to Table text box and then click the Finish button.
11. At the Get External Data - Excel Spreadsheet dialog box, click the Close button.
Choose my own primary key option
Import to Table text box
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Import Excel Data into an Access Table…continued Import data from another program into an Access table or link the
data. Consider linking an Excel file instead of importing if you want to
keep data in an Excel worksheet but use Access to perform queries and create reports.
In Access, you can only update linked data in one direction. Once an Excel table is linked to Access, you cannot edit data in the Access table.
Update the data in the Excel file and the Access table will reflect the changes but you cannot update data within Access.
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CHECKPOINT 1
1) When you export an Access table to Word, this is the default file extension.a. .docxb. .accdbc. .rtfd. .txt
3) This table feature contains three options for adjusting table contents.a. AutoAdjustb. AutoFitc. AutoContentsd. AutoTable
2) In Word, the Orientation button is on this tab.a. Homeb. Page Layoutc. Insertd. View
4) In Access, you can update linked data in this many directions.a. oneb. twoc. threed. four
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Export a PowerPoint Presentation to WordTo Export a PowerPoint Presentation to Word:1. Open the PowerPoint
presentation.2. Click the FILE tab.3. Click the Export option.4. Click the Create Handouts option.5. Click the Create Handouts button.
steps continued on next slide…
Create Handouts button
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Export a PowerPoint Presentation to Word…continued6. Choose the desired options at the
Send to Microsoft Word dialog box.7. Click OK.
Send to Microsoft Word dialog box
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Export a Word Outline to a PowerPoint PresentationTo insert the Send to Microsoft PowerPoint button on the Quick Access Toolbar:1. Click the Customize Quick Access Toolbar
button.2. Click More Commands to open the
Word Options dialog box.3. Click the Choose commands from
option box arrow.4. Click All Commands.5. Scroll down and double-click Send to
Microsoft PowerPoint.6. Click OK.
Customize Quick Access Toolbar button
Word Options dialog box
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Export a Word Outline to a PowerPoint Presentation…continued
To send a Word outline to a PowerPoint presentation:1. Open the Word document.2. Click the Send to Microsoft
PowerPoint button on the Quick Access Toolbar.
Send to Microsoft PowerPoint button
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Export a Word Outline to a PowerPoint Presentation…continued
To change a PowerPoint slide layout:1. Make the slide active.2. Click the Layout button in the
Slides group on the Home tab.3. Click layout option at the
drop-down list.
Layout button
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Export a Word Outline to a PowerPoint Presentation…continued
To apply a design theme to the PowerPoint presentation:1. Click the Design tab.2. Click the More button at the right side of the Themes thumbnails.3. Click theme from the drop-down gallery of choices.
themes
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Export a Word Outline to a PowerPoint Presentation…continued
To remove the Send to Microsoft PowerPoint button from the Quick Access Toolbar:1. Right-click the Send to Microsoft PowerPoint button on the
Quick Access Toolbar.2. Click the Remove from Quick Access Toolbar option at the
shortcut menu.
Remove from Quick Access Toolbar option
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Link Excel Charts with a Document and Presentation
Copy and link an object such as a table or chart to files created in other programs. For example, copy an Excel chart and link it to a Word document and/or a PowerPoint presentation.
The advantage to copying and linking over just copying and pasting is that when you edit the object in the originating program, called the source program, the object is updated in the linked file in the other program, called the destination program.
When an object is linked, it exists in the source program but not as a separate object in the destination program.
An object can be linked to more than one destination program or file.
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Link Excel Charts with a Document and Presentation…continued
To link an Excel chart with a Word document and a PowerPoint presentation:1. Open Excel, Word, and PowerPoint
and the files in each program.2. Make Excel the active program.3. Click the chart to select it.4. Click the Copy button in the
Clipboard group on the Home tab.
steps continue on next slide…
selected Excel chart
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Link Excel Charts with a Document and Presentation…continued
5. Click the Word button on the taskbar.
6. Position the insertion point.7. Click the Paste button arrow.8. Click Paste Special at the drop-
down list.9. At the Paste Special dialog box,
click the Paste link option, click the Microsoft Excel Chart Object option in the As list box, and then click OK.
steps continue on next slide…
Paste Special dialog box
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Link Excel Charts with a Document and Presentation…continued
10. Click the PowerPoint button on the taskbar.
11. Make the slide active.12. Click the Paste button arrow.13. Click Paste Special.14. At the Paste Special dialog
box, click the Paste link option, make sure Microsoft Excel Chart Object is selected in the As list box, and then click OK.
Paste link option
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Edit a Linked ObjectTo edit a linked object:1. Make the source program the
active program.2. Edit the source file.3. Save the source file.4. Make the destination program
the active program and open the destination file.
5. Notice that the linked object is automatically updated.
Excel source file
Word destination file
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Embed a Word Table in a PowerPoint SlideTo embed a Word table in a PowerPoint presentation:1. Open Word and open the file
containing the table to embed.2. Click in a cell in the table.3. Click the Table Tools Layout tab.4. Click the Select button in the
Table group and then click Select Table at the drop-down list.
5. Click the Copy button.
steps continue on next slide…
Select button
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Embed a Word Table in a PowerPoint Slide…continued6. Open PowerPoint and open
the file into which the object will be embedded.
7. Click the Paste button arrow and then click Paste Special.
8. At the Paste Special dialog box, click the object in the As list box.
9. Click OK. As list box
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Edit an Embedded ObjectTo edit an embedded object:1. Open the file containing the embedded object.2. Double-click the object.3. Make edits.4. Click outside the object.
embedded Word table
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CHECKPOINT 2
1) In PowerPoint, click this tab to access the Export option.a. Insertb. Homec. Filed. View
3) You can also link an object in Word using options at this dialog box.a. Linksb. Objectc. Connectd. Alternate
2) When copying or linking, the original program is called this.a. destinationb. sourcec. masterd. template
4) To edit an embedded object, do this to the embedded object.a. double-clickb. single-clickc. right-clickd. drag
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Link Excel Data to an Access TableTo link data to a new table:1. Open the database.2. Click the External Data tab.3. Click the Excel button in the Import & Link group.4. At the Get External Data - Excel Spreadsheet dialog box, click
the Browse button.
steps continue on next slide… Browse button
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Link Excel Data to an Access Table…continued5. At the File Open dialog box,
navigate to the folder and then double-click the file.
6. Click the Link to the data source by creating a linked table. option at the Get External Data - Excel Spreadsheet dialog box.
7. Click OK.
steps continue on next slide…
Link to the data source by creating a linked table. option
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Link Excel Data to an Access Table…continued8. At the first Link Spreadsheet
Wizard dialog box, make sure the First Row Contains Column Headings option contains a check mark and then click the Next button.
9. At the second dialog box, type in the Linked Table Name text box and then click the Finish button.
10. Click OK.
Linked Table Name text box
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Link Excel Data to an Access Table…continued
If you want to delete the link to a table, open the database and then click the table in the Navigation pane. Click the Home tab and then click the Delete button in the Records group. At the question asking if you want to remove the link to the table, click Yes.
Access deletes the link and removes the table’s name from the Navigation pane.
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Embed an Excel Worksheet into a Word Document
Copy an object between files in a program, link an object, or embed an object.
A linked object resides in the source program but not as a separate object in the destination program.
An embedded object resides in the file in the source program as well as in the destination program.
If a change is made to an embedded object in the source program, the change is not made to the object in the destination program.
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Embed an Excel Worksheet into a Word Document…continued
To embed an Excel worksheet into a Word document:1. Open Word and Excel and the files.2. Make Excel the active program and
select the chart to link.3. Click the Copy button in the Clipboard
group on the Home tab.4. Click the Word button on the taskbar.
steps continue on next slide…
Copy button
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Embed an Excel Worksheet into a Word Document…continued
5. Click the Paste button arrow and then click Paste Special.6. Click the Microsoft Excel Worksheet Object in the As list box.7. Click OK.
Paste Special dialog box
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Embed an Excel Worksheet into a Word Document …cont.
To embed an object from an existing file:1. In the destination program document, position the insertion point
where you want the object embedded.2. Click the Object button in the Text group on the Insert tab. 3. At the Object dialog box with the Create from File tab selected, type the
desired file name in the File name text box or click the Browse button and then select the desired file from the appropriate folder.
Object dialog box
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Edit an Embedded WorksheetTo edit an embedded object:1. In the source program, double-
click the embedded object.2. Make the edits.3. Click outside the object.
embedded object
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Editing an Embedded Worksheet…continued
If you double-click a linked or embedded object and a message appears telling you that the source file or source program cannot be opened, consider the following troubleshooting options: Check to make sure that the source program is installed on
your computer. If the source program is not installed, convert the object to the
file format of a program that is installed. Check to make sure the source program does not have any
dialog boxes open and, if it is a linked object, check to make sure someone else is not working in the source file.
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CHECKPOINT 3
1) Access uses these to represent linked tables and tables that are stored in the current database.a. tabsb. groupsc. iconsd. combination
3) This object resides in the source program but not as a separate object in the destination program.a. embeddedb. linkedc. movedd. duplicated
2) In Access, the Delete button to delete a table is on this tab.a. Fileb. Homec. Insertd. Page Layout
4) This object resides in the document in the source program as well as the destination program.a. embeddedb. linkedc. movedd. duplicated
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