Microsoft Office 2010- Illustrated Unit C: Integrating Word, Excel, Access, and PowerPoint

Objectives Integrate data among Word, Excel, Access, and PowerPoint Import a Word outline into PowerPoint Embed an Excel worksheet in PowerPoint Link Access and Excel objects to PowerPoint Manage links Microsoft Office 2010-Illustrated Introductory, Windows 7 Edition 2

Unit Introduction Examples of integration Store customer and product information in Access Analyze financial information in Excel Create sales literature in Word Present information using PowerPoint Create links in PowerPoint to keep data current Microsoft Office 2010-Illustrated Introductory, Windows 7 Edition 3

Integrating Data Among Word, Excel, Access, and PowerPoint Importing a Word outline into PowerPoint Allows you to save time rather than retype information You cannot create a link between the two files Embedding and Linking data Microsoft Office 2010-Illustrated Introductory, Windows 7 Edition 4

Integrating Data Among Word, Excel, Access, and PowerPoint PowerPoint presentation with integrated objects Word outline imported to PowerPoint Chart and worksheet object linked to Excel and Access Embedded Excel worksheet is not linked Microsoft Office 2010-Illustrated Introductory, Windows 7 Edition 5

Importing a Word Outline into PowerPoint Prepare for importing a Word outline Ensure headings are set as Heading 1 or 2 Word outline formatted in PowerPoint Heading 1: slide titles Heading 2: bulleted list Copy and Pasted text: appears in a text box as a text placeholder Microsoft Office 2010-Illustrated Introductory, Windows 7 Edition 6

Importing a Word Outline into PowerPoint Edited outline in Word Outline view Promote button Level of text at the location of the insertion point Demote button Level 1 headings start at the left margin Level 2 headings appear indented one tab stop Microsoft Office 2010-Illustrated Introductory, Windows 7 Edition 7

Importing a Word Outline into PowerPoint Formatted presentation and Outline tab Austin theme Slides tab Outline tab Title slide layout in the Austin theme Microsoft Office 2010-Illustrated Introductory, Windows 7 Edition 8

Embedding an Excel Worksheet in PowerPoint Object command: embedding tool Identifying an embedded Excel file Worksheet appears on PowerPoint slide Excel Ribbon and tabs appear PowerPoint title bar and menu bar appear above Excel tools Editing an embedded worksheet Embedded object uses default Office 2010 theme Double-click embedded object to edit Microsoft Office 2010-Illustrated Introductory, Windows 7 Edition 9

Embedding an Excel Worksheet in PowerPoint Resizing the worksheet object Dragging the Excel worksheet object to Row 6 and Column F Select All button Excel worksheet object resized Microsoft Office 2010-Illustrated Introductory, Windows 7 Edition 10

Embedding an Excel Worksheet in PowerPoint Labels and values entered in the worksheet object Completed Excel worksheet object Worksheet object formatted, sized, and positioned Microsoft Office 2010-Illustrated Introductory, Windows 7 Edition 11

Linking Access and Excel Objects to PowerPoint Access table pasted in PowerPoint is unlinked Linking from Access to PowerPoint Copy Access data to Excel as a link Copy Excel data and paste into PowerPoint as link Delegating the tasks Use Access to create a query and sort records Use Excel to perform calculations Present the data using PowerPoint Microsoft Office 2010-Illustrated Introductory, Windows 7 Edition 12

Linking Access and Excel Objects to PowerPoint Sorting the Category field in Query Design view Category Sort list arrow Microsoft Office 2010-Illustrated Introductory, Windows 7 Edition 13

Linking Access and Excel Objects to PowerPoint Formulas to calculating total tours by category Formula in cell E15 is =SUM(G9:G11) Formula in cell C15 is =SUM(G2:G6) Formula in cell D15 is =SUM(G7:G8) Microsoft Office 2010-Illustrated Introductory, Windows 7 Edition 14

Linking Access and Excel Objects to PowerPoint Copying a chart to PowerPoint Paste Options button The pasted chart is linked to PowerPoint by default Microsoft Office 2010-Illustrated Introductory, Windows 7 Edition 15

Managing Links Typical link management tasks: Update links manually Find source of links Break links Reason for breaking links Sending files to another user Edit Links dialog box in File tab Tool for managing links between files Microsoft Office 2010-Illustrated Introductory, Windows 7 Edition 16

Managing Links File tab Completed presentation in Slide Sorter View Edit Links to Files command Completed presentation in Slide Sorter View Microsoft Office 2010-Illustrated Introductory, Windows 7 Edition 17

Managing Links Unit C Integration Tasks object commands source program(s) destination program result connection Word In PowerPoint: New Slide/Slides from Outline PowerPoint Word outline inserted into PowerPoint; Level 1 headings are slide titles, Level 2 headings are bulleted items None Excel worksheet In PowerPoint: Insert/Object/ Create New Excel Excel worksheet create in PowerPoint, then updated by double-clicking and using Excel tools Embedded Access query Copy/Paste Link Access Access query is pasted into Excel as a link; linked data can only be formatted in Excel Linked Excel chart Access/Excel Chart created from linked Access query is pasted into PowerPoint as a link; when Access data changes, Excel & PowerPoint update changes Microsoft Office 2010-Illustrated Introductory, Windows 7 Edition 18