Microsoft Excel 2007 – Level 2 Chapter 8 IMPORTING, EXPORTING, AND DISTRIBUTING DATA

Performance Objectives Import data from an Access table, from a Web site, or from a CSV text file Append data from an Excel worksheet to an Access table Embed and link data in an Excel worksheet to a Word document or to a PowerPoint presentation Export data as a comma delimited file Scan and remove private or confidential information from a workbook Mark a workbook as final Check a workbook for incompatible features with earlier versions of Excel Add a digital signature to a workbook Describe how digital rights management restricts access to specific users to view, edit, or print a workbook

Importing Data into Excel Make active the cell into which the import should begin Then click and click the desired type of data and its source Data must be in one of the many supported formats

Importing Data from an Access Database Can import Access data as an Excel table, a PivotTable Report, or a PivotChart/PivotTable Report into an active worksheet or a new worksheet 1. Open a workbook and make active the cell into which the import should begin 2. Click 3. Locate and double-click the Access file 4. If more than one table, double-click the desired table 5. The Import Data dialog box appears

Importing Data from an Access Database …/2 Select how the data should be stored and where to place it Then click OK

Importing Data from a Web Site Click Navigate to desired web site Click to select table(s) changes to green checkmark Then click Import

Importing Data from a Web Site.../2 Choose where to place the data Click OK

Importing Data from a Text File Text files contain only printable letters, numbers, and symbols, with no formatting Formats commonly used in text files Delimited Text File - uses a special character to separate one column from the next Example: .CSV (comma separated value) files Fixed-Width Text File - number of characters or spaces in each column is the same Text files are commonly used to exchange data between dissimilar programs

Importing Data from a Text File ../2 1. Open a workbook and make active the cell into which the import should begin 2. Click 3. Locate and double-click the text file 4. The Text Import Wizard appears

Importing Data from Text Files…/3 Change data type as needed Change value as needed to remove heading rows Click

Importing Data from Text Files…/4 Set the delimiter Select the Text qualifier Click If the file is fixed width, the Step 2 dialog box allows you to set the column breaks

Importing Data from Text Files…/5 Review and set the data format for each column Click

Importing Data from Text Files…/6 Indicate where to place the data Click OK The data is imported into the Excel worksheet

Exporting Data from Excel Export data by copying to the clipboard and pasting into a destination application such as Microsoft Access, Word, and PowerPoint OR Export data by saving the worksheet as a separate file in another format that is readable by a particular application

Exporting Data to Access Copy and paste to an Access table datasheet, query, or form Select and copy Excel data If appending to a table, open the Access table in Datasheet view In Access click Paste (for a New Table) or Paste Append (to add to the end of an existing table) Records are added to the Access table Column structures must match

Copy and paste to an Word document Exporting to Word Copy and paste to an Word document Select and copy Excel columns to the clipboard In an open word document click Paste (a simple Paste for data that won’t change) or Paste Special (to embed a table of data as a dynamic object or to link a table as a dynamic object) Data is added to the document

Ways to Paste Paste Special… Paste Special … Paste Paste Type Use Description Paste Data not likely to be updated or require editing; not stored as an object Copy and Embed Paste Special… As an Microsoft Office Excel Worksheet Object Need to update this data using Excel’s editing tools and features; double-click object to edit it in Excel Copy and Link Paste Special … As an Microsoft Office Excel Worksheet Object with Paste Link selected This data will be updated automatically if the original workbook changes; the data only exists in Excel If the source workbook is moved, links to the data will need to be updated

Paste Special Dialog Box Select to paste the data as an embedded object Select to paste as an object Select to paste the data as a linked object

Editing a Pasted Object Copied cells are stored as an object in the Word document Embedded object Double-click the embedded object to open and edit it in Excel. Copied cells are stored as a link in the Word document, but as an object in the Excel workbook Linked object Make changes in Excel; the changes show automatically in an open Word document. When opening the Word document, Word prompts to see if linked objects should be updated.

Breaking a Link to an Object Right-click the linked object Click

Breaking a Link to an Object../2 Click the linked object entry Click

Embedding Excel Data in PowerPoint Copy and paste into a PowerPoint slide Select and copy Excel columns to the clipboard In an open PowerPoint slide click Paste (a simple Paste for data that won’t change) or Paste Special (to embed a table of data as an object or to link a table as an object) Data is added to the slide --The same procedure as for Word--

Exporting Data as a Text File Office button, Save As Click down arrow to see choices, then select desired type Enter a name Click Save Reply to prompts regarding compatibility cautions

Supported Text File Formats Text File Format Option File Extension Text (tab delimited) .txt Unicode text CSV (comma delimited) .csv Formatted text (space delimited) .prn Text (Macintosh) Text (MS-DOS) CSV (Macintosh) CSV (MS-DOS)

Preparing a Workbook for Distribution To remove personal, sensitive, confidential, or hidden information before distribution

Document Inspector dialog box Checkmark items to be inspected Click Inspect

Document Inspector results Review items and optionally reinspect Can Reinspect or Close

Mark a Workbook as Final Once Marked Final, the document becomes read-only. To edit a document marked as final, click again Office, Prepare, Mark as Final

Using the Compatibility Checker

Using a Digital Signature Applying a digital signature locks the document so it can’t be edited or changed until the signature is removed Obtain a digital signature from a commercial certification authority or create your own* * Only possible if enabled on your computer or network; saved as part of the user Login settings

Creating/Applying a Digital Signature Click Click OK Fill in, and Click Create Type reason and Click Sign Only necessary to create a signature once per user

Removing a Digital Signature Click down arrow Click to Remove

Restricting Permissions Windows Rights Management Services * Microsoft Windows Rights Management Services (RMS) for Windows Server 2003 is information protection technology that works with RMS-enabled applications to help safeguard digital information from unauthorized use Allows workbook creator to set up permissions to access the current workbook Permissions involve levels as to read, edit, print, or copy all or part of the workbook * Must be installed on all workgroup computers

Features Summary How do you import data into Excel? Make active the cell into which the import should begin Then click and click the desired type of data

3. Locate and double-click the Access file Features Summary How do you export Excel data to an Access table? 1. Open a workbook and make active the cell into which the import should begin 2. Click 3. Locate and double-click the Access file 4. If more than one table, double-click the desired table 5. Respond to prompts in the Import Data dialog box appears

Features Summary How do you export Excel data to a text file? Save the workbook As a text file

Features Summary How do you embed Excel data into a Word document? Select and copy Excel data to the clipboard In an open word document click Paste Special (to embed a table of data as a dynamic object)

Features Summary How do you link Excel data into a Word document? Select and copy Excel columns to the clipboard In an open word document click Paste Special (to link a table of data as a dynamic object)

Click the Office button, Prepare, Features Summary How can you inspect a document for personal data, hidden data, or metadata? Click the Office button, Prepare, Inspect Document

Click Office, Prepare, Add a digital signature Features Summary How do you sign a workbook? Click Office, Prepare, Add a digital signature

No, the document is locked until the digital signature is removed Features Summary Can you edit a document after inserting a digital signature into the document? No, the document is locked until the digital signature is removed

Click Office, Prepare, Mark as Final Features Summary How do you mark a document as Final? Click Office, Prepare, Mark as Final

Features Summary Can you edit a document that has been marked as final? No, not until it has been reset by clicking Office, Prepare, Mark as Final

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