Microsoft Excel 2003 Illustrated Complete Data with Other Programs Exchanging

2Exchanging Data with Other ProgramsUnit M  Plan a data exchange  Import a text file  Import a database table  Insert a graphic file in a worksheet Objectives

3Exchanging Data with Other ProgramsUnit M  Embed a worksheet  Link a worksheet to another program  Embed an Excel chart into a PowerPoint slide  Import a list into an Access table Objectives

4Exchanging Data with Other ProgramsUnit M Planning a Data Exchange  Guidelines to plan a data exchange between Excel and other Office programs –Identify the data you want to exchange Its file type and program used to create it, known as the source programIts file type and program used to create it, known as the source program –Determine the program with which you want to exchange data The program that receives the data is known as the destination programThe program that receives the data is known as the destination program

5Exchanging Data with Other ProgramsUnit M Planning a Data Exchange (cont.)  Guidelines to plan a data exchange between Excel and other Office programs (cont.) –Determine the goal of your data exchange Use object linking and embedding, or OLEUse object linking and embedding, or OLE The data to be exchanged in known as an objectThe data to be exchanged in known as an object Use embedding to insert a copy of the original object in the destination fileUse embedding to insert a copy of the original object in the destination file Use linking when you want information you inserted updated automatically when the data in the source file changesUse linking when you want information you inserted updated automatically when the data in the source file changes

6Exchanging Data with Other ProgramsUnit M Planning a Data Exchange (cont.)  Guidelines to plan a data exchange between Excel and other Office programs (cont.) –Set up the data exchange –Execute the data exchange

7Exchanging Data with Other ProgramsUnit M Original object Copy of original object Double-click embedded object to edit it using source program tools Destination document Changes to the original object will not affect embedded copy Embedded object

8Exchanging Data with Other ProgramsUnit M Original object Changes to the original object appear in destination document Destination document Linked object

9Exchanging Data with Other ProgramsUnit M Planning a Data Exchange (cont.) Importable file formats and extensions

10Exchanging Data with Other ProgramsUnit M Importing a Text File  Import data into Excel as long as Excel can read the data –Use the Save As command to save the data in Excel format –Text files use a tab or space as the delimiter, or column separator, to separate columns of data –When you import a text file into Excel, the Text Import Wizard automatically opens and describes how text is separated in the imported file

11Exchanging Data with Other ProgramsUnit M Importing a Text File (cont.) Original data type is delimited Three column headings Contents preview

12Exchanging Data with Other ProgramsUnit M Importing a Text File (cont.)  Other ways to import files 1.Open the Text Import Wizard is by pointing to Import External Data on the Data menu, clicking Import Data, then selecting a data source 2.On the Desktop, drag a text file into a blank worksheet

13Exchanging Data with Other ProgramsUnit M Importing a Database Table Imported Access table External Data toolbar

14Exchanging Data with Other ProgramsUnit M Importing a Database Table (cont.)  Using Smart Tags –When Excel recognizes certain data types, it marks the cell with a small purple triangle, or smart tag –To view a list of actions you can take, point to the smart tag, then click the Smart Tag Actions button that appears

15Exchanging Data with Other ProgramsUnit M Importing a Database Table (cont.)  Exporting cell data –Most of the file types that Excel can import are also the file types Excel can export –Excel can export HTML and XML formats for the Web

16Exchanging Data with Other ProgramsUnit M Inserting a Graphic File in a Worksheet  Us the Picture options on the Insert menu to insert a graphic into a worksheet –Use the tools on the Picture toolbar to format the picture

17Exchanging Data with Other ProgramsUnit M Inserting a Graphic File in a Worksheet (cont.) Inserted graphic

18Exchanging Data with Other ProgramsUnit M Inserting a Graphic File in a Worksheet (cont.)  Importing data from HTML files –Use the drag and drop method Drag and drop the data from one program window to anotherDrag and drop the data from one program window to another –Use the Insert Object command

19Exchanging Data with Other ProgramsUnit M Embedding a Worksheet  Embedding objects allows you to edit an Excel workbook from within a different program using Excel commands and tools –All necessary information for the embedded object is in the object itself –Double-click the embedded object to edit it in Excel –Display the embedded data itself or an icon representing the data

20Exchanging Data with Other ProgramsUnit M Embedding a Worksheet (cont.) Icon representing the embedded worksheet

21Exchanging Data with Other ProgramsUnit M Linking a Worksheet to Another Program  Linking a worksheet into another program retains a connection with the original document as well as the original program –When you double-click a linked object, the object’s source document opens –Changes you make to the original worksheet are reflected in the linked object

22Exchanging Data with Other ProgramsUnit M Linking a Worksheet to Another Program (cont.) Linked worksheet

23Exchanging Data with Other ProgramsUnit M Linking a Worksheet to Another Program (cont.)  Managing links –When you make changes to a source file, the link is updated automatically each time you open the destination document –Manage links using the Links dialog box Click Links on the Edit menuClick Links on the Edit menu –Update a link, change a link, remove a link

24Exchanging Data with Other ProgramsUnit M Embedding an Excel Chart into a PowerPoint Slide  Microsoft PowerPoint is a presentation graphic program that you use to create slide show presentations –Adding an Excel chart to a slide can help illustrate data

25Exchanging Data with Other ProgramsUnit M Embedding an Excel Chart into a PowerPoint Slide (cont.) Embedded Excel chart

26Exchanging Data with Other ProgramsUnit M Importing a List into an Access Table  Column labels in Excel become field names in Access –Once converted to Access format, a data list is called a table –In the process of importing an Excel list, Access will specify a primary key for the new table A primary key is the field that contains unique information for each record (row) of informationA primary key is the field that contains unique information for each record (row) of information

27Exchanging Data with Other ProgramsUnit M Importing a List into an Access Table (cont.) Excel data to be imported

28Exchanging Data with Other ProgramsUnit M Importing a List into an Access Table (cont.) Field names

29Exchanging Data with Other ProgramsUnit M Importing a List into an Access Table (cont.) Primary key Access table

30Exchanging Data with Other ProgramsUnit M Summary  Import text files into Excel worksheets  Import database tables into Excel worksheets  Insert graphic files into Excel worksheets  Embed and link worksheets  Import an Excel list into Access