1. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. Office Excel 2003 Working Together 1 LAB#4 Linking, Embedding, and E-mailing

2. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. EXWT1-2 Outline Sharing Information Between Applications –Copying a Worksheet to a Word Document

3. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. EXWT1-3 Outline continued Linking Between Applications –Updating a Linked Object –Editing Links –Embedding an Object in Another Application –Updating an Embedded Object Saving a Worksheet as XML

4. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. EXWT1-4 Outline continued E-mailing a Memo Deciding When to Link or Embed Objects Key Terms FAQs Discussion Questions

5. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. EXWT1-5 Sharing Information Between Applications All Microsoft Office 2003 applications have a common user interface –Designed to work together –Similar commands and menu structures Can copy information between Word 2003 and Excel 2003

6. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. EXWT1-6 Copying a Worksheet to a Word Document Insert worksheet and chart

7. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. EXWT1-7 Word & Excel Tiled window

8. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. EXWT1-8 Inserting an Excel Chart into Word Chart copied to the Word document

9. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. EXWT1-9 Linking Between Applications Linked object Source file Destination file Live link

10. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. EXWT1-10 Creating a Link Pastes as a link Select the object type for the linked object

11. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. EXWT1-11 Updating a Linked Object If a copied object is linked, changes to the source will be reflected in the linked object Any changes made in Excel will be reflected automatically in a linked object in a Word document

12. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. EXWT1-12 Editing Links OptionEffect Automatic updateUpdates the linked object whenever the source file is changed. Manual updateDestination document is not automatically update. Must use Update Now command. LockedPrevents a linked object from being updated. Open SourceOpens the source document for the selected link. Change SourceUsed to modify the path to the source document. Break LinkBreaks the connection between the source document and the active document.

13. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. EXWT1-13 Editing Links Update options Path to linked object source Details about selected linked object

14. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. EXWT1-14 Embedding an Object in Another Application Embedded object is stored in the destination file –Object becomes part of document Can modify embedded object without affecting the source document where the original object resides

15. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. EXWT1-15 Embedding an Object Embeds clipboard contents

16. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. EXWT1-16 Updating an Embedded Object Source program (Excel) is used to edit data in Word In this case, the Excel menus & toolbars replace the menus and toolbars in the Word application window Use the Excel commands to edit the worksheet

17. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. EXWT1-17 Updating an Embedded Object Example Font color changed

18. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. EXWT1-18 Saving a Worksheet as XML Extensible Markup Language (XML) Converts a structured file into a text file –Follows standard guidelines –Can be read by a variety of applications Excel worksheet can be saved as a text file without the picture or chart

19. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. EXWT1-19 E-Mailing a Memo Attached file

20. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. EXWT1-20 Deciding When to Link or Embed Objects Use linking when:Use embedding when: File size is importantFile size is not important Users have access to the source file and application Users have access to the application but not to the source file The information is updated frequently The data changes infrequently

21. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. EXWT1-21 Key Terms attachment destination file embed linked object live link source file XML

22. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. EXWT1-22 FAQs 1.I would like to insert my Excel chart into my Word document. How can I do this? 2.What is the difference between linking and embedding an object? 3.What happens when I update an Excel worksheet that is linked to a Word memo? 4.What is XML? When should I use it?

23. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. EXWT1-23 Discussion Questions 1.Your company's sales worksheet is very large and gets updated frequently. You need to include it in a company memo. Discuss how you will do this. 2.Discuss the steps needed to send an e-mail with an attached file.