Microsoft Office 2013 - Illustrated Unit M: Exchanging Data with Other Programs

Objectives Plan a data exchange Import a text file Import a database table Insert a graphic file in a worksheet Microsoft Office Excel 2013 - Illustrated

Objectives (cont’d.) Embed a workbook in a Word document Link a workbook to a Word document Link an Excel chart to a PowerPoint slide Import a table into an Access Microsoft Office Excel 2013 - Illustrated

Plan a Data Exchange Microsoft Office programs designed for easy data integration (exchange) Planning steps Identify data to exchange, its file type, and source program (creation program) ASCII or text file: contains text but no formatting Determine program that will receive the data (destination program) Microsoft Office Excel 2013 - Illustrated

Plan a Data Exchange (cont’d.) Planning steps (cont’d.) Determine goal of data exchange: object linking and embedding (OLE) Object: data to be exchanged Embedding: inserting a copy Linking: destination data updated when source data changes Set up the data exchange Execute the data exchange Microsoft Office Excel 2013 - Illustrated

Plan a Data Exchange (cont’d.) Embedded object Microsoft Office Excel 2013 - Illustrated

Plan a Data Exchange (cont’d.) Linked object Microsoft Office Excel 2013 - Illustrated

Plan a Data Exchange (cont’d.) File formats Excel can import Microsoft Office Excel 2013 - Illustrated

Import a Text File Text files: use a tab or space as the delimiter, or column separator, to separate columns of data Text Import Wizard: automatically opens and describes how text is separated in the imported file Microsoft Office Excel 2013 - Illustrated

Import a Text File (cont’d.) First Text Import Wizard dialog box Microsoft Office Excel 2013 - Illustrated

Import a Text File (cont’d.) Importing files using other methods Click the FILE tab, click Open, then navigate to the file’s location To import a text file, change the file type: click All Excel Files, click Text Files (*.prn; *.txt; *.csv), click the text file name, then click Open Drag a text file icon on the Windows desktop into a blank worksheet window Microsoft Office Excel 2013 - Illustrated

Import a Database Table Database table: data organized into columns and rows created in a database program Database program: manages data organized in tables Microsoft Access Data in Excel can be: Copied from Access table Linked to a database table Microsoft Office Excel 2013 - Illustrated

Import a Database Table (cont’d.) Access table imported to Excel Microsoft Office Excel 2013 - Illustrated

Insert a Graphic File in a Worksheet Graphic objects can be inserted to enhance Excel worksheets Insert a picture: jpg file extension Click the HOME tab, then click the Insert button in the Cells group Navigate to file location, click the file name, then click Microsoft Office Excel 2013 - Illustrated

Insert a Graphic File in a Worksheet (cont’d.) Worksheet with formatted picture Microsoft Office Excel 2013 - Illustrated

Insert a Graphic File in a Worksheet (cont’d.) Formatting SmartArt graphics SmartArt graphic: professionally designed illustration with text and graphics INSERT tab, then click the SmartArt button, then choose desired layout SMARTART TOOLS DESIGN tab: choose color scheme and style SMARTART TOOLS FORMAT tab: add effects Microsoft Office Excel 2013 - Illustrated

Embed a Workbook in a Word Document Embedding: allows editing from within source program using that program’s commands and tools All necessary information for the embedded object is in the Word document Microsoft Office Excel 2013 - Illustrated

Embed a Workbook in a Word Document (cont’d.) Microsoft Office Excel 2013 - Illustrated

Embed a Workbook in a Word Document (cont’d.) Microsoft Office Excel 2013 - Illustrated

Link a Workbook to a Word Document Linking: retains connection with original document and original program Changes made to original worksheet are reflected in the linked object Microsoft Office Excel 2013 - Illustrated

Link a Workbook to a Word Document (cont’d.) Microsoft Office Excel 2013 - Illustrated

Link a Workbook to a Word Document (cont’d.) Managing links Click the FILE tab, and click Edit Links to Files Changes allowed in the Links dialog box: Change the link source, permanently break a link, open the source file, and manually update a link Microsoft Office Excel 2013 - Illustrated

Link an Excel Chart to a PowerPoint Slide Presentation graphics program: create slide show presentations Microsoft PowerPoint Open the Excel file, copy the chart, and paste into the PowerPoint presentation using the Paste Options group Example: Use Destination Theme & Link Data button) Microsoft Office Excel 2013 - Illustrated

Link an Excel Chart to a PowerPoint Slide (cont’d.) Microsoft Office Excel 2013 - Illustrated

Import a Table into Access Require more extensive data management tools than Excel offers Excel column labels become Access field names Primary key: unique record (row) identifier specified during import Microsoft Office Excel 2013 - Illustrated

Import a Table into Access (cont’d.) Microsoft Office Excel 2013 - Illustrated

Import a Table into Access (cont’d.) Data imported from Excel Microsoft Office Excel 2013 - Illustrated