Exchanging Data with Other Programs Excel 2016 Module 13 Exchanging Data with Other Programs

Module Objectives Plan a data exchange Import a text file Import a database table Insert a graphic file in a worksheet 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 Access © 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a password-protected website for classroom use.

Plan a Data Exchange (Slide 1 of 4) 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) 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 © 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a password-protected website for classroom use.

Plan a Data Exchange (Slide 2 of 4) Embedded object © 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a password-protected website for classroom use.

Plan a Data Exchange (Slide 3 of 4) Linked object © 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a password-protected website for classroom use.

Plan a Data Exchange (Slide 4 of 4) File formats Excel can import © 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a password-protected website for classroom use.

Import a Text File (Slide 1 of 3) 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 © 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a password-protected website for classroom use.

Import a Text File (Slide 2 of 3) First Text Import Wizard dialog box © 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a password-protected website for classroom use.

Import a Text File (Slide 3 of 3) Importing files using other methods Click File tab, click Open, then navigate to 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 © 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a password-protected website for classroom use.

Import a Database Table (Slide 1 of 2) 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 © 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a password-protected website for classroom use.

Import a Database Table (Slide 2 of 2) Access table imported to Excel © 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a password-protected website for classroom use.

Insert a Graphic File in a Worksheet (Slide 1 of 3) 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 Insert © 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a password-protected website for classroom use.

Insert a Graphic File in a Worksheet (Slide 2 of 3) Worksheet with formatted picture © 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a password-protected website for classroom use.

Insert a Graphic File in a Worksheet (Slide 3 of 3) 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 © 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a password-protected website for classroom use.

Embed a Workbook in a Word Document (Slide 1 of 2) 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 Object dialog box © 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a password-protected website for classroom use.

Embed a Workbook in a Word Document (Slide 2 of 2) Memo with embedded worksheet displayed as an icon © 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a password-protected website for classroom use.

Link a Workbook in a Word Document (Slide 1 of 3) Linking Retains connection with original document and original program Changes made to original worksheet are reflected in the linked object © 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a password-protected website for classroom use.

Link a Workbook in a Word Document (Slide 2 of 3) Memo with linked worksheet © 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a password-protected website for classroom use.

Link a Workbook in a Word Document (Slide 3 of 3) 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 © 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a password-protected website for classroom use.

Link an Excel Chart to a PowerPoint Slide (Slide 1 of 2) 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 © 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a password-protected website for classroom use.

Link an Excel Chart to a PowerPoint Slide (Slide 2 of 2) Completed Sales Projections slide in Slide Show view © 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a password-protected website for classroom use.

Import a Table into Access (Slide 1 of 3) If you require more extensive data management tools than Excel offers Excel column labels become Access field names Primary keyUnique record (row) identifier specified during import © 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a password-protected website for classroom use.

Import a Table into Access (Slide 2 of 3) Get External Data – Excel Spreadsheet dialog box © 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a password-protected website for classroom use.

Import a Table into Access (Slide 3 of 3) Complete Access table with data imported from Excel © 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a password-protected website for classroom use.