Integration - an introduction © EIT, Author Gay Robertson, 2017

Why use different applications? Word is used to produce documents which contain text Excel is used to produce worksheets and charts based on numbers and calculations Access is used to store facts as tables or queries and produce these facts as reports Publisher is used to produce newsletters etc FrontPage is used for Web pages PowerPoint is used to produce electronic presentations CorelDraw is used to produce graphic art work MYOB is used to store accounting data for an organisation

What does integration mean? Creating a chart from Excel numerical data - making a copy of the chart and putting it into a Word report where it could be refined to suit the document (or into a Powerpoint presentation or into a Publisher newsletter or into a Web page etc etc)

Refine to suit the document

Updating data using a Data form in an Access database and using the updated database as your data source for a mail merge

Using data produced by an Access query To let all the younger patients know about an event using Publisher merge

Inserting a graphic file eg a Company logo, into an Excel worksheet then changing eg row heights or style of graphic to ensure that a professional standard of presentation is reached

Finding a Website and copying some data from it Putting the copied data into a document, formatting the data and re-organising the data so that the presentation is professional looking

Using Paint to create a graphic and then putting the graphic into Word, Excel, Database Refining the graphic to suit the intent

Creating a publication for management using data from all applications - then changing font and styles to ensure that a professional standard of presentation is reached

Integration is the sharing of data created in different applications without the need to re-enter it It is the combining of parts into a whole eg combining a Graphic created in Paint, a Word document, an Excel spreadsheet and data from an Access database If it exists, then it can be integrated

There is always a ‘source’ document which contains the original information There is also a ‘target’ or ‘destination’ document which will display the data from the ‘source’ document with some editing eg changed, re-organised, re-formatted, revised

Generally the word processed document will be the ‘target’ document or ‘destination’ document and the ‘source’ documents will be the spreadsheet or database

Linking copied data Note: if linking a chart you must use Paste Special, NOT the Paste options A link is formed between the source document (eg Excel, Access) and the target document (eg Word) The link will allow you to edit the source document from within the target document BUT if you want the editing saved, remember to save the changes in the SOURCE document The link will allow you to edit the source document directly and when you open the target document, you will be asked if you want to update the links

Select text or data to be copied, Ctrl + C Move to where text or data is to be copied to Click on down arrow Choose Paste Special Choose Paste Link Choose Microsoft Excel Chart Object

When you double click on a linked object you will go to the source file OR when you right click on a linked object you will see this menu

This is what you pasted: If you have double clicked, you can then change the source document eg edit the data Now save the changes to the source And the target should also have changed – if not right click and choose Update Link

Okay, let’s go use the workbook You could also look at this video Simon Sez IT on importing data to Access 2016 Run time 15 mins https://www.youtube.com/embed/Dwl7AXzHsqU