1 Integrating Microsoft Office 2003 Tutorial 2 – Integrating Word, Excel, and Access

2 Collect text from Office documents on the Clipboard Task Pane The Clipboard Task Pane (also called the Clipboard) is a feature that is common to all of the Office applications. The Clipboard Task Pane (also called the Clipboard) is a feature that is common to all of the Office applications. –It is a simple way to cut/copy and paste information from one application into another. The items you cut or copy stay on the Clipboard until you exit Office. The items you cut or copy stay on the Clipboard until you exit Office.

3 Use the clipboard To use the Clipboard, open the application you want to use, click Edit on the menu bar and then click Office Clipboard. To use the Clipboard, open the application you want to use, click Edit on the menu bar and then click Office Clipboard. The Clipboard Task Pane opens. The Clipboard Task Pane opens. As you work in your document, anything you copy or cut will appear in the Clipboard. As you work in your document, anything you copy or cut will appear in the Clipboard. When you want to paste that item somewhere else (either in the same document or a different one), place your cursor in the appropriate spot in your document and then click the item on the Clipboard to be inserted. When you want to paste that item somewhere else (either in the same document or a different one), place your cursor in the appropriate spot in your document and then click the item on the Clipboard to be inserted.

4 An empty clipboard

5 The Clipboard with an item copied to it

6 Find Office documents with the Search Task Pane The Search Task Pane is a tool that enables you to find files that contain the text you specify. The Search Task Pane is a tool that enables you to find files that contain the text you specify. This is referred to as a basic search. This is referred to as a basic search. You can also use the Search Task Pane to search for a file based on it's properties. You can also use the Search Task Pane to search for a file based on it's properties. To conduct a search, you enter your search criteria and then click the Search button. To conduct a search, you enter your search criteria and then click the Search button.

7 Search Pane features

8 The Search Task Pane with search criteria

9 The Search Results Task Pane

10 Paste selections from Office documents to Word Once you have copied an item to the Office Clipboard, click where you want to insert the item, then click the item in the Clipboard. Once you have copied an item to the Office Clipboard, click where you want to insert the item, then click the item in the Clipboard. The text or object will appear in the document. The text or object will appear in the document. When you paste text, the Paste Options button appears. When you paste text, the Paste Options button appears. You use this button to determine how the information you pasted should be formatted in the Word document. You use this button to determine how the information you pasted should be formatted in the Word document.

11 Pasting text and the Paste Options button

12 Learn about importing and exporting data Importing data from one Office application to another converts the data from its original source program format to a format that is supported by the destination program. Importing data from one Office application to another converts the data from its original source program format to a format that is supported by the destination program. –When you import, you start in the destination program and import from the source program Exporting is like importing in that it converts data from one program format to another. Exporting is like importing in that it converts data from one program format to another. –When you export, you start in the source program and export to the destination program The advantage of importing and exporting is that you can use the destination program's tools and features to view and manipulate the data. The advantage of importing and exporting is that you can use the destination program's tools and features to view and manipulate the data.

13 Use the Import Spreadsheet Wizard Depending upon which applications you are trying to import or export to or from, you will see different dialog boxes. Depending upon which applications you are trying to import or export to or from, you will see different dialog boxes. When you import Excel data into Access, the Import Spreadsheet Wizard will appear. When you import Excel data into Access, the Import Spreadsheet Wizard will appear. The Import Spreadsheet Wizard will step you through the process and allow you to determine exactly how the data will be imported. The Import Spreadsheet Wizard will step you through the process and allow you to determine exactly how the data will be imported.

14 Import an Excel list into an Access database To Import an Excel list into an Access database: To Import an Excel list into an Access database: –Open the Access database into which you want to import the Excel list –Click Get External Data from the File menu and select Import –When the Import dialog box opens, click the File of type list arrow and then click Microsoft Excel –Locate the Excel workbook that you want to import the list from and then double- click on the filename This will open the Access Import Spreadsheet Wizard dialog box. This will open the Access Import Spreadsheet Wizard dialog box. Follow the directions in the wizard to complete the import process. Follow the directions in the wizard to complete the import process.

15 The Import Spreadsheet Wizard dialog box 1

16 Import Spreadsheet Wizard dialog box 3

17 Query an Access database The easiest way to create a query in Access is to use the Simple Query Wizard, which takes you step-by- step through setting up a query. The easiest way to create a query in Access is to use the Simple Query Wizard, which takes you step-by- step through setting up a query. To create a query, select Queries on the Object bar and then double- click Create query by using wizard. To create a query, select Queries on the Object bar and then double- click Create query by using wizard. This will open the Simple Query Wizard. This will open the Simple Query Wizard.

18 Simple Query Wizard options As you move through the Simple Query Wizard, you can make a variety of selections: As you move through the Simple Query Wizard, you can make a variety of selections: –The table or query from which the query will be created –The fields that will be used –Whether you want to view detail or summary information –The title of the query

19 Open the query in Design view

20 Results of the modified query

21 Export an Access query to a Word document A query created in Access can be exported. A query created in Access can be exported. To export a query, convert it to rich text format—a format that preserves the layout of the data. To export a query, convert it to rich text format—a format that preserves the layout of the data. This conversion makes the data into a text file with the.rtf extension. This conversion makes the data into a text file with the.rtf extension. This file can then be inserted into a Word document. This file can then be inserted into a Word document.

22 How to export a query To export an Access query to a Word document: To export an Access query to a Word document: –Open the query in datasheet view, and click the File menu –Click the Export option to open the Export dialog box –Specify a file name or keep the default name –Change the Save as type option to “Rich Text Format” –Change the Save in location to the same folder containing the Word document, if necessary –Click the Export All button to save the file in the specified location in rich text format

23 Insert an exported query into a Word document To insert the exported query into Word: To insert the exported query into Word: –Open or select from the taskbar the Word document to receive the query –Place the insertion point at the location in the Word document where you want the query to go –Click the Insert menu, then click File to open the Insert dialog box –Change the Files of type option to Rich Text Format, and locate the drive and folder containing the file –Select the file name and click the Insert button to insert the query into the Word document

24 A query imported into a Word document

25 Completed brochure in Print Preview

26 Integrating Microsoft Office 2003 End Tutorial 2 – Integrating Word, Excel, and Access