The Advantage Series © 2004 The McGraw-Hill Companies, Inc. All rights reserved CHAPTER 1 Integrating Office Word and Office Excel

© 2004 The McGraw-Hill Companies, Inc. All rights reserved 1.1 Using the Office Clipboard Windows Clipboard Copy a single piece of data Paste a single piece of data Office Clipboard Copy up to 24 pieces of data Paste single pieces of data into individual applications Paste groups of data into a single application

© 2004 The McGraw-Hill Companies, Inc. All rights reserved Activating the Office Clipboard Figure 1.1 Open dialog box

© 2004 The McGraw-Hill Companies, Inc. All rights reserved Activating the Office Clipboard Figure 1.2 Opening the IM0111 document for display in Office Word

© 2004 The McGraw-Hill Companies, Inc. All rights reserved Activating the Office Clipboard The Excel 2003 workbooks for this book are displayed in the Open dialog box. Figure 1.3 Open dialog box in Office Excel

© 2004 The McGraw-Hill Companies, Inc. All rights reserved Activating the Office Clipboard The Clipboard task pane is currently empty Figure 1.4 Displaying the Office Clipboard in Office Excel

© 2004 The McGraw-Hill Companies, Inc. All rights reserved Activating the Office Clipboard Two items now appear in the Clipboard task pane Figure 1.5 Copying items to the Office Clipboard

© 2004 The McGraw-Hill Companies, Inc. All rights reserved Pasting & Clearing Clipboard Items Figure 1.6 Windows taskbar Start button Microsoft Office Word 2003 application button Microsoft Office Excel 2003 application button Office Clipboard icon displays “active” status

© 2004 The McGraw-Hill Companies, Inc. All rights reserved Pasting & Clearing Clipboard Items Figure 1.7 Pasting Excel 2003 items into a Word 2003 document

© 2004 The McGraw-Hill Companies, Inc. All rights reserved Pasting & Clearing Clipboard Items Click here to close the Office Clipboard Click here to clear the entire contents of the Office Clipboard Move the mouse pointer over the object in the Clipboard task pane to display this drop-down arrow Clicking the Delete command removes only the highlighted object from the Office Clipboard Figure 1.8 Displaying an object’s menu in the Clipboard task pane

© 2004 The McGraw-Hill Companies, Inc. All rights reserved 1.2 Pasting, Linking, and Embedding Pasting data involves inserting a static representation of the source data into the destination document. In linking, you not only paste the data, you also establish a dynamic link between the source and destination documents. Thereafter, making changes in the source document updates the destination document automatically. Embedding data involves inserting a source document into a destination document as an object. Unlike pasted data, an embedded object is fully editable within the client application. Unlike linked data, an embedded object does not retain a connection to its source document; everything is contained in the destination document. Table 1.1 Three methods for sharing data among Office applications

© 2004 The McGraw-Hill Companies, Inc. All rights reserved Pasting Data from Word to Excel Figure 1.9 “Student Memo” document

© 2004 The McGraw-Hill Companies, Inc. All rights reserved Pasting Data from Word to Excel Click here with the mouse pointer Figure 1.10 Selecting the data to copy

© 2004 The McGraw-Hill Companies, Inc. All rights reserved Pasting Data from Word to Excel The Paste Options icon lets you retain the source formatting or adjust it to match the destination document. Figure 1.11 Pasting the copied data into a worksheet

© 2004 The McGraw-Hill Companies, Inc. All rights reserved Pasting Data from Word to Excel The Paste Options menu appears when you click the button Figure 1.12 Paste Options menu

© 2004 The McGraw-Hill Companies, Inc. All rights reserved Linking Excel Data to Word Doc Figure 1.13 Paste Special dialog box Select the Paste link option button to specify a dynamic link with the data’s source file Select the Paste option button if you don’t want a link established The As list box displays the acceptable formats for inserting the copied data into a Word 2003 document Select an item in the As list box to see its description in this area

© 2004 The McGraw-Hill Companies, Inc. All rights reserved Linking Excel Data to a Word Doc Table 1.2 Data Format Options Data FormatDescription Microsoft Excel Worksheet Object The data is inserted as an embedded Excel object that you can edit by double-clicking. Formatted Text (RTF) The data is inserted as an editable Word table. Unformatted Text The data is inserted as text, with no formatting applied. Picture The data is inserted as a picture object for printing on high-quality printers. Bitmap The data is inserted as a picture object for online viewing. This option takes up a lot of memory and disk space. Picture (Enhanced Metafile) The data is inserted as an enhanced metafile. HTML Format The data is inserted in an HTML format so that text attributes and other formatting are retained.

© 2004 The McGraw-Hill Companies, Inc. All rights reserved Linking Excel Data to a Word Doc Paste Options icon The Excel 2003 data is pasted into the memo. Changes made in the “Survey Results” workbook will be reflected in this document as well. Figure 1.14 Pasting and linking data in Word 2003

© 2004 The McGraw-Hill Companies, Inc. All rights reserved Linking Excel Data to a Word Doc Updating values in cells B12 and C12 Figure 1.15 Updating data in the “Survey Results” workbook

© 2004 The McGraw-Hill Companies, Inc. All rights reserved Embedding Excel Data in Word Figure 1.16 Opening the “Student Memo” document The insertion point should appear at the end of the document

© 2004 The McGraw-Hill Companies, Inc. All rights reserved Embedding Excel Data in Word Doc Figure 1.17 Selecting a data format in the Paste Special dialog box You can display an object as a small icon, which is useful when embedding sound or movie files Select the “Object” list item to embed the contents of the Clipboard as an object into the document

© 2004 The McGraw-Hill Companies, Inc. All rights reserved Because each Microsoft Office application has its own characteristics, shared objects will often require manipulation to meet the needs of the file in which it is placed. Office makes such manipulation easy through the use of such features as: 1.3 Manipulating Shared Objects Sizing handles, which allow an object to be moved and resized within the destination file Visual Editing, which allows the object to be edited by the source application while still within the destination application

© 2004 The McGraw-Hill Companies, Inc. All rights reserved Moving, Resizing, & Deleting Shared Objects Figure 1.18 Embedding a table object into Word 2003

© 2004 The McGraw-Hill Companies, Inc. All rights reserved Moving, Resizing, & Deleting Shared Objects Figure 1.19 The Cruises document This is the embedded Microsoft Office Excel Worksheet object Sizing handles may appear as circles or boxes depending on the data format Notice the mouse pointer shape when positioned over the object

© 2004 The McGraw-Hill Companies, Inc. All rights reserved Moving, Resizing, & Deleting Shared Objects The embedded object has been resized and moved to the center of the document Figure 1.20 Resizing and moving an object

© 2004 The McGraw-Hill Companies, Inc. All rights reserved Editing Shared Objects The hashed border indicates that you are editing the embedded object using the “visual editing” feature The Menu bar and toolbars are replaced with Excel’s, although this remains the Word 2003 application window Figure 1.21 Editing an embedded object

© 2004 The McGraw-Hill Companies, Inc. All rights reserved 1.4 Inserting New Worksheets and Charts in Word Excel charts Excel worksheets PowerPoint slides PowerPoint presentations and several Word objects. Office lets you create many different types of shared objects from scratch, including: New objects are automatically embedded in the destination document.

© 2004 The McGraw-Hill Companies, Inc. All rights reserved Inserting a New Worksheet in Word Figure 1.22 Editing cell displays in an embedded worksheet object

© 2004 The McGraw-Hill Companies, Inc. All rights reserved Inserting a New Worksheet in Word Figure 1.23 Embedding a new worksheet Select the Microsoft Office Excel Worksheet object in the Object type list box

© 2004 The McGraw-Hill Companies, Inc. All rights reserved Inserting a New Chart in Word Excel 2003’s Menu bar Microsoft Office Excel Worksheet object embedded into a Word 2003 document Excel 2003’s Formatting toolbar Excel 2003’s Standard toolbar Figure 1.24 Embedding a new chart

© 2004 The McGraw-Hill Companies, Inc. All rights reserved Inserting a New Chart in Word The embedded object is resized to display only the data entered into the worksheet object. Figure 1.25 Resizing an embedded object

© 2004 The McGraw-Hill Companies, Inc. All rights reserved Inserting a New Chart in Word Figure 1.26 Object dialog box: Excel Chart selected

© 2004 The McGraw-Hill Companies, Inc. All rights reserved Inserting a New Chart in Word Figure 1.27 Embedding a chart object Use the Chart toolbar and menus to edit the chart’s source data and formatting The embedded chart object is outlined with a hashed border