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

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

3. 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
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4. 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)
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5. 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
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6. Plan a Data Exchange (cont’d.)
Embedded object
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7. Plan a Data Exchange (cont’d.)
Linked object
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8. Plan a Data Exchange (cont’d.)
File formats Excel can import
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9. 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
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10. Import a Text File (cont’d.)
First Text Import Wizard dialog box
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11. 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
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12. 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
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13. Import a Database Table (cont’d.)
Access table imported to Excel
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14. 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
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15. Insert a Graphic File in a Worksheet (cont’d.)
Worksheet with formatted picture
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16. 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
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17. 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
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18. Embed a Workbook in a Word Document (cont’d.)
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19. Embed a Workbook in a Word Document (cont’d.)
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20. 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
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21. Link a Workbook to a Word Document (cont’d.)
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22. 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
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23. 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)
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24. Link an Excel Chart to a PowerPoint Slide (cont’d.)
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25. 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
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26. Import a Table into Access (cont’d.)
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27. Import a Table into Access (cont’d.)
Data imported from Excel
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