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

2. 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
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3. 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
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4. Plan a Data Exchange (Slide 2 of 4)
Embedded object
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5. Plan a Data Exchange (Slide 3 of 4)
Linked object
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6. Plan a Data Exchange (Slide 4 of 4)
File formats Excel can import
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7. 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
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8. Import a Text File (Slide 2 of 3)
First Text Import Wizard dialog box
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9. 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.

10. 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.

11. Import a Database Table (Slide 2 of 2)
Access table imported to Excel
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12. 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
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13. Insert a Graphic File in a Worksheet (Slide 2 of 3)
Worksheet with formatted picture
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14. 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
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15. 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
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16. Embed a Workbook in a Word Document (Slide 2 of 2)
Memo with embedded worksheet displayed as an icon
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17. 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.

18. 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.

19. 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.

20. 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
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21. Link an Excel Chart to a PowerPoint Slide (Slide 2 of 2)
Completed Sales Projections slide in Slide Show view
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22. 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
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23. Import a Table into Access (Slide 2 of 3)
Get External Data – Excel Spreadsheet dialog box
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24. 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.