1. Microsoft Excel 2007 – Level 2
Chapter 8
IMPORTING, EXPORTING, AND DISTRIBUTING DATA

2. Performance Objectives
Import data from an Access table, from a Web site, or from a CSV text file
Append data from an Excel worksheet to an Access table
Embed and link data in an Excel worksheet to a Word document or to a PowerPoint presentation
Export data as a comma delimited file
Scan and remove private or confidential information from a workbook
Mark a workbook as final
Check a workbook for incompatible features with earlier versions of Excel
Add a digital signature to a workbook
Describe how digital rights management restricts access to specific users to view, edit, or print a workbook

3. Importing Data into Excel
Make active the cell into which the import should begin
Then click
and click the desired type of data and its source
Data must be in one of the many supported formats

4. Importing Data from an Access Database
Can import Access data as an Excel table, a PivotTable Report, or a PivotChart/PivotTable Report into an active worksheet or a new worksheet
1. Open a workbook and make active the cell into which the import should begin
2. Click
3. Locate and double-click the Access file
4. If more than one table, double-click the desired table
5. The Import Data dialog box appears

5. Importing Data from an Access Database …/2
Select how the data should be stored and where to place it
Then click OK

6. Importing Data from a Web Site
Click
Navigate to desired web site
Click to select table(s) changes to green checkmark
Then click Import

7. Importing Data from a Web Site.../2
Choose where to place the data
Click OK

8. Importing Data from a Text File
Text files contain only printable letters, numbers, and symbols, with no formatting
Formats commonly used in text files
Delimited Text File - uses a special character to separate one column from the next Example: .CSV (comma separated value) files
Fixed-Width Text File - number of characters or spaces in each column is the same
Text files are commonly used to exchange data between dissimilar programs

9. Importing Data from a Text File ../2
1. Open a workbook and make active the cell into which the import should begin
2. Click
3. Locate and double-click the text file
4. The Text Import Wizard appears

10. Importing Data from Text Files…/3
Change data type as needed
Change value as needed to remove heading rows
Click

11. Importing Data from Text Files…/4
Set the
delimiter
Select the
Text
qualifier
Click
If the file is fixed width, the Step 2 dialog box allows you to set the column breaks

12. Importing Data from Text Files…/5
Review and set the data format
for each column
Click

13. Importing Data from Text Files…/6
Indicate where to place the data
Click OK
The data is imported into the Excel worksheet

14. Exporting Data from Excel
Export data by copying to the clipboard and pasting into a destination application such as Microsoft Access, Word, and PowerPoint OR
Export data by saving the worksheet as a separate file in another format that is readable by a particular application

15. Exporting Data to Access
Copy and paste to an Access table datasheet, query, or form
Select and copy Excel data
If appending to a table, open the Access table in Datasheet view
In Access click Paste (for a New Table) or Paste Append (to add to the end of an existing table)
Records are added to the Access table
Column structures must match

16. Copy and paste to an Word document
Exporting to Word
Copy and paste to an Word document
Select and copy Excel columns to the clipboard
In an open word document click Paste (a simple Paste for data that won’t change) or Paste Special (to embed a table of data as a dynamic object or to link a table as a dynamic object)
Data is added to the document

17. Ways to Paste Paste Special… Paste Special … Paste
Paste Type
Use
Description
Paste
Data not likely to be updated or require editing; not stored as an object
Copy and Embed
Paste Special…
As an Microsoft Office Excel Worksheet Object
Need to update this data using Excel’s editing tools and features; double-click object to edit it in Excel
Copy and Link
Paste Special …
As an Microsoft Office Excel Worksheet Object with Paste Link selected
This data will be updated automatically if the original workbook changes; the data only exists in Excel
If the source workbook is moved, links to the data will need to be updated

18. Paste Special Dialog Box
Select to paste the data as an embedded object
Select to paste as an object
Select to paste the data as a linked object

19. Editing a Pasted Object
Copied cells are stored as an object in the Word document
Embedded object
Double-click the embedded object to open and edit it in Excel.
Copied cells are stored as a link in the Word document, but as an object in the Excel workbook
Linked object
Make changes in Excel; the changes show automatically in an open Word document.
When opening the Word document, Word prompts to see if linked objects should be updated.

20. Breaking a Link to an Object
Right-click the linked object
Click

21. Breaking a Link to an Object../2
Click the linked object entry
Click

22. Embedding Excel Data in PowerPoint
Copy and paste into a PowerPoint slide
Select and copy Excel columns to the clipboard
In an open PowerPoint slide click Paste (a simple Paste for data that won’t change) or Paste Special (to embed a table of data as an object or to link a table as an object)
Data is added to the slide
--The same procedure as for Word--

23. Exporting Data as a Text File
Office button, Save As
Click down arrow to see choices, then select desired type
Enter a name
Click Save
Reply to prompts regarding compatibility cautions

24. Supported Text File Formats
Text File Format Option
File Extension
Text (tab delimited)
.txt
Unicode text
CSV (comma delimited)
.csv
Formatted text (space delimited)
.prn
Text (Macintosh)
Text (MS-DOS)
CSV (Macintosh)
CSV (MS-DOS)

25. Preparing a Workbook for Distribution
To remove personal, sensitive, confidential, or hidden information before distribution

26. Document Inspector dialog box Checkmark items to be inspected
Click Inspect

27. Document Inspector results Review items and optionally reinspect
Can Reinspect or Close

28. Mark a Workbook as Final
Once Marked Final, the document becomes read-only. To edit a document marked as final, click again Office, Prepare, Mark as Final

29. Using the Compatibility Checker

30. Using a Digital Signature
Applying a digital signature locks the document so it can’t be edited or changed until the signature is removed
Obtain a digital signature from a commercial certification authority or create your own*
* Only possible if enabled on your computer or network; saved as part of the user Login settings

31. Creating/Applying a Digital Signature
Click
Click OK
Fill in, and
Click Create
Type reason and
Click Sign
Only necessary to create a signature once per user

32. Removing a Digital Signature
Click down arrow
Click to Remove

33. Restricting Permissions
Windows Rights Management Services *
Microsoft Windows Rights Management Services (RMS) for Windows Server 2003 is information protection technology that works with RMS-enabled applications to help safeguard digital information from unauthorized use
Allows workbook creator to set up permissions to access the current workbook
Permissions involve levels as to
read, edit, print, or copy all or part of the workbook
* Must be installed on all workgroup computers

34. Features Summary How do you import data into Excel?
Make active the cell into which the import should begin
Then click
and click the desired type of data

35. 3. Locate and double-click the Access file
Features Summary
How do you export Excel data to an Access table?
1. Open a workbook and make active the cell into which the import should begin
2. Click
3. Locate and double-click the Access file
4. If more than one table, double-click the desired table
5. Respond to prompts in the Import Data dialog box appears

36. Features Summary How do you export Excel data to a text file?
Save the workbook As a text file

37. Features Summary How do you embed Excel data into a Word document?
Select and copy Excel data to the clipboard
In an open word document click Paste Special (to embed a table of data as a dynamic object)

38. Features Summary How do you link Excel data into a Word document?
Select and copy Excel columns to the clipboard
In an open word document click Paste Special (to link a table of data as a dynamic object)

39. Click the Office button, Prepare,
Features Summary
How can you inspect a document for personal data, hidden data, or metadata?
Click the Office button, Prepare,
Inspect Document

40. Click Office, Prepare, Add a digital signature
Features Summary
How do you sign a workbook?
Click Office, Prepare, Add a digital signature

41. No, the document is locked until the digital signature is removed
Features Summary
Can you edit a document after inserting a digital signature into the document?
No, the document is locked until the digital signature is removed

42. Click Office, Prepare, Mark as Final
Features Summary
How do you mark a document as Final?
Click Office, Prepare, Mark as Final

43. Features Summary
Can you edit a document that has been marked as final?
No, not until it has been reset by clicking Office, Prepare, Mark as Final

44. Next …
Workplace Ready
ASSESSING EFFICIENCY