© 2002 ComputerPREP, Inc. All rights reserved. Office 2000: Integration and Web Features.

Objectives Describe the Office 2000 applications Describe common Office components Describe collaboration features

Exploring the Office 2000 Applications The Office 2000 applications are all designed to be similar in appearance and use many of the same commands to perform common functions The integrated applications are: –Microsoft Word – a word processor –Microsoft Excel – a spreadsheet program –Microsoft PowerPoint – a presentation program –Microsoft Access – a database program –Microsoft Outlook – an information manager –Microsoft FrontPage – a Web design application –Microsoft PhotoDraw – a graphics application

Examining Common Office 2000 Components The Office 2000 application windows include some of the following common components: –Title bar – contains the application names and the minimize, maximize/restore and close buttons –Menu bar – contains pull-down menu options for various features –Toolbar – contains buttons that provide quick access to commonly used features –Status bar – displays application-specific information –Scroll bars – enables you to move the document horizontally or vertically in the document window to view areas currently not visible

Examining Office 2000 Collaboration Features Collaboration capabilities – tools designed to help Office users share documents and tasks electronically and work together more efficiently Collaboration makes use of universal documents, which are Office 2000 documents saved in HTML format Universal documents can be viewed in a Web browser, but they retain their original Office formatting

Examining Office 2000 Collaboration Features (cont’d) The three collaboration tools are: –NetMeeting – lets you communicate and collaborate with other people on the Internet or an intranet in real time –NetShow – lets you broadcast a presentation, with video and audio, over the Web –Web Discussions – let you add threaded comments about a document either in a separate window or in-line as part of the document

Objectives Describe linking and embedding Link Excel data as a Word table Create hyperlinks Use integrated e-mail Use the Office Clipboard

Examining Linking and Embedding Office 2000 includes Object Linking and Embedding (OLE) technology that enables the applications to share information directly, without any need for converting data Linking an object from one file in one application to another file in another application creates an interactive link between the two files Embedding objects adds data from another file to the current document, increasing the actual document size

Examining Linking and Embedding (cont’d) When you link an object to a file, you link the object from the current document, or container file, to the object in the source file –Container file – the current document that receives the linked object –Source file – the original file in which you created the object Changes you make to a linked object in the source file automatically display in the container file You can double-click embedded objects to edit them using the tools in their native application

Linking Excel Data as a Word Table You can copy and paste Excel information into Word as an embedded object: –This action increases the size of the Word document –Changes you make to the Excel data will appear only in Excel You can link Excel data into Word as a table: –This action does not increase the size of the Word document –Changes you make to the Excel data will also appear in the Word table

Linking Excel Data as a Word Table (cont’d) If you link Excel data as a Word table and move the source file to a new location, the link between the data and the table will be broken and you must re- establish it To link another type of Excel object, such as a chart, copy the chart to the Clipboard and use the Edit, Paste Special command to paste a link into a Word document –Changes to the chart data in Excel will automatically be updated in the Word document containing the link

Creating Hyperlinks You can create hyperlinks to link data between applications within the Office suite and across the Internet or an intranet –Hyperlink – a text or graphic element that links related information so you can access the information in a non-sequential way Use the Insert Hyperlink dialog box (in all Office 2000 applications) to insert hyperlinks –You specify the hyperlink text and the file to which you want to link

Using Integrated E-Mail The applications in the Office 2000 suite contain an integrated e-mail feature that you can use to send a copy of the current file by e-mail To send the current file by e-mail: –Click on the E-mail button in the Standard toolbar –Specify the recipient’s address –Click on the Send button

Using the Office Clipboard You can use the Office Clipboard to copy, cut and paste data from any of the Office 2000 applications When you place data in the Clipboard, it remains there, allowing you to paste the data as many times as necessary without forcing you to copy or cut the data source each time The Clipboard holds a maximum of 12 objects, each of which displays as an icon in the Clipboard toolbar

Using the Office Clipboard (cont’d) When you click on an icon in the Clipboard toolbar, the corresponding data is pasted at the location of the insertion point If the Clipboard is full, the first data item is removed when you copy or cut a new item

Objectives Use workgroup templates Use Web features in Word

Using Workgroup Templates Templates define the structure of your documents, and contain settings such as fonts, macros, menus, page layouts, styles and AutoText entries The two types of templates in Word are: –User template – a built-in or user-defined Word template –Workgroup template – a template that is shared with other users on the network

Using Workgroup Templates (cont’d) You access user templates from the New dialog box If you want to create or use workgroup templates, you must specify a template location –Network administrators usually set up template locations on a network or shared drive –After the template location is set up, you can use the available templates –Any new templates will be automatically saved to the template location

Using Web Features in Word You can create Word documents and publish them to the Web by saving them as HTML files, enabling anyone with a Web browser to view the files You can also use round-tripping to convert the HTML files back to Word with losing format settings –Round-tripping – the process of converting a file to HTML format, then back to its native format without losing formatting characteristics

Objectives Import data from text files Import data from other Office 2000 applications Export data to other Office 2000 applications Use Web features in Excel

Importing Data from Text Files You can import data created in another application if you save it as a text file You can import text files using the Text Import Wizard or the drag-and-drop method If you use the Text Import Wizard, you must specify a: –Delimiter – a character, such as a tab, space or comma, which separates a set of data –Text qualifier – a symbol that surrounds actual text in a data set

Importing Data from Text Files (cont’d) The text needs to be in row-and-column format, with the information divided by a delimiter To import data using the Text Import Wizard: –Double-click the text file in the Open dialog box to automatically start the Text Import Wizard –Proceed through the wizard to select and format the data to import –Make any necessary formatting changes to the imported data and save the Excel workbook

Importing Data from Text Files (cont’d) To import data using the drag-and-drop method: –Open a new, blank workbook –Use Windows Explorer or My Computer to open the folder containing the file you want to import –Resize the windows so both are visible –Drag the file to cell A1 of the Excel workbook –Make any necessary formatting changes to the imported data and save the Excel workbook

Importing Data from Other Office 2000 Applications You can import data from other Office 2000 applications by: –Displaying the Object dialog box –Selecting the data file to import and embedding it into the Excel worksheet Because the imported data is an object, the data does not have to be entered in rows and columns, nor are delimiters and text qualifiers required

Exporting Data to Other Office 2000 Applications You can export Excel data to other Office 2000 applications, such as: –Worksheets –Sections of worksheets –Graphs –PivotTables

Importing Tables from HTML Files You can open a Web page and copy and paste the data into a worksheet You can also use the drag-and-drop method to import a table from an HTML file into Excel

Creating Interactive PivotTables for the Web You can save PivotTables as HTML pages and publish them to the Web PivotTable list – a PivotTable saved as an HTML file To share a PivotTable list, you must publish it to a shared drive or a Web server Users can work with the PivotTable list interactively if they have the Office 2000 Web Components installed and use Internet Explorer 4.01 or higher

Saving Workbooks as Web Pages You can save entire workbooks to the Web, but unlike when you worksheets, no interactivity is available All formatting, including colors, 3-D effects, font changes and alignment are retained when you save workbooks to the Web

Objectives Import text from Word Add Word tables Insert Excel charts Export outlines to Word Use Web features in PowerPoint

Importing Text from Word You can import text from documents created in Word to make a new presentation or to add slides to an existing presentation The heading styles applied to the text in the Word document determine the outline structure of the imported text in the PowerPoint presentation –Heading 1 in Word = the slide title in PowerPoint –Heading 2 in Word = the first level of text in PowerPoint

Adding Word Tables The two ways to add table data to a slide are: –Create the table in PowerPoint –Insert an existing Word table When you insert a Word table, you can use Word tools and menus to format the table; these tools are more robust than those in PowerPoint

Inserting Excel Charts The two ways to add a chart to a slide are: –Create the chart within PowerPoint using the Insert, Chart command –Insert an existing Excel chart When you use the Insert, Chart command, Microsoft Graph displays a chart and a sample worksheet, in which you enter your own data or import it from another application When you import a chart from Excel, you can use Excel tools to format and work with the chart

Exporting Outlines to Word When you create a PowerPoint presentation: –Each slide title is a major heading in the Outline pane –The bulleted text makes up the subtopics in the Outline pane Because the outline is simple text, you can use the Write-Up dialog box to export the outline to a Word document You cannot export graphics and tables to Word because they are not included in an outline

Using Web Features in PowerPoint You can publish a presentation to the Internet by saving the presentation as an HTML file You can publish: –The entire presentation –A single slide –A custom slide show –Specified slides within the presentation

Using Web Features in PowerPoint (cont’d) After you have published a presentation to the Web, you can subscribe to the presentation –Subscribe – a feature you can set up in Office 2000 to send you an automatic e-mail notification when any changes are made to the presentation

Objectives Link to existing data Import data to new tables Move tables and queries to Excel Export database records to Excel Create data access pages for the Web Group and sort data access pages Save objects as Web pages

Linking to Existing Data To link external data to an Access database: –Use the File, Get External Data command or –Open an external database (in a compatible file format) within an Access database When you open an external database: –A new Access database is opened in the same folder as the external database –Links are added from the open Access database to each table in the external database

Linking to Existing Data (cont’d) You can create hyperlinks to Access files, folders and objects, and Web pages using the Insert Hyperlink button When you create hyperlinks in Access, the database saves the links as label controls –Label control – a control that displays descriptive text

Importing Data to New Tables You can import data from an external application into an Access database and either: –Create a new table or –Append the data to an existing table When you import data, a link is not established between the native application and Access Changes to the data in its native application will not appear in the Access table

Moving Tables and Queries to Excel You can move database items, such as tables and queries, from the database window to any open Office application –Use the drag-and-drop technique to drag an item from one open window to the other You can manipulate the Access data in the other application just as you can the native data

Exporting Database Records to Excel You can export Access data to other Office 2000 applications –Use the File, Export command to export an Access table to another application

Creating Data Access Pages for the Web Data access page – a Web page (.htm or.html format) that lets users view and manipulate data from an intranet or the Internet The three ways to use data access pages are: –Interactive reporting –Data entry (similar to using an Access form) from an intranet or the Internet –Data analysis

Creating Data Access Pages for the Web (cont’d) To create a data access page: –Use AutoPage, in which a data access page is automatically created after you specify a record source –Use the Page Wizard, which prompts you for the information needed to create the data access page –Convert an existing Web page into a data access page –Create the data access page from scratch in Design view

Grouping and Sorting Data Access Pages Grouping data access pages is similar to grouping data in an Access report Advantages of a data access page over a report: –The data access page is dynamic –You can filter, sort and view data access pages without changing the actual data –You can distribute the data access page electronically via e-mail You cannot change data in grouped data access pages

Grouping and Sorting Data Access Pages (cont’d) You can sort data in a data access page to display it in ascending or descending alphabetical order Data returns to its original order when you close the data access page If you sort data within a grouped data access page, the sort applies only to the selected and expanded group

Saving Objects as Web Pages You can save Access tables, queries and forms as Web pages When you save an object as a Web page, the data is exported as an.html document, which can be published to an intranet or the Internet Any objects you save as.html appear in the browser in Datasheet view

Objectives Create and use Office documents in Outlook Import and export data Record tasks using the Journal Use mail merge with Word and Outlook Use Web features Create Net Folders

Creating and Using Office Documents in Outlook You can create a new Office document in Outlook, then send the file by e-mail or save it in an Outlook view To create new documents from within Outlook: –Display the Outlook folder in which to store the new Office document –Click File, New, Office Document –Select the document type, then click OK –Specify whether to create the document in the current Outlook folder or e-mail it –Click OK

Importing Data When you import data into Outlook, the data is in a format that you can use in Outlook without opening the native application Use the Import and Export Wizard to import data into Outlook To import data: –Click File, Import and Export… –Specify to import from another program or file –Work through the remaining Import and Export Wizard dialog boxes

Exporting Data When you export Outlook data, you convert the Outlook file into a format that is recognized by the target application The original Outlook data remains unchanged To export data: –Click File, Import and Export… –Specify to export to a file –Work through the remaining Import and Export Wizard dialog boxes

Recording Tasks Using the Journal You use the Journal to record items that can help you track your work To automatically record Journal entries, you must set Journal preferences in the Journal Options dialog box To create a manual Tasks entry in the Journal: –Display the Tasks view –Click and drag a task to the Journal button in the Outlook Bar or Folder List –Click Save and Close

Using Mail Merge with Word and Outlook To create a mail merge: –Create a main document in Word, which contains field codes corresponding to the Contacts fields in Outlook –Merge the desired contacts in Outlook with the Word document To start the mail merge: –Display the Contacts view in Outlook –Click Tools, Mail Merge… –Specify the contacts you want to use and the name of the Word document with which the contacts are to merge

Saving Calendars as Web Pages To allow others to see your calendar on the Web, you can save your calendar as a Web page To save a calendar as a Web page: –In Calendar view, click File, Save as Web Page… –Specify a start date and an end date –Enter a name for the calendar –Enter a file name for the calendar –Click Save

Managing Favorite Web Site Addresses The Favorites folder contains the HTML files and Web sites for which you want easy access You can add folders and subfolders to organize the data in the Favorites folder for easier accessibility You can also use the View Summary dialog box to organize the data in the Favorites folder, such as: –Changing which fields display –Grouping folders and files –Sorting and filtering information –Changing fonts and table view settings –Setting automatic formatting for messages

Creating Net Folders Net Folder – an Outlook folder that is configured to automatically share information across the Internet Use the Net Folder Wizard to set up a Net Folder and send an e-mail message to those recipients who are granted access to your Net Folder To create a Net Folder to share information: –Click File, Share –Select the folder you want to share –Work through the Net Folder Wizard dialog boxes

Creating Net Folders (cont’d) Recipients of a Net Folder invitation can: –Accept the invitation –Decline the invitation The Net Folder displays in the folder list for anyone who accepts the invitation

Objectives Send data to an Access database Add database information to a Web page Import a Web page

Sending Data to an Access Database You can create an interactive Web site using FrontPage by adding a form to your site FrontPage saves form information to an Access database Use the Form Properties dialog box to specify where to store database results By default, FrontPage creates a folder called FPDB to store form results and uses a database connection to display form results –Database connection – the database name and location that will contain the form results, along with the type of data and any parameters

Adding Database Information to a Web Page Use the Database Results Wizard to add database information to a Web page: –Connect to the database –Choose a record source – the table or query from which you gather information –Filter database results: Create a search form for visitors to your site, enabling them to view only data matching the criteria they input Filter the data to display only specific information on the Web page

Adding Database Information to a Web Page (cont’d) –Choose format options: Specify a table with one record per row Specify a bulleted or numbered list Specify a drop-down list –Display records: Display all the data together Divide the data into smaller segments with navigation buttons to aid users

Importing a Web Page Use FrontPage to import existing Web pages from your computer, a network or the World Wide Web Use the Import Web Wizard to import a Web page: –Specify a source for the Web files –Specify download options such as the maximum size to import –Specify the levels you want to import –Specify whether to limit the import to text and image files

Objectives Use PhotoDraw in other applications Print PhotoDraw pictures Create Web page banners Create Web page buttons

Using PhotoDraw in Other Applications Use the Save for Use In Wizard to save PhotoDraw graphics for use in other applications The Save for Use In Wizard lets you save graphics in one of five ways: –On the Web –On the Web as a thumbnail –In a Microsoft Office document –In an on-screen presentation –In a publication Use the Save As dialog box if you want to specify a file format for saved PhotoDraw graphics

Printing PhotoDraw Pictures Use the Reprints dialog box to print PhotoDraw pictures on a variety of objects, such as: –Mailing labels –CD-ROM inserts –Name tags –Photographs PhotoDraw includes templates with pre-set measurements for labels from various manufacturers

Creating Web Page Banners Web page banner – a banner that is used to name a Web page or otherwise draw attention to the Web page PhotoDraw includes numerous templates you can use to create Web page banners, or you can create your own banners To create a Web page banner: –Click on File, New… to display the New dialog box –Double-click on the Banner icon to display a blank banner –Insert graphics and text and format them as desired

Creating Web Page Buttons Use Web page buttons: –To navigate between Web pages –As links to Web pages –As links to specific areas within a Web page To create a Web page button: –Display the Templates dialog box –Click on the button template you want to create –Work through the remaining Templates dialog boxes to customize the button template as desired

Objectives Schedule meetings with NetMeeting Schedule presentation broadcasts Schedule NetShow broadcasts Examine Web discussions

Scheduling Meetings with NetMeeting Use Microsoft NetMeeting to communicate, in real time, over the Internet with users who have access to a NetMeeting server To schedule a NetMeeting: –Display the Meeting dialog box in Microsoft Outlook –Specify the message recipients –Specify the subject and location of the meeting –Specify that the meeting is an online meeting –Specify the date and time of the meeting

Scheduling Presentation Broadcasts You can use Microsoft PowerPoint, in conjunction with Microsoft Outlook, to broadcast a presentation over the Internet To schedule a presentation broadcast: –Start PowerPoint and open the presentation you want to broadcast –Display the Broadcast Schedule dialog box: Specify the broadcast settings Set up the broadcast server –Use the Meeting dialog box in Microsoft Outlook to schedule the presentation

Scheduling NetShow Broadcasts You must use NetShow Services if you plan to broadcast to more than 15 participants Schedule a NetShow meeting just as you would a NetMeeting: –Display the Meeting dialog box in Microsoft Outlook –Specify the message recipients –Specify the subject and location of the meeting –Specify that the meeting is an online meeting using NetShow Services –Specify the date and time of the meeting

Examining Web Discussions Web discussion – a threaded discussion about a Microsoft Word, Excel, or PowerPoint document, or an HTML document Threaded discussion – a series of comments, in which replies are nested under each comment Web discussions can be: –Inline, in which an icon displays in the document where you insert the discussion, or –In a separate window pane You can use Web discussions with HTML documents and within your browser

© 2002 ComputerPREP, Inc. All rights reserved. Office 2000: Integration and Web Features.

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© 2002 ComputerPREP, Inc. All rights reserved. Office 2000: Integration and Web Features.

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