Integrating Microsoft Office 2003

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Integrating Microsoft Office 2003

• Tutorial 2 Integrating Word, Excel, and Access

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Collect text from Office documents on the
Clipboard Task Pane

• The Clipboard Task Pane (also called the
  Clipboard) is a feature that is common to all of
  the Office applications.
• It is a simple way to cut/copy and paste
  information from one application into another.
• The items you cut or copy stay on the Clipboard
  until you exit Office.

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Use the clipboard

• To use the Clipboard, open the application you
  want to use, click Edit on the menu bar and then
  click Office Clipboard.
• The Clipboard Task Pane opens.
• As you work in your document, anything you copy
  or cut will appear in the Clipboard.
• When you want to paste that item somewhere else
  (either in the same document or a different one),
  place your cursor in the appropriate spot in your
  document and then click the item on the Clipboard
  to be inserted.

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An empty clipboard
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The Clipboard with an item copied to it
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Find Office documents with the Search Task Pane

• The Search Task Pane is a tool that enables you
  to find files that contain the text you specify.
• This is referred to as a basic search.
• You can also use the Search Task Pane to search
  for a file based on it's properties.
• To conduct a search, you enter your search
  criteria and then click the Search button.

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Search Pane features
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The Search Task Pane with search criteria
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The Search Results Task Pane
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Paste selections from Office documents to Word

• Once you have copied an item to the Office
  Clipboard, click where you want to insert the
  item, then click the item in the Clipboard.
• The text or object will appear in the document.
• When you paste text, the Paste Options button
  appears.
• You use this button to determine how the
  information you pasted should be formatted in the
  Word document.

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Pasting text and the Paste Options button
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Learn about importing and exporting data

• Importing data from one Office application to
  another converts the data from its original
  source program format to a format that is
  supported by the destination program.
• When you import, you start in the destination
  program and import from the source program
• Exporting is like importing in that it converts
  data from one program format to another.
• When you export, you start in the source program
  and export to the destination program
• The advantage of importing and exporting is that
  you can use the destination program's tools and
  features to view and manipulate the data.

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Use the Import Spreadsheet Wizard

• Depending upon which applications you are trying
  to import or export to or from, you will see
  different dialog boxes.
• When you import Excel data into Access, the
  Import Spreadsheet Wizard will appear.
• The Import Spreadsheet Wizard will step you
  through the process and allow you to determine
  exactly how the data will be imported.

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Import an Excel list into an Access database

• To Import an Excel list into an Access database
• Open the Access database into which you want to
  import the Excel list
• Click Get External Data from the File menu and
  select Import
• When the Import dialog box opens, click the File
  of type list arrow and then click Microsoft Excel
  
• Locate the Excel workbook that you want to import
  the list from and then double-click on the
  filename
• This will open the Access Import Spreadsheet
  Wizard dialog box.
• Follow the directions in the wizard to complete
  the import process.

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The Import Spreadsheet Wizard dialog box 1
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Import Spreadsheet Wizard dialog box 3
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Query an Access database

• The easiest way to create a query in Access is to
  use the Simple Query Wizard, which takes you
  step-by-step through setting up a query.
• To create a query, select Queries on the Object
  bar and then double-click Create query by using
  wizard.
• This will open the Simple Query Wizard.

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Simple Query Wizard options

• As you move through the Simple Query Wizard, you
  can make a variety of selections
• The table or query from which the query will be
  created
• The fields that will be used
• Whether you want to view detail or summary
  information
• The title of the query

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Open the query in Design view
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Results of the modified query
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Export an Access query to a Word document

• A query created in Access can be exported.
• To export a query, convert it to rich text
  formata format that preserves the layout of the
  data.
• This conversion makes the data into a text file
  with the .rtf extension.
• This file can then be inserted into a Word
  document.

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How to export a query

• To export an Access query to a Word document
• Open the query in datasheet view, and click the
  File menu
• Click the Export option to open the Export dialog
  box
• Specify a file name or keep the default name
• Change the Save as type option to Rich Text
  Format
• Change the Save in location to the same folder
  containing the Word document, if necessary
• Click the Export All button to save the file in
  the specified location in rich text format

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Insert an exported query into a Word document

• To insert the exported query into Word
• Open or select from the taskbar the Word document
  to receive the query
• Place the insertion point at the location in the
  Word document where you want the query to go
• Click the Insert menu, then click File to open
  the Insert dialog box
• Change the Files of type option to Rich Text
  Format, and locate the drive and folder
  containing the file
• Select the file name and click the Insert button
  to insert the query into the Word document

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A query imported into a Word document
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