PowerPoint Lab 3: Sharing Information Between Applications

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PowerPoint Lab 3 Sharing Information Between
Applications
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Competencies

• After completing this lab, you will know how to
• 1. Copy between applications.
• 2. Link an Excel chart to a PowerPoint
  presentation.
• 3. Embed a PowerPoint presentation in a Word
  document.
• 4. Run a slide show from Word.

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Competencies

• After completing this, you will know how to
• 5. Edit an embedded object.
• 6. Break a link.
• 7. Decide when to use linking and embedding.

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Copying Between Applications

• Information created in one program can be easily
  copied
• Then inserted, or pasted into another application

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source file
destination file
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Pasted Object
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Linking an Excel Chart to a PowerPoint
Presentation

• One form of information sharing between
  applications
• The linked data or object remains in the source
  file, separate from the destination file to which
  its linked
• When the source file is updated, the change
  reflects in the destination file

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paste link
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Linked Object
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Embedding a Presentation in a Word Document

• PowerPoint objects may be inserted or embedded
  into a Word document

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Embedded Object

• Stored in the destination file
• Becomes part of the document
• Entire file, not just an image of the selection
  that is displayed in the destination file

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Embedded Object

• Application creating the embedded object is
  called the server
• If user has the server, he can edit or update the
  embedded object in the destination file
• Object Linking and Embedding (OLE) is the
  supporting technology
• Office 97 has it

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Running the Slide Show from Word

• With PowerPoint presentation embedded in the Word
  document
• Double-click on the slide
• Full version, or viewer is automatically loaded
• Proceed through the show

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Editing an Embedded Object

• From within Word
• Select presentation object
• Edit, Presentation Object, Edit

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Breaking a Link

• For links to Excel file containing a chart
• Edit, Links
• Break Link

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When to Use Linking Embedding

• Use linking when
• File size is important
• Users have access to the source file and
  application
• The information is updated frequently

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When to Use Linking Embedding

• Use embedding when
• File size is not important
• Users have access to the application, but not the
  source file
• The information changes infrequently

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