Microsoft Excel 2003 Illustrated Complete

1
Microsoft Excel 2003 Illustrated Complete
Exchanging

• Data with Other Programs

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Objectives

• Plan a data exchange
• Import a text file
• Import a database table
• Insert a graphic file in a worksheet

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Objectives

• Embed a worksheet
• Link a worksheet to another program
• Embed an Excel chart into a PowerPoint slide
• Import a list into an Access table

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Planning a Data Exchange

• Guidelines to plan a data exchange between Excel
  and other Office programs
• Identify the data you want to exchange
• Its file type and program used to create it,
  known as the source program
• Determine the program with which you want to
  exchange data
• The program that receives the data is known as
  the destination program

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Planning a Data Exchange (cont.)

• Guidelines to plan a data exchange between Excel
  and other Office programs (cont.)
• Determine the goal of your data exchange
• Use object linking and embedding, or OLE
• The data to be exchanged in known as an object
• Use embedding to insert a copy of the original
  object in the destination file
• Use linking when you want information you
  inserted updated automatically when the data in
  the source file changes

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Planning a Data Exchange (cont.)

• Guidelines to plan a data exchange between Excel
  and other Office programs (cont.)
• Set up the data exchange
• Execute the data exchange

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Embedded object
Changes to the original object will not affect
embedded copy
Destination document
Original object
Copy of original object
Double-click embedded object to edit it using
source program tools
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Linked object
Destination document
Original object
Changes to the original object appear in
destination document
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Planning a Data Exchange (cont.)
Importable file formats and extensions
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Importing a Text File

• Import data into Excel as long as Excel can read
  the data
• Use the Save As command to save the data in Excel
  format
• Text files use a tab or space as the delimiter,
  or column separator, to separate columns of data
• When you import a text file into Excel, the Text
  Import Wizard automatically opens and describes
  how text is separated in the imported file

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Importing a Text File (cont.)
Original data type is delimited
Three column headings
Contents preview
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Importing a Text File (cont.)

• Other ways to import files
• Open the Text Import Wizard is by pointing to
  Import External Data on the Data menu, clicking
  Import Data, then selecting a data source
• On the Desktop, drag a text file into a blank
  worksheet

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Importing a Database Table
Imported Access table
External Data toolbar
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Importing a Database Table (cont.)

• Using Smart Tags
• When Excel recognizes certain data types, it
  marks the cell with a small purple triangle, or
  smart tag
• To view a list of actions you can take, point to
  the smart tag, then click the Smart Tag Actions
  button that appears

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Importing a Database Table (cont.)

• Exporting cell data
• Most of the file types that Excel can import are
  also the file types Excel can export
• Excel can export HTML and XML formats for the Web

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Inserting a Graphic File in a Worksheet

• Us the Picture options on the Insert menu to
  insert a graphic into a worksheet
• Use the tools on the Picture toolbar to format
  the picture

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Inserting a Graphic File in a Worksheet (cont.)
Inserted graphic
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Inserting a Graphic File in a Worksheet (cont.)

• Importing data from HTML files
• Use the drag and drop method
• Drag and drop the data from one program window to
  another
• Use the Insert Object command

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Embedding a Worksheet

• Embedding objects allows you to edit an Excel
  workbook from within a different program using
  Excel commands and tools
• All necessary information for the embedded object
  is in the object itself
• Double-click the embedded object to edit it in
  Excel
• Display the embedded data itself or an icon
  representing the data

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Embedding a Worksheet (cont.)
Icon representing the embedded worksheet
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Linking a Worksheet to Another Program

• Linking a worksheet into another program retains
  a connection with the original document as well
  as the original program
• When you double-click a linked object, the
  objects source document opens
• Changes you make to the original worksheet are
  reflected in the linked object

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Linking a Worksheet to Another Program (cont.)
Linked worksheet
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Linking a Worksheet to Another Program (cont.)

• Managing links
• When you make changes to a source file, the link
  is updated automatically each time you open the
  destination document
• Manage links using the Links dialog box
• Click Links on the Edit menu
• Update a link, change a link, remove a link

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Embedding an Excel Chart into a PowerPoint Slide

• Microsoft PowerPoint is a presentation graphic
  program that you use to create slide show
  presentations
• Adding an Excel chart to a slide can help
  illustrate data

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Embedding an Excel Chart into a PowerPoint Slide
(cont.)
Embedded Excel chart
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Importing a List into an Access Table

• Column labels in Excel become field names in
  Access
• Once converted to Access format, a data list is
  called a table
• In the process of importing an Excel list, Access
  will specify a primary key for the new table
• A primary key is the field that contains unique
  information for each record (row) of information

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Importing a List into an Access Table (cont.)
Excel data to be imported
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Importing a List into an Access Table (cont.)
Field names
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Importing a List into an Access Table (cont.)
Primary key
Access table
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Summary

• Import text files into Excel worksheets
• Import database tables into Excel worksheets
• Insert graphic files into Excel worksheets
• Embed and link worksheets
• Import an Excel list into Access