integrating word excel access
TRANSCRIPT
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Integrating Microsoft Office XP
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 (eitherin 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
This figure shows the Clipboard Task Pane on the right side of the
window, and you can see that the Clipboard is currently empty.
This logo has been selectedand is about to be copied to
the Clipboard
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The Clipboard with an
item copied to it
The selected logo seen in the previous slide has now been copied to the Clipboard.
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Paste selections from Office documents to Word
Once you have copied an item to the OfficeClipboard, 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 buttonappears.
You use this button to determine how theinformation you pasted should be formatted in theWord document.
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Pasting text and the
Paste Options button
The text shown as selected in the Clipboard Task Pane has been pasted
into the document. Note the Paste Options button has appeared.
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Paste Options menu commands
If you click the Paste Options button shown in the previous slide, the
Paste Options menu will appear. The table below shows the commands
on that menu, and a description of each commands actions.
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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 criteriaand then click the Search button.
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Search Pane features
The Search Pane allows you to enter a word or phrase you want to find, the
location where you want to search, and the type of documents you want to search.
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The Search Task Pane with search criteria
In this illustration, the text
tulip price table is the text
for which the search is being
conducted.
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The Search Results Task Pane
This figure shows that the search being done in the previous slide
has located one document containing the text being searched for.
In this case, it found one document with the search text. Click the
file name in the Search Results pane to open that file.
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Learn about importing
and exporting data
Importing data from one Office application to another convertsthe data from its original source program format to a format thatis supported by the destination program.
When you import, you start in the destination program and importfrom the source program
Exporting is like importing in that it converts data from oneprogram format to another.
When you export, you start in the source program and export tothe destination program
The advantage of importing and exporting is that you can usethe destination program's tools and features to view andmanipulate 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 listfrom and then double-click on the filename
This will open the Access Import Spreadsheet Wizarddialog box.
Follow the directions in the wizard to complete theimport process.
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The Import Spreadsheet Wizard dialog box 1
This dialog box allows you to specify if you want all
worksheets imported or specific ranges of sheets.
When you click the Next button, the
next wizard dialog box will give youthe option of storing your data in a
new table, or an existing table.
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Import Spreadsheet Wizard
dialog box 3
This wizard dialog box allows you to
specify information about the fields
being imported.
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A database imported as a worksheet
This figure shows an Access
database into which an Excel
worksheet has been imported. The
column headings in Excel were
converted to field headings in
Access. The rows in Excel were
converted to records in Access.
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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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Create a Query
To create a new query, click the
Queries object in the Objects
bar, then click one of the
options in the window.
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The Simple Query Wizard
dialog box 1
This dialog box appears when you click the Create query by using wizard option in
the Queries window. In this dialog box you select the table or other query that the
new query is to be based on, and choose the fields to be contained in the query.
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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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The Simple Query Wizard
with table selected
This figure shows the same dialog box as a previous slide, but a table to use for the
query has now been selected. The Available fields box shows the fields for that table.
Then click the button to move
it to the Selected fields box.
Click on a field name to select it.
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Results of the new query
After all fields have been selected, click
the Finish button in the Simple Query
Wizard dialog box. The query results
will then appear in a datasheet.
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Open the query in Design view
Once the query has been created, you can click the View button list arrow, and then
click Design View to open the query in the Design view window. You can then add
criteria to limit the selection, choose to show or hide fields, or add sort keys.
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Results of the modified query
After making changes to the query in Design view, click the Run
button on the Query Design toolbar to view the results datasheet
with the changes made to the query. If you want to make additional
changes, return to Design view, or save the 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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The Export dialog box
Specify drive and
folder location here.
Enter the name to savethe file as in this box.
Specify Rich Text Format here.
This is a special text format thatretains formatting options.
After all settings have been entered, click the Export All button to save the file.
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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 documentwhere 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
This figure shows a database query that has been exported to an RTF file and then
inserted into a Word document.
Like importing, that data isnow stored and maintained
in two separate locations.