marquee16 presentation-integrating brief

Skills© Paradigm Publishing, Inc. 1

Marquee Series Microsoft Office 2016

Skills© Paradigm Publishing, Inc. 2 Skills© Paradigm Publishing, Inc. 2

Integrating ProgramsWord, Excel, Access, and PowerPoint

1.1 Export Access Data to Excel

1.2 Export an Access Table to Word

1.3 Import Data into an Access Table

CHECKPOINT 1

1.4 Export a Presentation to Word

1.5 Export a Word Outline to a Presentation

1.6Link Excel Charts with a Document

and Presentation

1.7 Edit a Linked Object

1.8 Embed a Word Table in a PowerPoint Slide

1.8 Edit an Embedded Object

CHECKPOINT 2

1.9 Link Excel Data to an Access Table

1.10Embed an Excel Worksheet into a Word Document

1.11 Edit an Embedded Worksheet

CHECKPOINT 3


Export Access Data to ExcelTo export an Access table, form, or query to Excel:1. Open the database.2. Click the object in the

Navigation pane.3. Click the External Data tab.4. Click the Excel button in the

Export group.

steps continue on next slide…

Excel button


Export Access Data to Excel…continued5. At the Export - Excel

Spreadsheet dialog box, click the Browse button.

6. At the File Save dialog box, navigate to the desired folder and then click the Save button.

7. Click options at the Export - Excel Spreadsheet dialog box.

8. Click OK.Export - Excel Spreadsheet dialog box


Export an Access Table to WordTo export an Access table to Word:1. Open the database.2. Click the table in the

Navigation pane.3. Click the External Data tab.4. Click the More button in the

Export group.5. Click the Word option at the

drop-down list.

steps continued on next slide…

Word option


Export an Access Table to Word…continued5. At the Export - RTF File dialog

box, click the Browse button.6. At the File Save dialog box,

navigate to the desired folder and then click the Save button.

7. Click options at the Export - RTF File dialog box.

8. Click OK.

Export - RTF File dialog box


Export an Access Table to Word…continuedTo change to landscape orientation:1. Click the Page Layout tab.2. Click the Orientation button in

the Page Setup group.3. Click Landscape at the drop-

down list.

Orientation button


Export an Access Table to Word…continuedTo AutoFit the contents of the table:1. Click the Table Tools Layout tab.2. Click the AutoFit button in the Cell

Size group.3. Click AutoFit Window at the drop-

down list.

AutoFit button


Export an Access Table to Word…continued

Option ActionAutoFit Contents adjusts table to accommodate the

table textAutoFit Window resizes table to fit within the window

or browser; if browser changes size, table size automatically adjusts to fitwithin window

Fixed Column Width adjusts each column to a fixed width using the current widths of the columns


Import Excel Data into an Access TableTo import data to a new table:1. Open the database.2. Click the External Data tab.3. Click the Excel button in the Import & Link group.4. At the Get External Data - Excel Spreadsheet dialog box, click the

Browse button.

steps continued on next slide…Browse button


Import Excel Data into an Access Table…continued5. At the File Open dialog box,

navigate to the desired folder and then double-click the file.

6. At the Get External Data - Excel Spreadsheet dialog box, click OK.

7. At the first Import Spreadsheet Wizard dialog box, insert a check mark in the First Row Contains Column Headings check box and then click the Next button.


First Row Contains Column Headings option


Import Excel Data into an Access Table…continued8. At the second dialog box, click

the Next button.9. At the third dialog box, click the

Choose my own primary key option and then click the Next button.

10. At the fourth dialog box, type in the Import to Table text box and then click the Finish button.

11. At the Get External Data - Excel Spreadsheet dialog box, click the Close button.

Choose my own primary key option

Import to Table text box


Import Excel Data into an Access Table…continued Import data from another program into an Access table or link the

data. Consider linking an Excel file instead of importing if you want to

keep data in an Excel worksheet but use Access to perform queries and create reports.

In Access, you can only update linked data in one direction. Once an Excel table is linked to Access, you cannot edit data in the Access table.

Update the data in the Excel file and the Access table will reflect the changes but you cannot update data within Access.


CHECKPOINT 1

1) When you export an Access table to Word, this is the default file extension.a. .docxb. .accdbc. .rtfd. .txt

3) This table feature contains three options for adjusting table contents.a. AutoAdjustb. AutoFitc. AutoContentsd. AutoTable

2) In Word, the Orientation button is on this tab.a. Homeb. Page Layoutc. Insertd. View

4) In Access, you can update linked data in this many directions.a. oneb. twoc. threed. four

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Export a PowerPoint Presentation to WordTo Export a PowerPoint Presentation to Word:1. Open the PowerPoint

presentation.2. Click the FILE tab.3. Click the Export option.4. Click the Create Handouts option.5. Click the Create Handouts button.

steps continued on next slide…

Create Handouts button


Export a PowerPoint Presentation to Word…continued6. Choose the desired options at the

Send to Microsoft Word dialog box.7. Click OK.

Send to Microsoft Word dialog box


Export a Word Outline to a PowerPoint PresentationTo insert the Send to Microsoft PowerPoint button on the Quick Access Toolbar:1. Click the Customize Quick Access Toolbar

button.2. Click More Commands to open the

Word Options dialog box.3. Click the Choose commands from

option box arrow.4. Click All Commands.5. Scroll down and double-click Send to

Microsoft PowerPoint.6. Click OK.

Customize Quick Access Toolbar button

Word Options dialog box


Export a Word Outline to a PowerPoint Presentation…continued

To send a Word outline to a PowerPoint presentation:1. Open the Word document.2. Click the Send to Microsoft

PowerPoint button on the Quick Access Toolbar.

Send to Microsoft PowerPoint button



To change a PowerPoint slide layout:1. Make the slide active.2. Click the Layout button in the

Slides group on the Home tab.3. Click layout option at the

drop-down list.

Layout button



To apply a design theme to the PowerPoint presentation:1. Click the Design tab.2. Click the More button at the right side of the Themes thumbnails.3. Click theme from the drop-down gallery of choices.

themes



To remove the Send to Microsoft PowerPoint button from the Quick Access Toolbar:1. Right-click the Send to Microsoft PowerPoint button on the

Quick Access Toolbar.2. Click the Remove from Quick Access Toolbar option at the

shortcut menu.

Remove from Quick Access Toolbar option


Link Excel Charts with a Document and Presentation

Copy and link an object such as a table or chart to files created in other programs. For example, copy an Excel chart and link it to a Word document and/or a PowerPoint presentation.

The advantage to copying and linking over just copying and pasting is that when you edit the object in the originating program, called the source program, the object is updated in the linked file in the other program, called the destination program.

When an object is linked, it exists in the source program but not as a separate object in the destination program.

An object can be linked to more than one destination program or file.


Link Excel Charts with a Document and Presentation…continued

To link an Excel chart with a Word document and a PowerPoint presentation:1. Open Excel, Word, and PowerPoint

and the files in each program.2. Make Excel the active program.3. Click the chart to select it.4. Click the Copy button in the

Clipboard group on the Home tab.


selected Excel chart



5. Click the Word button on the taskbar.

6. Position the insertion point.7. Click the Paste button arrow.8. Click Paste Special at the drop-

down list.9. At the Paste Special dialog box,

click the Paste link option, click the Microsoft Excel Chart Object option in the As list box, and then click OK.


Paste Special dialog box



10. Click the PowerPoint button on the taskbar.

11. Make the slide active.12. Click the Paste button arrow.13. Click Paste Special.14. At the Paste Special dialog

box, click the Paste link option, make sure Microsoft Excel Chart Object is selected in the As list box, and then click OK.

Paste link option


Edit a Linked ObjectTo edit a linked object:1. Make the source program the

active program.2. Edit the source file.3. Save the source file.4. Make the destination program

the active program and open the destination file.

5. Notice that the linked object is automatically updated.

Excel source file

Word destination file


Embed a Word Table in a PowerPoint SlideTo embed a Word table in a PowerPoint presentation:1. Open Word and open the file

containing the table to embed.2. Click in a cell in the table.3. Click the Table Tools Layout tab.4. Click the Select button in the

Table group and then click Select Table at the drop-down list.

5. Click the Copy button.


Select button


Embed a Word Table in a PowerPoint Slide…continued6. Open PowerPoint and open

the file into which the object will be embedded.

7. Click the Paste button arrow and then click Paste Special.

8. At the Paste Special dialog box, click the object in the As list box.

9. Click OK. As list box


Edit an Embedded ObjectTo edit an embedded object:1. Open the file containing the embedded object.2. Double-click the object.3. Make edits.4. Click outside the object.

embedded Word table


CHECKPOINT 2

1) In PowerPoint, click this tab to access the Export option.a. Insertb. Homec. Filed. View

3) You can also link an object in Word using options at this dialog box.a. Linksb. Objectc. Connectd. Alternate

2) When copying or linking, the original program is called this.a. destinationb. sourcec. masterd. template

4) To edit an embedded object, do this to the embedded object.a. double-clickb. single-clickc. right-clickd. drag

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Link Excel Data to an Access TableTo link data to a new table:1. Open the database.2. Click the External Data tab.3. Click the Excel button in the Import & Link group.4. At the Get External Data - Excel Spreadsheet dialog box, click

the Browse button.

steps continue on next slide… Browse button


Link Excel Data to an Access Table…continued5. At the File Open dialog box,

navigate to the folder and then double-click the file.

6. Click the Link to the data source by creating a linked table. option at the Get External Data - Excel Spreadsheet dialog box.

7. Click OK.


Link to the data source by creating a linked table. option


Link Excel Data to an Access Table…continued8. At the first Link Spreadsheet

Wizard dialog box, make sure the First Row Contains Column Headings option contains a check mark and then click the Next button.

9. At the second dialog box, type in the Linked Table Name text box and then click the Finish button.

10. Click OK.

Linked Table Name text box


Link Excel Data to an Access Table…continued

If you want to delete the link to a table, open the database and then click the table in the Navigation pane. Click the Home tab and then click the Delete button in the Records group. At the question asking if you want to remove the link to the table, click Yes.

Access deletes the link and removes the table’s name from the Navigation pane.


Embed an Excel Worksheet into a Word Document

Copy an object between files in a program, link an object, or embed an object.

A linked object resides in the source program but not as a separate object in the destination program.

An embedded object resides in the file in the source program as well as in the destination program.

If a change is made to an embedded object in the source program, the change is not made to the object in the destination program.


Embed an Excel Worksheet into a Word Document…continued

To embed an Excel worksheet into a Word document:1. Open Word and Excel and the files.2. Make Excel the active program and

select the chart to link.3. Click the Copy button in the Clipboard

group on the Home tab.4. Click the Word button on the taskbar.


Copy button


Embed an Excel Worksheet into a Word Document…continued

5. Click the Paste button arrow and then click Paste Special.6. Click the Microsoft Excel Worksheet Object in the As list box.7. Click OK.

Paste Special dialog box


Embed an Excel Worksheet into a Word Document …cont.

To embed an object from an existing file:1. In the destination program document, position the insertion point

where you want the object embedded.2. Click the Object button in the Text group on the Insert tab. 3. At the Object dialog box with the Create from File tab selected, type the

desired file name in the File name text box or click the Browse button and then select the desired file from the appropriate folder.

Object dialog box


Edit an Embedded WorksheetTo edit an embedded object:1. In the source program, double-

click the embedded object.2. Make the edits.3. Click outside the object.

embedded object


Editing an Embedded Worksheet…continued

If you double-click a linked or embedded object and a message appears telling you that the source file or source program cannot be opened, consider the following troubleshooting options: Check to make sure that the source program is installed on

your computer. If the source program is not installed, convert the object to the

file format of a program that is installed. Check to make sure the source program does not have any

dialog boxes open and, if it is a linked object, check to make sure someone else is not working in the source file.


CHECKPOINT 3

1) Access uses these to represent linked tables and tables that are stored in the current database.a. tabsb. groupsc. iconsd. combination

3) This object resides in the source program but not as a separate object in the destination program.a. embeddedb. linkedc. movedd. duplicated

2) In Access, the Delete button to delete a table is on this tab.a. Fileb. Homec. Insertd. Page Layout

4) This object resides in the document in the source program as well as the destination program.a. embeddedb. linkedc. movedd. duplicated

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