Integrating Word, Excel, Access, and PowerPoint

Student Learning Objectives:

1. Learn about object linking and embedding(OLE)
2.  Embed and  Excel chart in a word document
3 .Edit an embedded Excel chart in word
4. Link an Excel worksheet to a word document
5. Update  a linked Excel worksheet
6. Test a link
7. Learn about importing and exporting data
8. Import an Excel list into an Access database
9. Query an Access database
10. Export an Access query to a Word document
11. Create a word outline
12. Create PowerPoint slides  from a  Word  outline
13. Copy and  paste Access query results into a PowerPoint presentation
14. Link an Excel chart to a PowerPoint presentation.

Important Points.
1. OLE (Object Linking and Embedding)is a wary of transferring and sharing info between programs.

  Embedding Linking
Description Displays and stores an object in the destination file. Displays an object in the destination file along with the source files location; stores the object in the source file.
Use if you want to Include  the object in the destination file and edit the object using the source program without affecting the source file. Edit the object in the in the source file and have  the changes  appear in the destination file.
Advantages The source file and destination file can be  stored separately. You can use the source program  commands to make changes to the object in the destination file. The destination file size remains  fairly  small.  The source file and the object in the destination file remain identical
Disadvantages The destination file size  increases to  reflect the addition of the object from the source file. The source and destination files must be stored  together.
2. Start word, open LHCletter in integration folder.  You will see:

LHCLetter open
a. Save the file as Hospital Letter: and open the file LHCReferrals in excel.  You will see:

 

LHCReferrals
Save the chart as referrals chart.

b. Embedding an excel chart in word. Select the pie chart in excel, click the copy button on the home tab, click on word in the status bar, click the empty paragraph mark immediately above the second paragraph, in clipboard group click the past button arrow and click Use Destination Theme and & Embed.  You will see:

Letter with embedded chart

c. to edit the chart within word..  Click on the pie chart, Click  the chart tool layout tab, click 3-D rotation in background group-You will see:
3-D rotation dialog box

d. In the rotation section click the X: up arrow. to 100%. Click close you will see:
Chart rotated
e. save your changes.
3. Linking excel to word. Switch back to excel, open LHCGrowth  and save it as Growth Table. You will see:
LHC growth table
a. Select cell A6 to F11, click copy, go back to word, place the cursor above the paragraph that begins Beginning in Sept...., and click paste. You will see:

Table linked in word

b. Updating linked objects.  Right click the excel table in the word document, point to linked worksheet object, click links  you will see:
Links dialog box
c. Click  growth table in the list, click open source which takes you to the table in excel. Stack you window so you can see the first two rows of excel and two of word. In excel in cell f7 type 953 and touch enter.  Go back to word and right click in the button and click update link.  You will see f7 update to 953.
5. Using Excel data in access. Open excel, open LHCRequest, and save as request list, select rows 1 through 8 and delete.  In A1  type service, in b1 type HowOftenRequested, In C1 type AverageHourlyFee You will see:
spreadsheet LCrequest
a. Save the workbook  and close it.
b. Start Access  and create a new database called  Lifestyles.  You will see:
Lifestylie
c. click the External Data tab, click Excel button in  Import & Link group, you will see:
Import Excel Data

d. Navigate to Request list in the integration folder, click import the source data into a new table in the current database and click ok.  You will see:

select excel spreadsheet data
e. Make sure sheet one is  selected, and click next you will see:
Import spreadsheet wizard
f. Make sure first row contain column heading is checked. click next. Your will see:

Import wiizard
g.  Accept the default and click next  you will see:
Let accewss set primary key dialog
h. click let access add primary key.  click next. You will see:

selecting title of tale
i. Type in services and click finish. You will see:

Save import steps
j. click close and do not save  import steps. Click  on the service table in access you will see:
Excel imported in to access

6. Using access data in word.  Open the Lifestyles database.  Click create, Query wizard  you will see:
Query Wizard dialog box
a. Accept simple query wizard and click OK.  You will see:
Simple query wizard dialog box
b. Select Service and HowOftenRequested across to selected fields.  You will see:

simple query wizard
c. Click next, click next, Enter servericesRequested for the name, click finish.  You will see:
datasheet view of query
d.  Go to design view. and enter the criterion of >1500 in the howofternrequested field You will see:
query design with >1500

e. Deselect the HowOftenRequested box. Run the query you will see:
Services provide >1500
f. In navigation pane select servicerequested query, click external data, in export group click more then click word  you will see:
export access to woird

g. change the file name to ServiceRequestedTable.rtf,
g. click open  the destination file ext. and click ok.  click close:  You will see:
word with access query
h. Insert query into brochure: Open LHCBrouchure and save it as new service brochure. 

insert rich text dialog box
i. click  insert  you will see:
acces query inserted into word

J. Click the view tab, click the zoom button, click the many pages button and click 2x2 you will see:
Zoom dialog box
k. click two by two  you will see:
Zoom dialog box 2X2.
7. Creating a word outline.
a. Open the word document LHCoutline and save the document as slides Outline.  Click view, click outline. You will see:
outline view
b. Click home, click select, click Select All, click outlining tab, click promote.  you will see:

outline highlighted
c. Click the outline tab, click  promote. Format as shown on INT 39 figure 29.    You will see:
Outline format
8. Creating PowerPoint slides from a Word outline.
a. Start PowerPoint, open LHCPresentation, save as Home Care conference. You will see:
PowerPoint opening screen
a. Replace text on the title slide with your name. The in the slide group click new slide button arrow,  click slides from outline.  You will see:
slides group outline

insert new slide outline dialog box
b. Navigate to the slides Outline click insert You will see:
Outline inserted as slides

c. Go to slide 9 and delete it.  click slide 8, press and hold the shift key and scroll to slide 2 and click., click the reset button in the slide group. You will see:
rest applied to slides

The titles change to white and the text matches the format used.
9. Copying and Pasting Access query into PowerPoint- go to slide 5, open the Lifestyles database, click external data, click access and you will see:

9. Copying and Pasting Access Query Results into PowerPoint  Presentation.  Display slide 5, switch to access and open Lifestyles database, double click the ServicesRequested query and click the selector to the left of the table to select all of the records.  you will see:
query window
a. Click the home tab, click  Copy, close the query and exit Access. And return to PowerPoint.
In the slides group click slide 5 , click Layout, click Title only.  You will see:
Title only slide
b. Click below the title, click the paste button arrow, click Keep Text Only You will see:
Access table pasted into PP
c. Drag the left, middle sizing handle to the left until the left bored of he text box is 1/4 inch form the edge of shaded box. click on text box to select it, click the bullets button.  You will see:
Bulleting the list.
d. Copying the format of  slide 4 to slide 5.   click slide 4 thumbnail, press and hold the shift key and click anywhere in the bullet list to select entire text box then click format painter button., click slide 5 thumb nail and click in bulleted list.  You will see:
format painter applied to slide 5.

10. Linking an Excel Chart to a PowerPoint Presentation.  Display slide 6, and change the layout to title only. Open LHCRequests2 in Integration/tutorial folder.
and scroll to the chart. You will see:

spread sheet with graph
a. Click the border of the chart then click copy. Switch back to PP, click the paste button arrow and then click Use Destination Theme and  Link data.  you will see:

excel charrt pasted into PP
b. Save your changes.