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11/2/09 Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition

Excel Tips and Tricks

Utilizing Excel 2007

Date/Time: October 15th - 12pm (EST)

Webinar Offered by: Federally Employed Women's Foundation for Education & Training

Presenter: Nikki Follis, Grantham University

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Objectives

Integrate data between Word and ExcelCopy data from Excel to WordCopy a chart from Excel to WordCreate linked objectsEmbed a Word file in ExcelApply Conditional FormattingUse SmartArt Efficiently

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What is Integration?

Data integration • Combines data from multiple programs

Example of data integration • Create a chart in Excel • Use the Excel chart in a Word report • Modify chart data from source Excel file

Data integration saves time and effort • Information is reused multiple times

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Integrating DataTwo types of files used in integration:

• Source: file where information originates• Destination: file that receives information

Object Linking and Embedding (OLE)• Microsoft technology for integrating data

Linking an object• Image of object copied to destination file• You can edit object data from source file

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Embedding an object:• Copy of object is placed in destination file• Edit object with source program tools

Ways to integrate Word and Excel:• Copy and paste data from the Clipboard• Link data between two files • Copy Excel chart and paste into Word• Embed a Word file into Excel worksheet

Integrating Data

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Integrating Data

Embedding vs. linking

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Table objectcopied fromExcel

Photograph copiedfrom Excel

Chart linked toExcel source chart75% is a linked value

Integrating Data

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Copying Data from Excel to Word

Uses of Copy and Paste commands • Copy and paste items within a document • Copy and paste items between programs

Items transferred with Copy and Paste • Line of text, value, picture, chart

Properties of a copied object• Retains formatting of original object • Independent of source (except chart)

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Copying Data from Excel to WordUse the Copy and Paste commandsExcel is the source fileWord is the destination file Pasted chart is automatically linked Effect of revising chart in source file

• Linked data changes in destination file• Note: chart style does not update

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Linked chart updated in Word

Columnsupdated

Copying a Chart from Excel to Word

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Chart style not applied to linked object

New chart style inExcel

Red chartstyle doesnot appearin linkedversion inWord

Copying a Chart from Excel to Word

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Creating Linked Objects

Copy and Paste Special commands• Perform advanced copy and paste tasks • Can link copied object to a source file• Needed to link all items except chart

Features of Paste Special command• Paste• Paste Link• Formatting options

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Creating Linked Objects

Paste Special dialog box

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Embedding a Word File in Excel

Embedding an object • Inserts an entire file in a destination file• You can embed an existing or new file

Editing an embedded object• Double-click the embedded object • Edit tools from source program display

Accessing embedding tool in Excel• Click Insert tab, then click Object button

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Embedding a Word File in Excel

Embedded object updated in Excel

Title bar showsthat Excel is the destinationprogram

Word tabs and ribbon areactivated

Paragraphmarginsmodified

Number oftours updatedfrom 10 to 15

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Word, Excel, and Access

Excel data imported to an Access table

Excel dataExcel data

importedto Access and named Tours table

Field Name changed from Participants to Guests during the import process

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Excel and AccessWays to import Excel data to Access

• Import Excel data into new Access table• Append Excel data to an existing table

How to import Excel data into Access • Click the Get External Data tab in Access• Click Excel button in the Import Group• Navigate to Excel file and select an option• Follow Import Spreadsheet Wizard

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Excel and AccessOptions in Get External Data dialog

box

The file path willbe different onyour computer

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Excel and AccessExcel table imported to Access

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Excel, Access, and Word

Benefits of linking three programs:• Use each program’s strengths • Reduce amount of data entry

Use Copy and Paste Special tools• Step 1: link Access table to Excel file• Step 2: link Excel data to Word file

Effects of changing table in Access• Data in Excel and Word will also change

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Excel, Access, and WordCopied data formatted in Excel

Accounting Number Format

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Excel and PowerPointObject command: embedding tool Identifying an embedded Excel file

• Worksheet appears in PowerPoint slide• Excel ribbons and tabs appear• PowerPoint title bar and menu remain

Editing an embedded worksheet • Double-click the embedded object • Show only cells containing data

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Excel and PowerPointCompleted Excel worksheet object

Worksheet objectformatted, sized,and positioned

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Conditional Formatting

Excel can format cells based on specific results• Automatic application of formatting attributes on

cell values is called conditional formatting• For example: values above a certain number can

be one color and values below a certain number can be another color

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Applying Conditional Formatting

To apply conditional formatting:• Click Conditional Formatting button in the Styles

group on the Home tab• Point to Highlight Cells Rules, and then choose

from “Between”, “Greater Than”, “Less Than”, etc.

• Define conditions and formatting in the dialog box that opens

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Applying Conditional Formatting

Data bars are a type of conditional formatting that visually illustrate differences among values• Click the Conditional Formatting button in the

Styles group, point to Data Bars, and then choose from a formatting

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Applying Conditional Formatting

Previewing a Data Bar

Data bars

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Applying Conditional Formatting

Results of Conditional Formatting

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SmartArt

What is SmartArt?• A SmartArt graphic is a professional-quality

diagram that visually illustrates text

When to Use SmartArt?• When formatting your text alone simply does not

work, you can use SmartArt• You can convert existing text into a SmartArt

graphic or start from scratch

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SmartArt

SmartArt graphics are grouped by category

Click More SmartArt Graphics to see additional categories

More SmartArt Graphics button

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SmartArt

Click text placeholders to enter text

Basic Venn SmartArt graphic

Outcome

Notice the words that filled in [Text]

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SmartArt

Layouts group

SmartArt Stylesgroup

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Summary Integration allows the user to use the Office

2007 programs to work together effectively and efficiently

SmartArt allows the user to create professional-quality diagrams that visually illustrates text

Conditional Formatting automatically applies formatting attributes on cell values to make worksheets stand out

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Questions?

Please contact me with any questions at: nikkifollis@gmail.com

Thank you for your time!