microsoft excel 2003 illustrated complete data with other programs exchanging

Microsoft Excel 2003 Microsoft Excel 2003 Illustrated CompleteIllustrated Complete

Data with Other ProgramsData with Other ProgramsExchangingExchanging

2Exchanging Data with Other Programs Unit M

Plan a data exchangePlan a data exchange Import a text fileImport a text file Import a database tableImport a database table Insert a graphic file in a worksheetInsert a graphic file in a worksheet

ObjectivesObjectives


Embed a worksheetEmbed a worksheet Link a worksheet to another programLink a worksheet to another program Embed an Excel chart into a Embed an Excel chart into a

PowerPoint slidePowerPoint slide Import a list into an Access tableImport a list into an Access table

ObjectivesObjectives


Planning a Data ExchangePlanning a Data Exchange

Guidelines to plan a data exchange Guidelines to plan a data exchange between Excel and other Office between Excel and other Office programsprograms– Identify the data you want to exchangeIdentify the data you want to exchange

• Its file type and program used to create it, Its file type and program used to create it, known as the known as the source programsource program

– Determine the program with which you Determine the program with which you want to exchange datawant to exchange data

• The program that receives the data is The program that receives the data is known as the known as the destination programdestination program


Planning a Data Exchange Planning a Data Exchange (cont.)(cont.)

Guidelines to plan a data exchange Guidelines to plan a data exchange between Excel and other Office between Excel and other Office programs (cont.)programs (cont.)– Determine the goal of your data exchangeDetermine the goal of your data exchange

• Use Use object linking and embeddingobject linking and embedding, or , or OLEOLE• The data to be exchanged in known as an The data to be exchanged in known as an

objectobject• Use Use embeddingembedding to insert a copy of the to insert a copy of the

original object in the destination fileoriginal object in the destination file• Use linking when you want information you Use linking when you want information you

inserted updated automatically when the data inserted updated automatically when the data in the source file changesin the source file changes



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


Original object

Copy of original object

Double-click embedded object to edit it using source program tools

Destination document

Changes to the original objectwill not affect embedded copy

Embedded object


Original object

Changes to the original object appear in destination document

Destination document

Linked object



Importable file formats and extensions


Importing a Text FileImporting a Text File

Import data into Excel as long as Excel Import data into Excel as long as Excel can read the datacan read the data– Use the Save As command to save the data in Use the Save As command to save the data in

Excel formatExcel format– Text files use a tab or space as the Text files use a tab or space as the delimiterdelimiter, ,

or column separator, to separate columns of or column separator, to separate columns of datadata

– When you import a text file into Excel, the Text When you import a text file into Excel, the Text Import Wizard automatically opens and Import Wizard automatically opens and describes how text is separated in the describes how text is separated in the imported fileimported file


Importing a Text File (contImporting a Text File (cont.).)

Original data type is

delimited

Three column

headings

Contents preview


Importing a Text File (cont.)Importing a Text File (cont.)

Other ways to import filesOther ways to import files1.1. Open the Text Import Wizard is by Open the Text Import Wizard is by

pointing to Import External Data on pointing to Import External Data on the Data menu, clicking Import Data, the Data menu, clicking Import Data, then selecting a data sourcethen selecting a data source

2.2. On the Desktop, drag a text file into a On the Desktop, drag a text file into a blank worksheetblank worksheet


Importing a Database TableImporting a Database Table

Imported Access table

External Data toolbar


Importing a Database Table Importing a Database Table (cont.)(cont.)

Using Smart TagsUsing Smart Tags– When Excel recognizes certain data When Excel recognizes certain data

types, it marks the cell with a small types, it marks the cell with a small purple triangle, or purple triangle, or smart tagsmart tag

– To view a list of actions you can take, To view a list of actions you can take, point to the smart tag, then click the point to the smart tag, then click the Smart Tag Actions button that appearsSmart Tag Actions button that appears


Importing a Database Table Importing a Database Table (cont.)(cont.)

Exporting cell dataExporting cell data– Most of the file types that Excel can Most of the file types that Excel can

import are also the file types Excel can import are also the file types Excel can exportexport

– Excel can export HTML and XML Excel can export HTML and XML formats for the Webformats for the Web


Inserting a Graphic File Inserting a Graphic File in a Worksheetin a Worksheet

Us the Picture options on the Insert Us the Picture options on the Insert menu to insert a graphic into a menu to insert a graphic into a worksheetworksheet– Use the tools on the Picture toolbar to Use the tools on the Picture toolbar to

format the pictureformat the picture


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

Inserted graphic


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

Importing data from HTML filesImporting data from HTML files– Use the drag and drop methodUse the drag and drop method

• Drag and drop the data from one program Drag and drop the data from one program window to anotherwindow to another

– Use the Insert Object commandUse the Insert Object command


Embedding a WorksheetEmbedding a Worksheet

Embedding objects allows you to edit Embedding objects allows you to edit an Excel workbook from within a an Excel workbook from within a different program using Excel different program using Excel commands and toolscommands and tools– All necessary information for the All necessary information for the

embedded object is in the object itselfembedded object is in the object itself– Double-click the embedded object to Double-click the embedded object to

edit it in Exceledit it in Excel– Display the embedded data itself or an Display the embedded data itself or an

icon representing the dataicon representing the data


Embedding a Worksheet (cont.)Embedding a Worksheet (cont.)

Icon representing

the embedded worksheet


Linking a Worksheet to Another Linking a Worksheet to Another ProgramProgram

LinkingLinking a worksheet into another a worksheet into another program retains a connection with program retains a connection with the original document as well as the the original document as well as the original programoriginal program– When you double-click a linked object, When you double-click a linked object,

the object’s source document opensthe object’s source document opens– Changes you make to the original Changes you make to the original

worksheet are reflected in the linked worksheet are reflected in the linked objectobject


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

Linked worksheet


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

Managing linksManaging links– When you make changes to a source When you make changes to a source

file, the link is updated automatically file, the link is updated automatically each time you open the destination each time you open the destination documentdocument

– Manage links using the Links dialog boxManage links using the Links dialog box• Click Links on the Edit menuClick Links on the Edit menu

– Update a link, change a link, remove a linkUpdate a link, change a link, remove a link


Embedding an Excel Chart Embedding an Excel Chart into a PowerPoint Slideinto a PowerPoint Slide

Microsoft PowerPoint is a Microsoft PowerPoint is a presentation graphic program that presentation graphic program that you use to create slide show you use to create slide show presentationspresentations– Adding an Excel chart to a slide can Adding an Excel chart to a slide can

help illustrate datahelp illustrate data


Embedding an Excel Chart Embedding an Excel Chart into a PowerPoint Slide (cont.)into a PowerPoint Slide (cont.)

Embedded Excel chart


Importing a List into an Access Importing a List into an Access TableTable

Column labels in Excel become field Column labels in Excel become field names in Accessnames in Access– Once converted to Access format, a Once converted to Access format, a

data list is called a data list is called a tabletable– In the process of importing an Excel list, In the process of importing an Excel list,

Access will specify a primary key for the Access will specify a primary key for the new tablenew table

• A A primary keyprimary key is the field that contains is the field that contains unique information for each record (row) of unique information for each record (row) of informationinformation


Importing a List into an Access Importing a List into an Access Table (cont.)Table (cont.)

Excel data to be imported



Field names



Primary key

Access table


SummarySummary

Import text files into Excel Import text files into Excel worksheetsworksheets

Import database tables into Excel Import database tables into Excel worksheetsworksheets

Insert graphic files into Excel Insert graphic files into Excel worksheetsworksheets

Embed and link worksheetsEmbed and link worksheets Import an Excel list into AccessImport an Excel list into Access

microsoft excel 2003 illustrated complete data with other programs exchanging

Documents

exchanging data

data exchange slide

objectthe data

data exchange guidelines

data exchange use object

text file import data

original data type

illustrated complete