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Integrating Microsoft Office 2003

Integrating Microsoft Office 2003

Tutorial 3 – Integrating Word, Tutorial 3 – Integrating Word, Excel, Access, and PowerPointExcel, Access, and PowerPoint

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Merge an Access query with a Word document

Merge an Access query with a Word document The compatibility among Office 2003 The compatibility among Office 2003

applications makes it easy to share applications makes it easy to share information between files of different formats. information between files of different formats. – Merging Access data with a Word document is a Merging Access data with a Word document is a

common type of integration, resulting in a personalized common type of integration, resulting in a personalized set of documents, such as form letters, mailing labels, set of documents, such as form letters, mailing labels, or envelopes. or envelopes.

– To execute a mail merge, you must first create the main To execute a mail merge, you must first create the main document.document.

– This document contains the text that remains constant, This document contains the text that remains constant, plus the merge fields, which contain the variable text to plus the merge fields, which contain the variable text to be inserted from the data source. be inserted from the data source.

– The data source can be the records in a database table The data source can be the records in a database table or query.or query.

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The Mail Merge processThe Mail Merge process

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Do a Mail MergeDo a Mail Merge

To perform a Mail Merge:To perform a Mail Merge:– Open the Mail Merge Task Pane to Open the Mail Merge Task Pane to

specify the main document and the data specify the main document and the data source source

– Insert the merge fields in the document Insert the merge fields in the document – Complete the Mail Merge by merging the Complete the Mail Merge by merging the

main document and the data source main document and the data source

You can merge documents to a new You can merge documents to a new Word document, to e-mail, or Word document, to e-mail, or directly to the printer.directly to the printer.

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Mail Merge Task Pane, step 1Mail Merge Task Pane, step 1

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Mail Merge Task Pane, step 3Mail Merge Task Pane, step 3

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The Mail Merge Recipients dialog boxThe Mail Merge Recipients dialog box

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The Insert Address Block dialog boxThe Insert Address Block dialog box

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The Match Fields dialog boxThe Match Fields dialog box

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The Greeting Line dialog boxThe Greeting Line dialog box

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View merged documentsView merged documents

To view the form documents, click To view the form documents, click Next: Next: Preview your letters on the Mail Merge Task Preview your letters on the Mail Merge Task Pane. Pane. – Scroll through the form document by clicking the Next Scroll through the form document by clicking the Next

button (double arrow button) on the Mail Merge Task button (double arrow button) on the Mail Merge Task Pane. Pane.

This will advance you to the form document for each record in the data source

– When you are satisfied with the way the merged When you are satisfied with the way the merged documents look, complete the merge. documents look, complete the merge.

– If you choose to merge documents to a new Word If you choose to merge documents to a new Word document, which is the default setting, Word supplies document, which is the default setting, Word supplies the new document with a default name. the new document with a default name.

– The new Word document contains the document for The new Word document contains the document for each record specified in the data source.each record specified in the data source.

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Create a Word outlineCreate a Word outline

Word provides tools that enable Word provides tools that enable you to format text as an outline. you to format text as an outline. – To apply the outline format to text, To apply the outline format to text,

switch to the Outline view by clicking the switch to the Outline view by clicking the Outline View button on the horizontal Outline View button on the horizontal scroll bar. scroll bar.

– The Outlining toolbar displays, which The Outlining toolbar displays, which contains the Promote and Demote contains the Promote and Demote buttons you use to determine your buttons you use to determine your outline levels.outline levels.

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A document shown in Outline viewA document shown in Outline view

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Adjust Outline levelsAdjust Outline levels

You apply outline levels to You apply outline levels to paragraphs, which are defined by paragraphs, which are defined by the nonprinting, end-of-paragraph the nonprinting, end-of-paragraph mark. mark. – Click the Promote button to move the Click the Promote button to move the

selected paragraph to the next higher selected paragraph to the next higher outline level.outline level.

– Click the Demote button to move the Click the Demote button to move the selected paragraph to the next lower selected paragraph to the next lower outline level. outline level.

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Body Text promoted to

outline - Level 1

Body Text promoted to

outline - Level 1

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Three levels of text in Outline viewThree levels of text in Outline view

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Create PowerPoint slides from a Word outline

Create PowerPoint slides from a Word outline One of the easiest ways to import One of the easiest ways to import

information into PowerPoint is to create information into PowerPoint is to create slides from an outline you generate in slides from an outline you generate in Word. Word. – PowerPoint converts the outline's headings PowerPoint converts the outline's headings

structure to slide titles, first-level slide text, second-structure to slide titles, first-level slide text, second-level slide text, and so forth. level slide text, and so forth.

– If you have a presentation already open in If you have a presentation already open in PowerPoint, click Insert on the menu bar, click PowerPoint, click Insert on the menu bar, click Slides from Outline, locate the outline, and then Slides from Outline, locate the outline, and then click Insert. click Insert.

– The slides are created and inserted after the current The slides are created and inserted after the current slide.slide.

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A PowerPoint presentation created from a Word outline

A PowerPoint presentation created from a Word outline

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Copy and paste an Access query into a PowerPoint presentation

Copy and paste an Access query into a PowerPoint presentation Although you cannot link or embed data from an Although you cannot link or embed data from an

Access table or query to a PowerPoint Access table or query to a PowerPoint presentation, you can copy the data and paste it presentation, you can copy the data and paste it to a slide.to a slide.– For example, you might want to include a slide in a For example, you might want to include a slide in a

presentation that shows sales for certain products in presentation that shows sales for certain products in certain regionscertain regions

You could query database records to display the results in tabular fashion and then copy the table and paste it to a slide.

You can copy and paste data to a slide with or without a placeholder.

– If you paste the copied data to a slide with no placeholder If you paste the copied data to a slide with no placeholder open, the copied data appears as an object that you can open, the copied data appears as an object that you can move and resize by using its selection handlesmove and resize by using its selection handles

– If you paste the data into a bulleted list placeholder, the If you paste the data into a bulleted list placeholder, the data assumes a list formatdata assumes a list format

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Select the Access dataSelect the Access data

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An Access table copied to a PowerPoint slideAn Access table copied to a PowerPoint slide

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The final query table in a PowerPoint slide

The final query table in a PowerPoint slide

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Include Excel data in a

PowerPoint presentation

Include Excel data in a

PowerPoint presentation You use Excel to calculate, analyze, and You use Excel to calculate, analyze, and

chart data. chart data. – Charts are ideal content for slides because Charts are ideal content for slides because

they graphically illustrate numerical data that is they graphically illustrate numerical data that is sometimes difficult to interpret. sometimes difficult to interpret.

– They can also be formatted to add color and They can also be formatted to add color and shape to the presentation. shape to the presentation.

– Often, data upon which a chart in your Often, data upon which a chart in your presentation is based is changed or modified in presentation is based is changed or modified in the worksheet. the worksheet.

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Link an Excel chart to a PowerPoint presentation

Link an Excel chart to a PowerPoint presentation You can link worksheet data and charts You can link worksheet data and charts

to your presentation file. to your presentation file. – Any changes made to the source file (the Excel Any changes made to the source file (the Excel

workbook) are automatically made to the workbook) are automatically made to the destination file (the PowerPoint slide containing destination file (the PowerPoint slide containing the data or chart). the data or chart).

– To link a chart to a PowerPoint presentation, To link a chart to a PowerPoint presentation, copy it in the source file and then paste it to the copy it in the source file and then paste it to the destination file by using the Paste Special destination file by using the Paste Special command on the Edit menu. command on the Edit menu.

– In the Paste Special dialog box, click the Paste In the Paste Special dialog box, click the Paste link option button.link option button.

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An Excel chart in a PowerPoint slideAn Excel chart in a PowerPoint slide

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Integrating Microsoft Office 2003

Integrating Microsoft Office 2003

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Tutorial 3 – Integrating Word, Tutorial 3 – Integrating Word, Excel, Access, and PowerPointExcel, Access, and PowerPoint