integrating word excel access

8/14/2019 Integrating Word Excel Access

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New Perspectives on Integrating MicrosoftOffice XP Tutorial

1

Integrating Microsoft Office XP

Tutorial 2 Integrating Word, Excel, and

Access


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Collect text from Office documents

on the Clipboard Task Pane

The Clipboard Task Pane (also called the

Clipboard) is a feature that is common to all of the

Office applications. It is a simple way to cut/copy and paste

information from one application into another.

The items you cut or copy stay on the Clipboard

until you exit Office.


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Use the clipboard

To use the Clipboard, open the application you want to

use, click Edit on the menu bar and then click Office

Clipboard.

The Clipboard Task Pane opens.

As you work in your document, anything you copy or cut

will appear in the Clipboard.

When you want to paste that item somewhere else (eitherin the same document or a different one), place your cursor

in the appropriate spot in your document and then click the

item on the Clipboard to be inserted.


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An empty clipboard

This figure shows the Clipboard Task Pane on the right side of the

window, and you can see that the Clipboard is currently empty.

This logo has been selectedand is about to be copied to

the Clipboard


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The Clipboard with an

item copied to it

The selected logo seen in the previous slide has now been copied to the Clipboard.


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Paste selections from Office documents to Word

Once you have copied an item to the OfficeClipboard, click where you want to insert the item,then click the item in the Clipboard.

The text or object will appear in the document.

When you paste text, the Paste Options buttonappears.

You use this button to determine how theinformation you pasted should be formatted in theWord document.


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Pasting text and the

Paste Options button

The text shown as selected in the Clipboard Task Pane has been pasted

into the document. Note the Paste Options button has appeared.


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Paste Options menu commands

If you click the Paste Options button shown in the previous slide, the

Paste Options menu will appear. The table below shows the commands

on that menu, and a description of each commands actions.


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Find Office documents with the Search Task

Pane

The Search Task Pane is a tool that enables you to

find files that contain the text you specify.

This is referred to as a basic search. You can also use the Search Task Pane to search

for a file based on it's properties.

To conduct a search, you enter your search criteriaand then click the Search button.


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Search Pane features

The Search Pane allows you to enter a word or phrase you want to find, the

location where you want to search, and the type of documents you want to search.


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The Search Task Pane with search criteria

In this illustration, the text

tulip price table is the text

for which the search is being

conducted.


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The Search Results Task Pane

This figure shows that the search being done in the previous slide

has located one document containing the text being searched for.

In this case, it found one document with the search text. Click the

file name in the Search Results pane to open that file.


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Learn about importing

and exporting data

Importing data from one Office application to another convertsthe data from its original source program format to a format thatis supported by the destination program.

When you import, you start in the destination program and importfrom the source program

Exporting is like importing in that it converts data from oneprogram format to another.

When you export, you start in the source program and export tothe destination program

The advantage of importing and exporting is that you can usethe destination program's tools and features to view andmanipulate the data.


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Use the Import Spreadsheet Wizard

Depending upon which applications you are trying

to import or export to or from, you will see

different dialog boxes. When you import Excel data into Access, the

Import Spreadsheet Wizard will appear.

The Import Spreadsheet Wizard will step you

through the process and allow you to determine

exactly how the data will be imported.


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Import an Excel list into

an Access database

To Import an Excel list into an Access database: Open the Access database into which you want to import the

Excel list

Click Get External Data from the File menu and select Import When the Import dialog box opens, click the File of type list

arrow and then click Microsoft Excel

Locate the Excel workbook that you want to import the listfrom and then double-click on the filename

This will open the Access Import Spreadsheet Wizarddialog box.

Follow the directions in the wizard to complete theimport process.


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The Import Spreadsheet Wizard dialog box 1

This dialog box allows you to specify if you want all

worksheets imported or specific ranges of sheets.

When you click the Next button, the

next wizard dialog box will give youthe option of storing your data in a

new table, or an existing table.


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Import Spreadsheet Wizard

dialog box 3

This wizard dialog box allows you to

specify information about the fields

being imported.


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A database imported as a worksheet

This figure shows an Access

database into which an Excel

worksheet has been imported. The

column headings in Excel were

converted to field headings in

Access. The rows in Excel were

converted to records in Access.


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Query an Access database

The easiest way to create a query in Access is to

use the Simple Query Wizard, which takes you

step-by-step through setting up a query. To create a query, select Queries on the Object bar

and then double-click Create query by using

wizard.

This will open the Simple Query Wizard.


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Create a Query

To create a new query, click the

Queries object in the Objects

bar, then click one of the

options in the window.


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The Simple Query Wizard

dialog box 1

This dialog box appears when you click the Create query by using wizard option in

the Queries window. In this dialog box you select the table or other query that the

new query is to be based on, and choose the fields to be contained in the query.


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Simple Query Wizard options

As you move through the Simple Query Wizard,

you can make a variety of selections:

The table or query from which the query will be created The fields that will be used

Whether you want to view detail or summary

information

The title of the query


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The Simple Query Wizard

with table selected

This figure shows the same dialog box as a previous slide, but a table to use for the

query has now been selected. The Available fields box shows the fields for that table.

Then click the button to move

it to the Selected fields box.

Click on a field name to select it.


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Results of the new query

After all fields have been selected, click

the Finish button in the Simple Query

Wizard dialog box. The query results

will then appear in a datasheet.


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Open the query in Design view

Once the query has been created, you can click the View button list arrow, and then

click Design View to open the query in the Design view window. You can then add

criteria to limit the selection, choose to show or hide fields, or add sort keys.


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Results of the modified query

After making changes to the query in Design view, click the Run

button on the Query Design toolbar to view the results datasheet

with the changes made to the query. If you want to make additional

changes, return to Design view, or save the query.


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Export an Access query

to a Word document

A query created in Access can be exported.

To export a query, convert it to rich text formata

format that preserves the layout of the data. This conversion makes the data into a text file

with the .rtf extension.

This file can then be inserted into a Word

document.


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How to export a query

To export an Access query to a Word document: Open the query in datasheet view, and click the File

menu

Click the Export option to open the Export dialog box

Specify a file name or keep the default name

Change the Save as type option to Rich Text Format

Change the Save in location to the same folder

containing the Word document, if necessary Click the Export All button to save the file in the

specified location in rich text format


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The Export dialog box

Specify drive and

folder location here.

Enter the name to savethe file as in this box.

Specify Rich Text Format here.

This is a special text format thatretains formatting options.

After all settings have been entered, click the Export All button to save the file.


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Insert an exported query

into a Word document

To insert the exported query into Word:

Open or select from the taskbar the Word document to receive the

query

Place the insertion point at the location in the Word documentwhere you want the query to go

Click the Insert menu, then click File to open the Insert dialog box

Change the Files of type option to Rich Text Format, and locate

the drive and folder containing the file

Select the file name and click the Insert button to insert the query

into the Word document


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New Perspectives on Integrating MicrosoftOffi XP T t i l

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A query imported into

a Word document

This figure shows a database query that has been exported to an RTF file and then

inserted into a Word document.

Like importing, that data isnow stored and maintained

in two separate locations.

integrating word excel access

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