Mastering Smart Presentations:

Integrating Word®, Excel® and PowerPoint®

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1

Mastering Smart Presentations: Integrating Microsoft Word, Excel, and PowerPoint

Presented by Marie Herman CAP, OM, ACS, MOSM General ...................................................................................................................................... 2 

Choosing One Program Over Another (Advantages/Disadvantages) ................................... 2 Copy and Paste Options ........................................................................................................ 2 Transferring Data Between Programs ................................................................................... 3 Links ..................................................................................................................................... 3 Sorting ................................................................................................................................... 3 

Word ......................................................................................................................................... 4 Mail Merges .......................................................................................................................... 4 Putting an Excel File Into Word ........................................................................................... 4 Bringing a PowerPoint Presentation to Word ....................................................................... 5 

Sending A Presentation To Word ..................................................................................... 5 Creating a PowerPoint Presentation From Inside Word ................................................... 5 

Find and Replace Options ..................................................................................................... 5 Excel ......................................................................................................................................... 6 

Creating a Word Document From Inside Excel .................................................................... 6 Importing Text Into Excel ..................................................................................................... 6 Data Manipulation Functions in Excel ................................................................................. 6 

1)  Join two columns into one ...................................................................................... 6 2)  Separate one column into two (or more) columns .................................................. 7 3)  Put in leading zeros................................................................................................. 7 

Consolidation ........................................................................................................................ 7 Remove Duplicate Rows....................................................................................................... 8 Text Selection ....................................................................................................................... 9 

PowerPoint ................................................................................................................................ 9 Creating a PowerPoint presentation From a Word File ........................................................ 9 Creating a Table in PowerPoint .......................................................................................... 10 

Typing a Table in PowerPoint ........................................................................................ 10 Inserting an Excel Spreadsheet ....................................................................................... 10 Copy and Pasting an Excel Spreadsheet or a Word Table .............................................. 10 

Creating a PowerPoint Chart .............................................................................................. 10 Embedding a Chart ......................................................................................................... 10 Inserting an Excel Chart as an Object ............................................................................. 10 Using Excel to Create the Chart ...................................................................................... 10 

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General

Choosing One Program Over Another (Advantages/Disadvantages)

Choosing one program over another can be one of the most important decisions you make in the process of creating a document. Each program has unique strengths and advantages for different types of documents. For example, you may wish to create a simple telephone list with a name and extension. To save room on the page, you might want to set up multiple columns. If you choose a Word table, you could create columns on the page and keep your text alphabetical. If you chose Excel however, you would not be able to wrap the columns. Each addition would force you to cut and paste to make the columns line up. Access would enable you to modify this report layout to work, but it might be overkill if the name and extension were all you planned to include. If however, you wanted a complete database that included name/address/phone and had hundreds of records, Access would give you much more flexibility than Excel or a Word table. If you wanted to do mathematical functions, such as calculating pay raises, etc., Excel or Access would be better suited for the task. Planning out in advance what you will do with the information and how you will use it will help you to choose the most appropriate method. Some questions to ask yourself up front: Who will be using this information? What format do they need it to be in? Will it be published to the Web? Will it be printed out or only utilized electronically? How often will it be updated? Will someone need to manipulate the data (i.e. create different types of reports or

summarize information?) Will more than one person be providing the input? Do they need to work on it

concurrently? Do you need to develop a form that will allow easier input of the data? Will you need to be able to select only certain parts of the list (certain zip codes or all

clients in Chicago that paid your company over $500,000 last year)?

Copy and Paste Options

Word - The most common Paste Special (Home Ribbon – Paste – Paste Special) options you would use in Word would be unformatted text (especially if you are copying something from a website) or picture. Note that just about any time you paste using Paste Special, you can choose to change it to Paste Link (which will update your data whenever your original data is updated). Excel - Excel has many pasting options built in. First copy whatever is going to be copied, then select the cells that will have paste special applied. Click Home - Paste-Paste Special. Your options include pasting only formats, values, formulas and math functions. This is also where you can go to transpose your range (make the rows into column headings and the columns into row headings). You can also click paste link from this window to have your

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copied data linked back to your original data. Therefore, when you change your original data, your copied data will automatically update. In addition, Excel offers the option to copy/paste as a picture too. To do this, click Paste on the Home Ribbon and note the As Picture link at the bottom of the menu. This menu gives you the option to Paste As Picture (which posts a static picture – when original data is updated, picture does not update) and Paste Picture Link (which maintains the link to the original data for updates). Note when copying a list from Word into Excel – if you click once on the cell in Excel, it will paste the list into subsequent cells in the column. If however you first click in the formula bar and then click paste, it will paste the list in one cell instead. You can force a break in a particular spot by pressing Alt-Enter while in cell edit mode.

Transferring Data Between Programs

If you discover that you have created your document in the wrong program, all is not lost. Office has numerous methods of support for transferring data between programs. The most common and normally the easiest method, is to copy the data and then paste it. This may have the desired results. Choosing Home Ribbon - Paste - Paste Special gives you more control over how the data is pasted. This control varies by program. Each of the programs however provide Paste as a Link as one of the options. Pasting as a link will enable you to update your original source document and have the second document synchronize automatically. Other methods include (from the correct program) Insert Ribbon -Object-Object, and then selecting the tab to Create From File.

Links

You can choose to insert an object with a link to the original source file (for example Excel). Then when your document is updated in the original source program, the links can be automatically or manually updated in Word. You can link pictures, files, URLs, etc. You can create an Excel table/spreadsheet inside a Word Document, by clicking on the Insert Ribbon - Table - Excel Spreadsheet. You will notice that when you are editing the cells, Excel commands will show on your ribbons, even though you are still in Word. This allows you to take advantage of Excel's functionality on the fly in Word.

Sorting

In Excel, select the rows that you want sorted (note you can also sort individual cell ranges). Press tab to put the white cursor cell in the column you want the rows sorted by. Click the Sort and Filter button on the Home Ribbon. Alternatively, with your cursor selecting any cell inside your range, click Data Ribbon-Sort. Note: if your range has a header row or not

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(column heading names). Select what you want Excel to sort your data by first, then second, then third, etc. To Sort paragraphs in Word, click the AZ arrow button on the Home Ribbon – Paragraph group.

Word

Mail Merges

The full features of Mail Merges are beyond the scope of this class (and would be a class in itself). Word allows you to create mail merge files using data from other programs (Outlook contacts, Excel spreadsheets, Access data, etc.). To access the mail merge menu, click Mailings, Start Mail Merge, then Step by Step Mail Merge Wizard… First you need to determine what kind of mail merge you are going to do. The most common mail merges would be letters or mailing labels. Next you have to identify the starting document. The third step is to select the recipients. Click Browse if you want to use an existing Excel file. Once your data is selected, you can edit the recipient list to exclude people. The next step is to write your primary merge document (set up the address labels, write the letter you are going to personalize, etc.). You will insert appropriate fields in to the mail merge document. After that is done, you can preview your document and then perform the actual merge. Note some tips:

1) Don’t use blank lines in your Excel spreadsheet. It will interfere with the mail merge. 2) Do use column headings to make your life easier when inserting mail merge fields. 3) Always merge to a new document instead of direct to a printer. Save yourself a lot of

time, effort and labels by printing ONE page first (preferably on plain paper) to test it first.

Putting an Excel File Into Word

To enter an Excel worksheet into a Word file, you have a number of options. You can create a new Excel worksheet by clicking Insert-Object-Object - Microsoft Excel worksheet. At that point, Excel operates as a mini window within Word. When you click off the Excel spreadsheet, the object has a grey text box appearance, but this doesn’t print that way. It looks like a regular table when you print it. The advantage of this method over a Word table is that you can use the full force and power of Excel mathematical formulas versus the limited basic math functions of Word tables. You can copy and paste your Excel data into Word. Doing so will paste the data as a static Word table, just as if you had created the data in Word in the first place. If you copy the Excel data and then choose Home Ribbon - Paste - Paste Special instead, you can choose to paste it as an Excel Worksheet Object and/or linked to the Excel Worksheet Object or as regular table, but still linked to the Excel data. Thus when you update your Excel spreadsheet, your Word table would update.

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In addition, you can also choose to find special characters by clicking on Special. This would include tab, paragraph markers, white space, etc.

Excel Creating a Word Document From Inside Excel To enter a Word document into an Excel file, you can click Insert-Object-Object-Microsoft Word Document. At that point, Word operates as a mini window within Excel. When you click off the Word window, it looks like a picture of a text box in your document, but you can double click on the picture to edit it. This object can be resized like any other picture. See page 2 for Copy and Paste options, where it talks about how to paste data into Excel to get different results.

Importing Text Into Excel

Sometimes you need to import plain text (ASCII) files into Excel. These files have the extension .txt or .rtf. You can simply open the text file (as though you were opening an Excel worksheet) to do this. A wizard will pop up to walk you through the steps of importing the data. The steps in general are:

1) Determine if delimited or Fixed width columns. This refers to how the columns will be separated. Most text files separate columns either with spaces (rare), tabs, or commas. A fixed width column usually would apply when you know every entry is a certain length (like phone numbers or two digit state abbreviations).

2) For Delimited option - Advise what the delimiter is (tab, comma, semicolon, other character, space, etc.). It gives you the option to click to treat consecutive delimiters as one, but most of the time you DON’T want to do this (as it means your columns are wrong if you have any blank squares). For Fixed Width option – click and drag the arrow to the appropriate location for the column break.

3) The final step allows you to set formatting for the various columns (like date, text, general, etc.). You can also choose to skip importing certain columns if you wish.

Bear in mind that sometimes it is easier to paste the data into Word and use Find/Replace to insert tabs or do other editing first, then copy and paste it back into Excel.

Data Manipulation Functions in Excel

Often times when you import data, it needs to be “fixed” once it is in Excel. Some examples of the kinds of fixes you will need to do include:

1) Join two columns into one: You can do this easily with a formula. For example, if cell A1 has first name and cell B1 has last name, you can make a formula in cell C1 that would be =A1&“ “&B1 (note – ampersands, NOT plus symbols!). What’s the

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point of the double quote-space-double quote in the middle? Well, you want a space between the first and last name, right? You have to tell Excel that. Double quotes are a way of specifying text to include (in this case a blank space). If you need to export this data and want the formula results to be values instead of a formula, copy the formula and then Home Ribbon – Paste - Paste Special – Values on the cells (see the section on Paste Special for information).

2) Separate one column into two (or more) columns: One common error that happens during importing is that the address field comes over with the city/state/zip all as one column. You may want to do a multi step process to separate these. First ensure that you have sufficient blank columns to the right to hold all the data (or the existing data will be overwritten when you separate the columns). Second, click on the column heading (the letter at the top of the column) you want to separate. Then click Data Ribbon - Text to Columns. The window that comes up should look familiar – it’s the import text wizard we used when we opened a text file and it works the same way (see page 6 to refresh your memory). For a city/state/zip code feature, you would separate on the comma first, which would create one column with the City and a second column with the State/zip code. Then you would do Data Ribbon - Text to Columns a second time and separate by the fixed width (if two letter states) or by a space (if states are spelled out). Again, make sure you had a blank column to do this or the zip codes would overwrite the column to the right of where you are when it separates.

3) Put in leading zeros – It is not uncommon that when you import numbers, the formatting gets changed- either to dates when you didn’t want them to be dates or to drop the leading zeros in zip codes. You can apply custom formatting to correct this (Home Ribbon - Format-Format Cells -Number ). Use special or custom for phone numbers, zip codes, etc. They are already in Excel. To create your own, you will use 0 to force a zero and # if the numbers are optional (i.e. zip code is 00000 whereas currency might be $#,##0)

Consolidation

You can use Microsoft Excel to combine two lists into one. For instance, if you have two separate lists with a column for customer and a column for revenue and you want to merge them into one list, with the revenues added together for duplicate customers, Consolidate can do this for you. To use the tool, move the cell pointer to a blank area of the worksheet with sufficient blank cells for the two lists you are combining. Go to Data – Consolidate. Sum is the math function selected by default but this can be changed. Notice that both boxes for Use labels in should be checked. This means that Excel relies on the headings to be the same and that the customer field is in the left column of each range. Put the cursor in the Reference field. Click the spreadsheet icon and then select the first range. Press Enter. Click Add. This moves the range information from the Reference field to the All References box. Then click the spreadsheet icon in the Reference field again and

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select the second range. Press Enter. Click Add. Repeat as necessary to add additional cell ranges that you wish to combine. Click OK. Excel will return a brand new list that extends down and to the right from your selected cell. Using the earlier example of the two column tables with customers and revenue, the new list will contain one instance of each customer along with the total revenue from the customer (added from both tables where appropriate). Note that the new list is not in any sequence, but you can sort it as needed. Also, it is a static list, meaning if you change data in one of the original lists, your consolidated list will not be updated. If you chose, you could simply delete the first two lists and keep the final merged list. Excel always fails to fill in the label in the upper left corner of the consolidation. You will need to manually type that heading in.

Remove Duplicate Rows

DISCLAIMER!!! CAUTION!!! PROCEED WITH CAUTION BEFORE TRYING THIS!!! DATA DOES GET DELETED!!!! SAVE A COPY OF YOUR DATA FIRST JUST IN CASE!!! HAVE I MADE MYSELF CLEAR???? There are a couple of things you need to know about this feature so that it functions correctly for you. Using this data as a sample:

A B C First Last Fruit 1 John Smith Apple 2 Mar

y Smith Orange

3 John Smith Watermelon 4 Mar

y Smith Lemon

5 Allan

Smith Lime

Click the Data Ribbon, then Remove Duplicates. Excel automatically selects your cell range. A window pops up and shows you a list of your columns with checkmarks in front of all the column names. If you were to leave all three columns selected at this point, Excel would check for duplicates in all cells. That means that ALL THREE CELLS have to match ALL THREE CELLS in another row in order to be considered a duplicate. Thus, you would find NO duplicates if you ran it right now. (Feel free to go ahead and try it anyway).

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If you were to uncheck Column C but leave columns A and B selected, Excel would remove the duplicate rows where there were exact matches in BOTH CELLS on each row and leave you with one row each of John Smith, Mary Smith, Allan Smith. Voila, right? Except for the minor detail that you don’t get to pick which rows stay or go. Excel goes in order from top to bottom, keeping the first occurrence and deleting any duplicate rows that follow. Also, one more thing to note. Excel doesn't actually delete the full rows in your spreadsheet when it removes duplicates. It deletes the cells in the row within the selected data. Data outside your range is not affected. (So if you had data in cells E1-E6, it wouldn’t be affected by the remove duplicates process taking place in cells A1-C6.) If you were to uncheck Columns C and A, but leave Column B selected, Excel would remove ALL duplicates of Smith, which means you end up with one entry: John Smith. If you preselect cells and you choose “continue with that selection” when the window pops up after you click Remove Duplicates, it will delete the duplicate cells (but only from what you have selected) and may leave blank cells in your data (which may or may not be what you want).

Text Selection

To select cells, press down the Ctrl button while clicking on the cells to select non adjacent cells. To select a range, click the first (top left) cell, then hold down the Shift button and click the bottom right corner of the range. Home Ribbon – Find & Select-Go-To Special gives you numerous options for selecting certain types of cells (i.e. blanks, non-blanks, formulas, values, etc.). Note that you can also select certain types of data from the Find & Select drop down menu (such as all formulas, all constants, etc.)

PowerPoint

Creating a PowerPoint presentation From a Word File

You can import slides from a Word file (which PowerPoint calls an outline). Choose Home Ribbon – New Slide – Slides from Outline, locate the file (must not be already open in Word at the time) and open it. PowerPoint will automatically set up the slides, however, ONLY if you used heading styles in the Word document. Heading One text will become slide titles. Heading two and three text will become bullet points on the slide. Plain “normal” text in Word is ignored in the transition. You can also create a shortcut in Word to do this by adding a “Send to PowerPoint” button to your Quick Access Toolbar. Click the Office Button - Word Options - Customize - All Commands- Send to Microsoft Office PowerPoint and click to add it to your Quick Access Toolbar. Click OK. Same process – one pushes from Word, the other pulls from PowerPoint.

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Creating a Table in PowerPoint

Typing a Table in PowerPoint One of the slide layout options in PowerPoint is a table (Home Ribbon – New Slide – Title and Content, then click on the mini icon of a table). You will be prompted for the number of rows and columns. You can then type your data into the cells. You do have some control over the text after you have typed it. You can resize it for instance or edit it. However, it is somewhat limited and can be frustrating to work with. When you resize the table the text does not always automatically resize to fit, so you need to modify that text size manually at times. Inserting an Excel Spreadsheet An alternative method of entering something that looks like a table is to insert an Excel spreadsheet. You can create a new Excel worksheet by clicking Insert Ribbon-Object-Microsoft Excel worksheet. At that point, Excel operates as a mini window within PowerPoint. You need to resize the spreadsheet during Excel edit mode if you want fewer cells to show in PowerPoint. If you resize the spreadsheet from the PowerPoint window, it just resizes the “picture” of the spreadsheet, but includes all the rows and columns. You can utilize the Excel mathematical functions by using this method. The default will show the spreadsheet gridlines. You need to click View Ribbon – Gridlines to turn them off. Copy and Pasting an Excel Spreadsheet or a Word Table You can copy an Excel spreadsheet or Word table and paste it into PowerPoint. This generally will work well. It will copy the data in as if you had typed it in PowerPoint in the first place. You can edit the text and columns. You can also resize the table inside PowerPoint.

Creating a PowerPoint Chart

Embedding a Chart PowerPoint has a chart capability built into it. It’s somewhat rudimentary, but for many of the most common charts it works just fine. You access it by clicking the Insert Ribbon - Chart button. You type in your text (in an Excel spreadsheet that opens) and PowerPoint generates a chart based on your data. Inserting an Excel Chart as an Object You can create a new Excel chart by clicking Insert-Object-Microsoft Excel Chart. At that point, Excel operates as a mini window within PowerPoint. You can utilize the Excel mathematical functions by using this method. This gives you more powerful capabilities than PowerPoint’s chart features, but not quite full Excel functionality. Using Excel to Create the Chart Excel has much more powerful functionality available for charts. An alternative would be to create your data and chart in Excel, then copy and paste it (paste link if you want to be able to refresh the data periodically, paste picture if you don’t want others to be able to edit that data).

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Notes