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You have several ways to paste your copied object into the new application:
¦ Object. This creates an embedded or linked object, depending on whether you have
the Paste or Paste link radio button selected. If you want to be able to edit the object
using the tools of the application that created it, this is the choice to make.
¦ Text. You can insert many objects as either formatted (RTF) or unformatted text. If
it™s primarily the words in the object you™re interested in, choose one of these
options.
¦ Picture. You can insert the object as a high-quality picture ” the equivalent of a
screenshot ” of itself, in Picture (Windows Metafile) (the best choice for high-
quality printers and also the one that takes up the least disk and memory space),
Bitmap, or Picture (Enhanced Metafile) format. The only editing you™ll be able to
do to the object if you make this choice is the kind of editing you can do to an
inserted piece of clip art: resizing, recoloring, and so on.
¦ HTML. This inserts the object in HTML format ” extremely useful if you™re
building a Web page.

Using the Insert Object command
You can also insert objects into Office applications by choosing Insert_Object from the
menu. This opens a dialog box similar to the one shown in Figure 9-2, from Word.




Figure 9-2: The Insert_Object command lets you insert a variety of objects created in
other programs into an Office application.
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230

By default, the Create New tab is selected. Choose the type of object you want to insert
from the Object type list. Check the Display as icon box if you want to indicate the object
with an icon (which users must double-click in order to view the object). When you™ve
made your selection, click OK, and a new object of the type specified is embedded in your
Office document.
Clicking the Create from File tab changes the look of the dialog box to that shown in
Figure 9-3.




Figure 9-3: Use these tools in your Office application to create an embedded or linked
object that already exists as a separate file elsewhere.

Click Browse to locate the file you want to insert as a new object. By default, this will create
an embedded object, but you can make it a linked object by checking the Link to file box.
Although Paste Special and Insert Object can be used to accomplish the same ends, Insert
Object has the advantage of being able to create new objects of specific types as well as
create objects from existing files without your having to first open those files and copy their
contents, as Paste Special requires.


Working with Embedded Objects
Once you™ve inserted an embedded object into an Office document, it appears to be part of
the document. But there™s a big difference: If you click the object once, you can move it
around and possibly resize it, but you can™t edit it. To do that, you have to double-click it.
When you do, the menus and controls of the current application change to those of the
application that created the object, so you can use the controls of the object™s native
application to edit it.
Chapter 9 ¦ Building Integrated Documents 231

Figure 9-4 and 9-5 illustrate this concept. Figure 9-4 shows an embedded object, part of an
Excel worksheet, as it looks embedded in a Word document; Figure 9-5 shows what it looks
like when you double-click the embedded worksheet to edit it.




Figure 9-4: This embedded Excel spreadsheet looks pretty much like an ordinary
Word table . . .
Part II ¦ Collaborating and Integrating with Office 2003
232




Figure 9-5: . . . but double-clicking it reveals its Excel roots ” and Excel controls.



Working with Linked Objects
Linked objects, like embedded objects, look like they™re part of your Office document ” but
they really aren™t. They™re simply displayed in it. They really still live somewhere else,
associated with the program that created them. (They™re a bit like graphics displayed on a
Web page in that regard; what you really see is a graphic that™s been called up from a different
location, not something that™s an integral part of the Web page, which, after all, is really only
a text file marked with HTML tags.)
If you™re working with dynamic data that changes all the time, linked objects are great,
because it doesn™t matter if someone changes some figures in the Excel spreadsheet you™ve
linked to on page three of your report ” the link, which, by default, is updated every time
you open the document, ensures that your report reflects those changes.

Linked objects require two documents in two different files ” the source document and the
destination document. If you want to send a document containing linked objects to someone
Note
else, you also have to send the source document for those objects ” and make sure that the
recipient stores the source document in exactly the same drive and file folder as you had it
stored. If the source document isn™t where the destination document expects it to be, the link
won™t work.
Chapter 9 ¦ Building Integrated Documents 233


Moving and resizing linked objects
You can move or resize a linked object just as you can move or resize an embedded object.
You can also edit it in its source application by double-clicking it, with one difference: When
you double-click an embedded object, the menus and toolbars of the originating program are
displayed in the destination document™s application. Double-clicking a linked object opens
the source document in the originating application: In the case of the previous example, it
would open the source document in Excel in a new window.

Editing and updating links
If you have a lot of linked objects in the same document, the easiest way to work with them is
to choose Edit_Links. This opens a dialog box similar to the one shown in Figure 9-6. (Its
appearance varies slightly among the various Office applications.)




Figure 9-6: Edit your links using these controls.

The list box includes all the linked objects in the current document (in this case, only one).
Down the right side are additional controls:
¦ Update Now updates the linked object in the destination document to match the
source.
¦ Open Source opens the source file in its originating application.
¦ Change Source lets you browse your computer for a different source file. Obviously,
changing source files is likely to completely change the appearance of your current
document. You can also use Change Source to find a source file that has been
relocated, thus repairing the severed link.
¦ Break Link turns the linked object into a picture, severing its connection with the
source file.
You can also choose to either automatically update the linked object whenever you open the
destination document or whenever the source file changes, or you can choose to update the
linked object only when you click Update Now.
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Using the Locked and Save picture options
Some applications include two additional options in this dialog box: Locked and Save Picture
in Document. If Locked is available, you can select it to deactivate the Update Now button
and prevent the linked object from being updated automatically. You might do this to freeze
the data in your document at a particular point in time.
Save picture in document is normally checked. If you uncheck it, you can save a graphic as a
linked object instead of inserting it into your document. This can save disk space.


Other Methods of Sharing Data
The four main Office applications (Word, Excel, PowerPoint, and Access) offer
additional ways to share data. You™ll look at collaborating on a network (including the
Internet) in a separate chapter, but there are several other ways in which Office
applications work together.

Cross-
For a full explanation of how you can collaborate on a network with Office applications, see
Reference
Chapter 16 of this Super Bible eBook.


Sending a Word document to PowerPoint
Word lets you send the currently active document to PowerPoint as the basis of a new
presentation. It automatically turns each paragraph of the document into a new PowerPoint
slide (see Figures 9-7 and 9-8), which you can then edit and format as you wish in
PowerPoint. To send a document to PowerPoint, choose File_Send To_Microsoft
PowerPoint.
You can reduce the amount of formatting you™ll have to do in PowerPoint by using styles.
PowerPoint will interpret each Heading 1 style as a title slide, each Heading 2 style as the
next level of text, and so on. For that reason, a Word outline actually makes a better
PowerPoint presentation than a Word document consisting of long paragraphs of text.
Chapter 9 ¦ Building Integrated Documents 235




Figure 9-7: This ordinary Word document can be sent to PowerPoint . . .




Figure 9-8: . . . where it becomes a presentation in which each paragraph forms a new
slide (although obviously some formatting work is needed!).
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236


Analyzing Access data in Excel
Access is a great application for storing and retrieving, but when you want to analyze data,
Excel wins out. For that reason, Office makes it easy to analyze Access databases in Excel.
To do so, open the Access table you want to analyze, and then choose Tools_Office
Links_Analyze it with MS Excel. Excel opens the table and converts it into a spreadsheet,
where you can play with the data to your heart™s content.

Publishing Access reports with Word
Access has a disadvantage when it comes to designing reports for its data: Its tools can seem
awkward if you aren™t thoroughly familiar with it. But one advantage of Office™s integration
is that you can usually use data from any application in another application with which you™re
more comfortable. For that reason, Access also makes it easy to publish reports in Word.
Open the report you want to publish in Word in Access, and then choose Tools_Office
Links_Publish it with MS Word. Access opens Word and converts the report into a new
document in RTF format.

Merging Access data in Word
Access also lets you easily merge data from a database table with a Word document.
To do so:
1. In Access, open the table you want to merge, and then choose Tools_Office
Links_Merge it with Microsoft Word. This opens the wizard shown in Figure 9-9.




Figure 9-9: Use this wizard to merge Access data in Word.

2. Choose either to link your data to an existing Microsoft Word document ” a form
letter, for instance ” or to create a new document and then link the data to it. If you
choose to use an existing document, you™ll be asked to select it.
Chapter 9 ¦ Building Integrated Documents 237

3. Access opens Word and either displays the existing document you chose or a blank
document that you can create and format. You can™t see it, but the Word document
and the Access document are linked.
4. From here on, the process of using the Access data is the same as creating any other
mail-merged document in Word.

Sending a PowerPoint presentation to Word
Just as you can turn a Word document into the basis of a PowerPoint presentation, you can
turn a presentation into a Word document which you can then edit and format. This can be a
great way to create a hard-copy version of it.
To do so, open the presentation you want to turn into a Word document, and choose
File_Send To_Microsoft Word. This opens the dialog box shown in Figure 9-10.




Figure 9-10: Turn your PowerPoint presentation into a Word document, laid out just the
way you like it.

Choose how you want to lay out the pages (you can position slides two to a page, with notes
or blank lines beside them; one to a page, with notes or blank lines below them; or send the
outline only, without any slide images), and whether you want to paste (embed) the
presentation into Word or paste it as a linked object.
Click OK. PowerPoint creates a new document in Word and pastes the presentation into it.
Part II ¦ Collaborating and Integrating with Office 2003
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Sharing Data with XML
As has been pointed out several times already in this book, Office 2003 offers XML
(eXtensible Markup Language) as a native file format ” meaning you can save your files as
XML files instead of as Office files.
XML is described in greater detail elsewhere, but it™s worth reiterating what is likely the
clearest definition of differences between HTML (the markup language used to create Web
pages) and XML: XML was designed to describe data, focusing on what data is, whereas
HTML was designed to display data, focusing on how data looks.
That makes XML an ideal format in which to exchange data between applications,
especially between Office and non-Office applications (provided they, too, support XML to
the extent Office does).
However, because Office applications do a fine job of interacting with each other with their
standard file formats, there™s no particular reason to use XML instead when sharing data
between them ” unless you™re also planning to share that data with non-Office applications.
In which case you™ll find the techniques for inserting linked and embedded files work with
Office documents saved in XML format just as they do for Office documents saved in their
standard formats.


Summary
In this chapter, you learned ways to build documents using more than one Office application
at a time. Key points included the following:
¦ There™s more than one way to insert an object from one application into another.
You can copy it and select Paste Special, choose Insert_Object from the menu, or,
in some applications, use built-in tools.
¦ When you use Paste Special, you can choose to insert an object in a number of
formats, which vary depending on what kind of object you copied. Typical options
include inserting the object as text, as a picture, as a linked or embedded object, or
as HTML.
¦ Embedded objects can be edited using the program that created them by double-
clicking them.
¦ Linked objects can be edited in the same way. The difference is that linked objects
are created from a source file, and if that source file is changed in the originating
program, the display in the destination document also changes. This is useful for
keeping documents up-to-date when data is changing rapidly.
¦ You can edit all the linked objects in your document by choosing Edit_Links. You
can choose to update links automatically or manually.
Chapter 9 ¦ Building Integrated Documents 239

¦ Other ways to share data in Office include sending Word documents to PowerPoint
presentations (and vice versa) and sending Access data to Excel for analysis or to
Word for publication or mail merging.
¦ You can integrate Office documents saved in XML format exactly the same way as
those saved in standard Office formats ” useful if you need to keep your
documents in XML format for sharing with non-Office users.
¦ ¦ ¦
10 CHAPTER



Integrating
Outlook
with Other . . . .


Applications In This Chapter

Integrating Outlook
with Office

Creating a mail merge


C
Sending an e-mail
omputers are wonderful and complex tools. Unlike a simple
from an application
tool such as a hammer, a computer is intended to handle
many very different tasks. This versatility is the result of the broad
Importing and
range of software that is available for modern computers.
exporting data
In all likelihood, your copy of Outlook came as a part of Microsoft
Office. But even if it did not, you probably have software that
provides word processing functions, other software that manages . . . .
database information, and software that handles calculations. You
probably have many other applications on your computer, too. All
these different pieces of software may seem totally independent of
each other, but as you learn in this chapter, you may want to use
some of them to complement each other. You might, for example,
want to use the contact information that you have in Outlook to
help you create perfectly addressed letters using your word
processor. You might also want to send a spreadsheet file that
you™re working on as an e-mail message. These are just a few of
the benefits you can gain from integrating Outlook with some of
the other applications on your computer.


Integrating Outlook with Office
As you would probably expect, Outlook works very well with the
other applications that are a part of Microsoft Office. If you want
to use your Outlook Contacts list to create a mail merge in
Microsoft, you™ll find a command right on the Outlook menu to
Part II ¦ Collaborating and Integrating with Office 2003
242

begin the process (Tools _ Mail Merge). In fact, if you want to share information between
applications, Outlook is ready both to provide information to other programs and to use
information that is provided by other programs.
Much of this two-way data sharing can be thought of as common to many different
programs. It™s often quite easy to share data between programs provided by different
software manufacturers. You don™t have to use Word, Excel, or Access to share information
with Outlook. Of course, because Microsoft would like you to use their products, they™ve
made it just a bit easier to share information between the programs of Microsoft Office than
with other programs.
One way to share information between programs is to use linking or embedding to place an
object from one program into a document in another program. Linking places a link in your
document so that changes in the original object are reflected in your document. Embedding
places a static copy of the object into your document. Linking offers the advantage of smaller
document size and always up-to-date content, but embedding offers the advantage of having
everything combined into a single package.
You might include a chart from an Excel worksheet in an e-mail message to show your team
members how expenses have really increased over the past year. Or you might use a
Microsoft Visio image to illustrate an important point about how your new building proposal
will fit in with the existing structures in the neighborhood.
Here™s a quick example of how you might place an Excel chart into an e-mail message:
1. Create the chart in an Excel worksheet.
2. Select the object that you want to use in your e-mail message. In this case, select the
chart of monthly expense.
3. Select Edit _ Copy to copy the object to the Office Clipboard.
4. Switch back to Outlook. If the taskbar is visible, you can click the Outlook icon on
the taskbar, or you can use Alt+Tab to switch between applications.
5. Click the Mail Button Bar icon and then click the New Mail Message button to
display a new Message form.
6. Choose Format _ Rich Text.
7. Enter the addresses and subject line.
8. Type your message.
9. Select Edit _ Paste Special to display the Paste Special dialog box. You could
simply choose Edit _ Paste, but this won™t enable you to choose the link option.

Note
A link option sends only a link, not actual data.

10. Choose Paste to embed the object.
Chapter 10 ¦ 243
Integrating Outlook with Other Applications


11. After you have selected how you want to paste the object, you may be able to select
the object type. Generally the types shown at the top of the list will remain the
closest to the object™s original appearance.
12. Click OK to paste the object as shown in Figure 10-1.




Figure 10-1: Inserted objects become a part of your document.

13. Click Send to send the e-mail message.

Don™t use plain text as the message format if you want to place objects into the message. You
Note
can only paste text into a plain text message.

As you use Outlook and the other applications on your computer, it™s a good idea to think
about how you might share information between different applications. Don™t make the all
too common mistake of thinking that information can only be used in documents created in
the application where the data resides. As you see in other examples in this chapter, you can
almost always find a way to reuse data without going through the work of reentering it in a
new program.
Part II ¦ Collaborating and Integrating with Office 2003
244


Creating a Mail Merge
A mail merge is the process of creating form letters, mailing labels, envelopes, or a catalog
from a set of related information. There are several ways to create a mail merge document.

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