Microsoft Office 2003 Super Bible phần 5 docx

230 Part II ✦ Collaborating and Integrating with Office 2003 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. 231Chapter 9 ✦ Building Integrated Documents 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 . . . 232 Part II ✦ Collaborating and Integrating with Office 2003 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 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. Note 233Chapter 9 ✦ Building Integrated Documents 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. 234 Part II ✦ Collaborating and Integrating with Office 2003 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. For a full explanation of how you can collaborate on a network with Office applications, see 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. Cross- Reference 235Chapter 9 ✦ Building Integrated Documents 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!). 236 Part II ✦ Collaborating and Integrating with Office 2003 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. 237Chapter 9 ✦ Building Integrated Documents 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. 238 Part II ✦ Collaborating and Integrating with Office 2003 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. 239Chapter 9 ✦ Building Integrated Documents ✦ 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. ✦✦✦ [...]... an Office 2003 application, you’ll next see a message similar to the one shown in Figure 10-8 Choose the format that best suits your needs and then click OK Figure 10-8: Choose the proper document format 5 Select the message recipients 6 Enter any additional text and set any message options as necessary Figure 10-9 shows the message ready to send 251 252 Part II ✦ Collaborating and Integrating with Office. .. options on the Send To menu, but most will include a Mail Recipient option 249 250 Part II ✦ Collaborating and Integrating with Office 2003 Figure 10-7: You can send a document from within the application that created it 3 Choose the option you prefer: • Mail Recipient generally sends the document as a file attachment, but in Office 2003 applications, you can choose to send the document as an HTML page •... Document button to display the Merge to New Document dialog box, shown in Figure 10 -5 247 248 Part II ✦ Collaborating and Integrating with Office 2003 Figure 10 -5: Select the number of records you want to use in your merge 14 Click All, Current Record, or specify the range of contacts you want included in the mail merge 15 Click OK to complete your mail merge Figure 10-6 shows an example of a completed... 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 Creating a mail merge Sending an e-mail... involve different sequences of steps, but the import process will be similar in all cases You must choose the type of data, the source file, and how to handle duplicates 253 254 Part II ✦ Collaborating and Integrating with Office 2003 Exporting information from Outlook Just as you can import data into Outlook from several different formats, you can also export Outlook data into a number of formats... 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... to save the mail merge data for future use You might want to choose this option to provide a permanent record of the contacts that you used for this mail merge Normally, 2 45 246 Part II ✦ Collaborating and Integrating with Office 2003 though, you’ll want to perform a new mail merge each time you need the information so that you don’t accidentally use outdated information 8 Select the type of mail merge... In This Chapter Integrating Outlook with Office C omputers are wonderful and complex tools Unlike a simple tool such as a hammer, a computer is intended to handle many very different tasks This versatility is the result of the broad range of software that is available for modern computers In all likelihood, your copy of Outlook came as a part of Microsoft Office But even if it did not, you probably... Other Applications 255 1 Select the message that you want to save 2 Select File _ Save As to display the Save As dialog box, shown in Figure 10-10 Figure 10-10: Save a message rather than exporting it if you want the message text to appear in a file 3 Choose the destination for the file 4 Enter a filename for the message By default, Outlook will use the message subject as the filename 5 Click Save to save... with Word tracking who made each change Marking documents with revision marks Comparing and merging documents Comparing documents side by side Using Reading Layout view 258 Part II ✦ Collaborating and Integrating with Office 2003 Placing Comments in Documents Word’s comments feature is a quick and easy way to add ancillary information to a document You can use comments to leave reminders for yourself . other ways in which Office applications work together. For a full explanation of how you can collaborate on a network with Office applications, see Chapter 16 of this Super Bible eBook. Sending. Part II ✦ Collaborating and Integrating with Office 2003 Sharing Data with XML As has been pointed out several times already in this book, Office 2003 offers XML (eXtensible Markup Language). 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