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ObjectivesObjectives

5. Link excel Data to a Word Document

6. Modify Linked Data and Update Links

7. create a tabvle in Word from Access Data

8. Use Access Data to complete a Mail Merge in Word

OUtcOMes Link excel data to a Word document and complete a mail merge in Word using Access data.

OUtcOMes create an excel workbook that includes data exported from Access and data copied from Word and PowerPoint.

P r O j e c t

1B P r O j e c t

1A 1integrating Word, excel, Access, and PowerPoint

The projects in this chapter relate to Ultimate Action Sports Gear, one of the country’s leading retailers of sports equipment and outdoor recreational merchandise. The company has a growing online business in addition to large retail stores in Colorado, New Mexico, Oregon, and Washington. Major merchandise categories include fishing, camping, golf, rock climbing, winter sports, action sports, aquatic sports, team sports, racquet sports, fitness and athletic apparel, and footwear. The company’s inventory is constantly updated to provide customers with the newest products in the action sports industry.

In This Chapter All applications in a software suite, for example Microsoft Office, are designed to work well with one another. You can input data or create objects, such as a chart or table, in one application and then export the data to another application without retyping the data or recreating the object. It is important to identify the appropriate software within the suite to produce solutions that best utilize the functions of the various applications. In this chapter, you will copy and paste data and objects between applications. You will link, modify, and update data and use mail merge to create individualized documents.

Objectives Objectives 1. export Access Data to excel

2. create an excel Worksheet from a Word table

3. copy and Paste an excel chart into Other Programs

4. copy and Paste an Object from PowerPoint into excel

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1A

For Project 1A, you will need the following files: New blank Excel workbook i01A_Store_Locations i01A_State_Sales i01A_Sales_Presentation

You will save your files as: Lastname_Firstname_1A_Sales_Chart Lastname_Firstname_1A_Store_Locations Lastname_Firstname_1A_State_Sales Lastname_Firstname_1A_Sales_Presentation

PrOj ect state sales

ProjeCT ACTIvITIeS In Activities 1.01 through 1.12, you will export Access data into an Excel workbook, and then

you will copy and paste Word data into the Excel workbook. In Excel, you will create a chart based on the data, and then copy the chart into a PowerPoint presentation. Your completed documents will look similar to Figure 1.1.

ProjeCT FIleS

ProjeCT reSUlTS

FIGUre 1.1 Project 1A State Sales

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Access includes a tool to export data from an Access database into an Excel workbook. When you export Access data, you create a copy of the data in Excel.

activity 1.01 | exporting access data to excel In the following activity, you will export Access data into an Excel workbook.

1 Start Access. Near the bottom left of the screen, click Open Other Files, and then under Places, double-click Computer. In the Open dialog box, navigate to your student data files, and then open the Access database i01A_Store_Locations. Click the FILE tab, and then click Save As. On the Save As screen, with Save Database As selected, click Save As.

2 In the Save As dialog box, navigate to the location where you are saving your files. Click New folder, type Integrated Projects and then press . In the File name box, type Lastname_ Firstname_1A_Store_Locations and then press . On the Message Bar that displays a SECurItY WArNINg, click Enable Content.

3 In the navigation pane, double-click the Managers table. At the bottom of the table, select Firstname, and then type your own firstname. Press to select Lastname, type your own lastname, and then press .

4 In the navigation pane, double-click the query Store Locations by Manager, and then be sure that your name displays. Compare your screen with Figure 1.2.

N o t e If You Are Using a Touchscreen • Tap an item to click it. • Press and hold for a few seconds to right-click; release when the information or command displays. • Touch the screen with two or more fingers and then pinch together to zoom in or stretch your fingers apart to zoom out. • Slide your finger on the screen to scroll—slide left to scroll right and slide right to scroll left. • Slide to rearrange—similar to dragging with a mouse. • Swipe from edge: from right to display charms; from left to expose open apps, snap apps, or close apps; from top or bottom to show commands or close an app. • Swipe to select—slide an item a short distance with a quick movement to select an item and bring up commands, if any.

Objective 1 export Access Data to excel

Navigation pane Your �rstname and lastname

Query selected

FIGUre 1.2

5 On the EXTERNAL DATA tab, in the Export group, click Excel. In the Export - Excel Spreadsheet dialog box, click Browse. Navigate to your Integrated Projects folder, type the file name Lastname_Firstname_1A_Sales_Chart and then click Save.

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6 In the Export - Excel Spreadsheet dialog box, be sure that the File format is Excel Workbook (*.xlsx). Select the Export data with formatting and layout check box, and then compare your screen with Figure 1.3.

File format

Check box selected

File name Export – Excel Spreadsheet dialog box

FIGUre 1.3

A1:E21 selected Check box selected

Create Table dialog box FIGUre 1.4

7 In the Export – Excel Spreadsheet dialog box, click OK. In the dialog box, be sure that the Save export steps check box is not selected, and then click Close.

8 Close Access.

9 Start Excel. Near the bottom left of the screen, click Open Other Workbooks, and then under Places, double-click Computer. In the Open dialog box, navigate to your Integrated Projects folder, and then open the Excel workbook Lastname_Firstname_1A_Sales_Chart.

Notice that the Excel worksheet name is changed to the exported Access query name—Store Locations by Manager.

activity 1.02 | creating and sorting an excel table to easily manage and analyze a group of related data, you can convert a range of cells to an

Excel table. An Excel table typically contains data in a series of rows and columns; the Excel table can be managed independently from the data in other rows and columns in the worksheet. In the following activity, you will change a range of data into an Excel table, and then sort the data.

1 Click cell A1. On the INSERT tab, in the Tables group, click Table. In the Create Table dialog box, under Where is the data for your table?, be sure that the range is =$A$1:$E$21 and that the My table has headers check box is selected. Compare your screen with Figure 1.4.

2 In the Create Table dialog box, click OK.

3 Click in cell E1, click the City arrow, and then click Sort A to Z to sort the entire table. Compare your screen with Figure 1.5.

the rows display in a different order based on column E—the City column—so that city names display in ascending order.

After a column is sorted in ascending or descending order, a small arrow displays to the right of City to indicate the sort order.

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4 Save your Excel workbook.

activity 1.03 | Inserting a total row in an excel table to quickly total the data in the columns of an Excel table, display a total row at the end of the

table, and then use the functions that are provided for each cell in the total row.

1 With cell E1 selected, on the DESIGN tab, in the Table Style Options group, select the Total Row check box. Click cell E22, and then compare your screen with Figure 1.6.

Cell E22 displays the number 20. the total row counts the number of cells containing text in column E. the header row is not included in the total row calculations.

Button displays as ascending sort arrow

Cities display in ascending order

FIGUre 1.5

Total Row check box

Total Row

FIGUre 1.6

2 to the right of cell E22, click the arrow, and then click None.

Because the cells in column E contain text, a calculation is not required.

3 Click cell C22. to the right of cell C22, click the arrow, and then click Sum. Compare your screen with Figure 1.7.

the total Monthly rent for all locations displays in cell C22.

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4 Save your Excel workbook.

Cell E22 is blank

Total displays in cell C22 FIGUre 1.7

Objective 2 create an excel Worksheet from a Word table

there are times when you might want to use data stored in one file in a different file without having to reenter the data.

activity 1.04 | Formatting a Word table 1 Start Word. Navigate to your student data files, and then open the document i01A_State_

Sales. Press to display the Save As dialog box. Navigate to your Integrated Projects folder, and then Save the document as Lastname_Firstname_1A_State_Sales

2 On the INSERT tab, in the Header & Footer group, click Footer. At the bottom of the Footer gallery, click Edit Footer. On the ribbon, under HEADER & FOOTER TOOLS, on the DESIGN tab, in the Insert group, click Document Info, and then click File Name. In the Close group, click Close Header and Footer. Display the ruler and formatting marks, if necessary.

3 Scroll down to display the table. Click the first cell in the table, and then compare your screen with Figure 1.8.

When the entire table or a table element is selected, the tABLE tOOLS tabs—DESIgN and LAYOut—display.

Insertion point in �rst cell TABLE TOOLS DESIGN and LAYOUT tabs

FIGUre 1.8

4 under TABLE TOOLS, on the DESIGN tab, in the Table Styles group, click More . In the Table Styles gallery, scroll down, and then under List Tables, in the third row, click the last style—List Table 3 - Accent 6.

5 On the LAYOUT tab, in the Cell Size group, click AutoFit, and then click AutoFit Contents. In the Table group, click Properties. In the Table Properties dialog box, on the Table tab, under Alignment, click Center. Compare your screen with Figure 1.9.

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6 In the Table Properties dialog box, click OK to center the table horizontally on the page.

7 Save your Word document.

activity 1.05 | copying and Pasting a Word table into an excel Workbook After entering data in a Word document, you may realize that you can manipulate the data

better in another program, such as Excel. Instead of starting over and retyping the data, you can copy the data from the Word document, and then paste the data into an Excel workbook.

Properties button AutoFit button

Table Properties dialog box

Center button

FIGUre 1.9

N o t e Working with Multiple Open Windows In this chapter, you will work with a number of different files and will have a number of different windows open. When you have completed the work in one file, save the file, and then minimize the window. When you need to use the file again, click the appropriate program icon on the taskbar to maximize that window.

Sales worksheet tab

Sales worksheet active FIGUre 1.10

1 Be sure that Word is the active window. On the LAYOUT tab, in the Table group, click Select, and then click Select Table. On the HOME tab in the Clipboard group, click Copy .

the entire table is selected and copied.

2 On the taskbar, click the Excel icon to make the Excel window active.

3 At the bottom of the worksheet, click New sheet to insert a new blank worksheet. right- click the Sheet1 worksheet tab, and then click Rename. type Sales and then press . Compare your screen with Figure 1.10.

4 On the PAGE LAYOUT tab, in the Themes group, click Themes, and then under Office, click Office.

5 Click cell A4 to make it the active cell. On the HOME tab, in the Clipboard group, click Paste. Compare your screen with Figure 1.11.

the Word data is pasted into the Excel worksheet, starting in cell A4—the active cell.

the pound sign (#) will display if a column is not wide enough to display an entire number.

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6 Click cell A4. On the HOME tab, in the Cells group, click Format, and then click Column Width. In the Column Width dialog box, type 16 and then click OK.

7 Select the range B4:E4. In the Cells group, click Format, and then click Column Width. In the Column Width dialog box, type 12 and then click OK.

Due to the increased column widths, all data displays in the worksheet.

8 Select the range A4:A16. In the Cells group, click Format, and then click Row Height. In the Row Height dialog box, type 17 and then click OK. Click in an empty cell, and then compare your screen with Figure 1.12.

# indicates columns are too narrow to display numbers

Pasted data FIGUre 1.11

Column widths adjusted

Row heights adjusted

FIGUre 1.12

Formatted cells in rows 1 and 2 FIGUre 1.13

9 In cell A1, type Ultimate Action Sports Gear and then press . In cell A2, type Sales by State and then press . Select the range A1:F1, and then on the HOME tab, in the Alignment group, click Merge & Center. In the Styles group, click Cell Styles, and then click Accent6. In the Font group, click the Font Size button arrow , and then click 16.

10 Select the range A2:F2. Click Merge & Center, apply the cell style 60% - Accent6, and then change the Font Size to 14. Compare your screen with Figure 1.13.

11 Save your Excel workbook.

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activity 1.06 | Using the sUM Function and Fill Handle in excel One of Excel’s most powerful features is the capability to perform mathematical calculations.

In the following activity, you will use the SuM function to add numbers.

1 Click cell F4, type Total Sales and then press .

2 Be sure that F5 is the active cell. On the HOME tab, in the Editing group, click AutoSum, and then on the Formula Bar, click Enter to confirm the entry and keep cell F5 as the active cell. using the technique you previously practiced, change the width of column F to 13

Column F widened

SUM function entered and cells formatted

FIGUre 1.14

No Border applied

SUM function entered and cells formatted

FIGUre 1.15

A l e r T ! The Formula Bar May Not Display If the Formula Bar does not display, on the VIEW tab, in the Show group, select the Formula Bar check box.

3 In cell F5, point to the fill handle until the pointer displays, hold down the left mouse button, and then drag down to cell F16. release the mouse button. In the Font group, click Increase Font Size , and then compare your screen with Figure 1.14.

4 Click cell A17, type Total and then press .

5 With cell B17 selected, in the Editing group, click AutoSum, and then on the Formula Bar, click Enter . using the technique you just practiced, use the fill handle to copy the formula to cells C17:F17.

6 Select the range A5:E16. In the Font group, click the Border button arrow , and then click No Border. Select the range B17:F17. In the Styles group, click Cell Styles, and then under Titles and Headings, click Total. In the Font group, click Increase Font Size . Click in an empty cell, and then compare your screen with Figure 1.15.

7 Save your Excel workbook.

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A chart displays numerical data in a visual format. You can copy an Excel chart, and then paste it in files created with other applications.

activity 1.07 | creating and Formatting a Bar chart in excel In the following activity, you will create and format a bar chart showing a comparison of

merchandise sales by state.

1 Select the range A4:E16. On the INSERT tab, in the Charts group, click Insert Bar Chart arrow , and then under 3-D Bar, click the first chart—3-D Clustered Bar. under CHART TOOLS, on the DESIGN tab, in the Location group, click Move Chart. In the Move Chart dialog box, click the New sheet option button, type Merchandise Chart and then click OK. Compare your screen with Figure 1.16.

A 3-D bar chart is created and moved to a new chart sheet named Merchandise Chart.

3–D Clustered Bar chart

Merchandise Chart sheet tab

FIGUre 1.16

Objective 3 copy and Paste an excel chart into Other Programs

2 In the chart, select the text Chart Title, and then type Retail Sales by State Click in a blank area of the chart to deselect the chart title.

3 to the right of the chart, click Chart Styles . In the STYLE gallery, scroll down, and then click Style 10.

4 to the right of the chart, click Chart Elements . under CHART ELEMENTS, point to Legend, click the Legend arrow, and then click Top.

5 under CHART ELEMENTS, point to Axes, click the Axes arrow, and then click More Options. In the Format Axis pane, under AXIS OPTIONS, click Size & Properties . under ALIGNMENT, in the Custom angle box, type 30 and then press . Compare your screen with Figure 1.17.

the numbers on the horizontal axis display at an angle of 30 degrees.

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6 Close the Format Axis pane.

7 Save your Excel workbook.

activity 1.08 | creating and Formatting a Pie chart in excel In the following activity, you will create a pie chart to show each state’s percentage of total

sales.

1 Click the Sales worksheet tab. Select the range B4:E4, press and hold , and then select the range B17:E17.

the range B4:E4 and the range B17:E17 are selected. recall that holding down enables you to select nonadjacent cells.

2 On the INSERT tab, in the Charts group, click Insert Pie or Doughnut Chart arrow , and then under 3-D Pie, click 3-D Pie. On the ribbon, under CHART TOOLS, on the DESIGN tab, in the Location group, click Move Chart. In the Move Chart dialog box, click the New sheet option button, type State Sales Chart and then click OK.

3 to the right of the chart, click Chart Styles . In the STYLE gallery, scroll down, and then click Style 5. Press to close the gallery. Compare your screen with Figure 1.18.

Size & Properties button

Custom angle box

Numbers on horizontal axis display at an angle

FIGUre 1.17

3–D Pie chart with Style 5 applied

State Sales Chart sheet tab

FIGUre 1.18

4 In the chart, select the text Chart Title, type State Sales and then click in a blank area of the chart.

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5 Click Chart Elements , and then under CHART ELEMENTS, click Legend to remove the legend from the chart.

6 under CHART ELEMENTS, select the Data Labels check box. Point to Data Labels, click the Data Labels arrow, and then click More Options. In the Format Data Labels pane, under Label Contains, clear the Value check box, select the Category Name check box, and then select the Percentage check box. under Label Position, click the Center option button. With the data labels selected, on the HOME tab, change the Font Size to 16. Click in a blank area of the chart to deselect the data labels.

the pane changes to the Format Chart Area pane.

7 In the Format Chart Area pane, under CHART OPTIONS, click Fill & Line . Click FILL, and then click the Gradient fill option button. Click the Preset gradients arrow, and then in the first row, click the third gradient—Light Gradient – Accent 3. Close the Format Chart Area pane, and then compare your screen with Figure 1.19.

Chart title Gradient �ll applied

Data labels with categories and percentages

FIGUre 1.19

Footer dialog box

Left section

Insert File Name button

FIGUre 1.20

8 Press and hold , and then click the Merchandise Chart sheet tab.

Both chart sheets are selected.

9 On the PAGE LAYOUT tab, in the Page Setup group, click the Dialog Box Launcher . In the Page Setup dialog box, click the Header/Footer tab, and then click Custom Footer. In the Footer dialog box, be sure that the insertion point is in the Left section, and then click Insert File Name . Compare your screen with Figure 1.20.

In the Left section box, the file name is inserted—& [File] displays.

10 In the Footer dialog box, click OK, and then in the Page Setup dialog box, click OK.

the file name is inserted in the footer of both chart sheets.

11 Click the Sales worksheet tab to make it the active worksheet and to deselect the chart sheets. Press and hold , and then click the Store Locations by Manager worksheet tab.

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12 On the PAGE LAYOUT tab, in the Page Setup group, click the Dialog Box Launcher . In the Page Setup dialog box, click the Header/Footer tab, and then click Custom Footer. In the Footer dialog box, with the insertion point in the Left section, click Insert File Name . Click OK two times to close the dialog boxes.

You must insert footers in worksheets separately from inserting them in chart sheets. In this case, the file name is inserted in the footer of both worksheets.

13 Press + to display the top of the worksheet. right-click the Sales sheet tab, and then click Ungroup Sheets.

14 Save your Excel workbook.

activity 1.09 | copying and Pasting an excel chart into Word 1 On the HOME tab, in the Clipboard group, click the Dialog Box Launcher to display the

Clipboard pane. In the Clipboard pane, click Clear All. Click the State Sales Chart sheet tab, and then click the border of the pie chart to select the chart. On the HOME tab in the Clipboard group, click Copy . Compare your screen with Figure 1.21.

Clipboard pane

Pie chart

FIGUre 1.21

Bar chart

Pie chart Inserted text

FIGUre 1.22

2 Click the Merchandise Chart sheet tab, and then if necessary, click the border of the bar chart to select the chart. In the Clipboard group, click Copy .

3 At the bottom of the screen, on the taskbar, click the Word icon . Press + to move the insertion point to the end of the document.

4 Press + .

A new blank Page 2 is inserted.

5 With the insertion point at the top of Page 2, type In the chart below, our state sales managers can view their sales results. Press .

6 On the HOME tab, in the Clipboard group, click the Dialog Box Launcher to display the Clipboard pane, as shown in Figure 1.22.

7 In the Clipboard pane, click the bar chart.

the bar chart is pasted into the Word document.

8 Close the Clipboard pane, and then press + .

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9 Click the FILE tab, and then in the lower right portion of the screen, at the bottom of the Properties list, click Show All Properties. In the Tags box, type memo, state sales chart and in the Subject box, type your course name and section number. Be sure your name displays as the author; edit if necessary.

10 Save your Word document, and then Close Word.

activity 1.10 | Pasting an excel chart in PowerPoint 1 Start PowerPoint. Navigate to the student data files, and then open the presentation i01A_

Sales_Presentation. Press to display the Save As dialog box. Navigate to your Integrated Projects folder, and then Save the presentation as Lastname_Firstname_1A_Sales_Presentation

2 On the INSERT tab, in the Text group, click Header & Footer. In the Header and Footer dialog box, click the Notes and Handouts tab. Select the Footer check box, click in the Footer box, and then type Lastname_Firstname_1A_Sales_Presentation and then compare your screen with Figure 1.23.

Footer box Footer check box

Notes and Handouts tab FIGUre 1.23

3 Click Apply to All.

4 In the Slides pane, click Slide 2. On the HOME tab, in the Slides group, click the New Slide button arrow, and then from the Slides gallery, click Blank. On the DESIGN tab, in the Customize group, click Format Background. In the Format Background pane, under FILL, select the Hide background graphics check box. Compare your screen with Figure 1.24.

A new blank Slide 3 is inserted into the presentation, and the background graphics do not display.

Hide background graphics check box

Format Background pane

FIGUre 1.24

5 Close the Format Background pane. On the HOME tab, in the Clipboard group, click the Dialog Box Launcher . In the Clipboard pane, click the bar chart.

the bar chart is pasted into Slide 3 of the presentation.

6 On the HOME tab, in the Slides group, click the New Slide button arrow, and then from the Slides gallery, click Blank. using the technique you practiced, select the Hide background graphics check box. In the Clipboard pane, click the pie chart. Compare your screen with Figure 1.25.

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7 Close the Clipboard pane, and then Save the presentation.

Pie chart in Slide 4

Bar chart in Slide 3

FIGUre 1.25

Objective 4 copy and Paste an Object from PowerPoint into excel

In PowerPoint, bullet points can be converted into a SmartArt graphic to illustrate your message visually. After you create a SmartArt graphic in PowerPoint, you can copy the graphic and paste it into a file created with another program. this can save you time because there is no need to recreate the graphic.

activity 1.11 | Inserting a smartart graphic 1 Click Slide 2 to make it the active slide. Click in the placeholder containing the names of

the managers. On the HOME tab, in the Paragraph group, click Convert to SmartArt. In the SmartArt gallery, in the first row, click the fourth layout—Target List. If the text Pane displays to the left of the SmartArt placeholder, click Close .

2 On the ribbon, under SMARTART TOOLS, on the DESIGN tab, in the SmartArt Styles group, click More . In the SmartArt Styles gallery, under 3-D, in the first row, click the third style—Cartoon.

3 With the SmartArt graphic selected, on the ANIMATIONS tab, in the Animation group, click More . In the Animation gallery, under Entrance, click Wheel. Click in a blank area of the slide to deselect the SmartArt graphic, and then compare your screen with Figure 1.26.

the number 1 displays to the left of the SmartArt graphic, which indicates that an animation effect is applied to the object.

Animation e�ect indicator

Bullet points converted to SmartArt graphic and Cartoon

style applied

FIGUre 1.26

4 On the SLIDE SHOW tab, in the Start Slide Show group, click From Beginning to view the presentation. Press to view the second slide.

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5 Continue to press to view the remaining slides, and then press to return to Normal view.

6 Save the presentation.

activity 1.12 | copying and Pasting a smartart graphic After you create an object in one file, you can copy the object and paste it in a file created

with a different program. In this activity, you will copy the SmartArt graphic in the PowerPoint presentation, and then paste it in an Excel workbook.

1 Click the border of the SmartArt graphic.

By clicking the border of an object, you select the entire object, not just a part of the object.

2 On the HOME tab, in the Clipboard group, click Copy .

3 On the taskbar, click the Excel icon .

4 In Excel, click the Sales worksheet tab, and then click cell A20. On the HOME tab, in the Clipboard group, click Paste.

the SmartArt graphic is pasted into the Sales worksheet. the top left corner of the graphic is in cell A20.

5 Scroll down to view the entire graphic. On the ribbon, under SMARTART TOOLS, on the FORMAT tab, click Size, if necessary. Click in the Shape Height box, and then type 3.5 Click in the Shape Width box, type 5.5 and then press .

6 right-click the border of the SmartArt graphic, and then above the shortcut menu, click Color. In the Color gallery, under Colorful, click the fourth color—Colorful Range – Accent Colors 4 to 5. Compare your screen with Figure 1.27.

SmartArt pasted in worksheet and formatted

FIGUre 1.27

7 In the Clipboard pane, click Clear All, and then Close the Clipboard pane.

8 Click the FILE tab, and then at the right, at the bottom of the Properties list, click Show All Properties. In the Tags box, type charts, SmartArt In the Subject box, type your course name and section number. Be sure your name displays as the author; edit if necessary.

9 Save the Excel workbook, and then Close Excel.

10 Click the FILE tab, and then at the right, at the bottom of the Properties list, click Show All Properties. In the Tags box, type company info, charts, SmartArt In the Subject box, type your course name and section number. Be sure your name displays as the author; edit if necessary.

11 Save the presentation, and then Close PowerPoint.

12 Submit your printed or electronic files as directed by your instructor.

end | You have completed Project 1A

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