This webinar was presented by Ms. Nikki Follis, of Grantham University, on October 15, 2009. Please join us for PowerPoint Tips and Tricks on December 11, 2009 at 12 noon EST by registering at: https://student.gototraining.com/7m6n0/register/1213071210029913625

1. Excel Tips and Tricks
Utilizing Excel 2007
Click to edit Master subtitle style
Date/Time: October 15th - 12pm
(EST)
Webinar Offered by: Federally
Employed Women's Foundation
for Education & Training
Presenter: Nikki Follis, Grantham
University
Microsoft Office 2007-Illustrated 11/2/09

2. Objectives
 Integrate data between Word and Excel
 Copy data from Excel to Word
 Copy a chart from Excel to Word
 Create linked objects
 Embed a Word file in Excel
 Apply Conditional Formatting
 Use SmartArt Efficiently
11/2/09

3. What is Integration?
 Data integration
• Combines data from multiple programs
 Example of data integration
• Create a chart in Excel
• Use the Excel chart in a Word report
• Modify chart data from source Excel file
 Data integration saves time and effort
• Information is reused multiple times
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4. Integrating Data
 Two types of files used in integration:
• Source: file where information originates
• Destination: file that receives information
 Object Linking and Embedding (OLE)
• Microsoft technology for integrating data
 Linking an object
• Image of object copied to destination file
• You can edit object data from source file
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5. Integrating Data
 Embedding an object:
• Copy of object is placed in destination file
• Edit object with source program tools
 Ways to integrate Word and Excel:
• Copy and paste data from the Clipboard
• Link data between two files
• Copy Excel chart and paste into Word
• Embed a Word file into Excel worksheet
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6. Integrating Data
 Embedding vs. linking
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7. Integrating Data
Photograp
h copied
Table from Excel
object
copied
from
Excel
Chart
linked to
Excel
source
chart
75% is a
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linked

8. Copying Data from Excel to Word
 Uses of Copy and Paste commands
• Copy and paste items within a document
• Copy and paste items between programs
 Items transferred with Copy and Paste
• Line of text, value, picture, chart
 Properties of a copied object
• Retains formatting of original object
• Independent of source (except chart)
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9. Copying Data from Excel to
Word
 Use the Copy and Paste commands
 Excel is the source file
 Word is the destination file
 Pasted chart is automatically linked
 Effect of revising chart in source file
• Linked data changes in destination file
• Note: chart style does not update
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10. Copying a Chart from Excel to Word
 Linked chart updated in Word
Colum
ns
updat
ed
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11. Copying a Chart from Excel to Word
 Chart style not applied to linked
object
Red
chart New
style chart
does style in
not Excel
appear
in
linked 11/2/09

12. Creating Linked Objects
 Copy and Paste Special commands
• Perform advanced copy and paste tasks
• Can link copied object to a source file
• Needed to link all items except chart
 Features of Paste Special command
• Paste
• Paste Link
• Formatting options
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13. Creating Linked Objects
 Paste Special dialog box
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14. Embedding a Word File in Excel
 Embedding an object
• Inserts an entire file in a destination file
• You can embed an existing or new file
 Editing an embedded object
• Double-click the embedded object
• Edit tools from source program display
 Accessing embedding tool in Excel
• Click Insert tab, then click Object button
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15. Embedding a Word File in Excel
 Embedded object updated in Excel
Title Word
bar tabs
shows and
that ribbon
Excel is Paragra
are
the ph
activat
destinat margins
ed
ion modifie
progra d
m Number of
tours
11/2/09
updated

16. Word, Excel, and Access
 Excel data imported to an Access
table Field Name changed from
Participants to Guests during
the import process
Excel
data
Excel data
imported
to Access and
named Tours 11/2/09

17. Excel and Access
 Ways to import Excel data to Access
• Import Excel data into new Access table
• Append Excel data to an existing table
 How to import Excel data into Access
• Click the Get External Data tab in Access
• Click Excel button in the Import Group
• Navigate to Excel file and select an option
• Follow Import Spreadsheet Wizard
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18. Excel and Access
 Options in Get External Data dialog
box
The file
path will
be different
on
your
computer
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19. Excel and Access
 Excel table imported to Access
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20. Excel, Access, and Word
 Benefits of linking three programs:
• Use each program’s strengths
• Reduce amount of data entry
 Use Copy and Paste Special tools
• Step 1: link Access table to Excel file
• Step 2: link Excel data to Word file
 Effects of changing table in Access
• Data in Excel and Word will also change
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21. Excel, Access, and Word
 Copied data formatted in Excel
Accounting
Number Format
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22. Excel and PowerPoint
 Object command: embedding tool
 Identifying an embedded Excel file
• Worksheet appears in PowerPoint slide
• Excel ribbons and tabs appear
• PowerPoint title bar and menu remain
 Editing an embedded worksheet
• Double-click the embedded object
• Show only cells containing data
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23. Excel and PowerPoint
 Completed Excel worksheet object
Worksheet
object
formatted,
sized,
and
positioned
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24. Conditional Formatting
 Excel can format cells based on specific
results
• Automatic application of formatting attributes on
cell values is called conditional formatting
• For example: values above a certain number can
be one color and values below a certain number
can be another color
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25. Applying Conditional
Formatting
 To apply conditional formatting:
• Click Conditional Formatting button in the Styles
group on the Home tab
• Point to Highlight Cells Rules, and then choose
from “Between”, “Greater Than”, “Less Than”,
etc.
• Define conditions and formatting in the dialog
box that opens
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26. Applying Conditional
Formatting
 Data bars are a type of conditional
formatting that visually illustrate
differences among values
• Click the Conditional Formatting button in the
Styles group, point to Data Bars, and then choose
from a formatting
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27. Applying Conditional
Formatting
Previewing a Data Bar
Data
bars
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28. Applying Conditional
Formatting
Results of Conditional Formatting
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29. SmartArt
 What is SmartArt?
• A SmartArt graphic is a professional-quality
diagram that visually illustrates text
 When to Use SmartArt?
• When formatting your text alone simply does not
work, you can use SmartArt
• You can convert existing text into a SmartArt
graphic or start from scratch
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30. SmartArt
 SmartArtgraphics
are grouped by
category
 Click
More
SmartArt Graphics
to see additional
categories
More SmartArt Graphics
button
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31. SmartArt
Basic Venn SmartArt
graphic
Outco
me
Click text placeholders to Notice the words that
enter text filled in [Text]
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32. SmartArt
SmartArt Styles
group
Layouts group
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33. Summary
 Integration allows the user to use the Office
2007 programs to work together effectively and
efficiently
 SmartArt allows the user to create professional-
quality diagrams that visually illustrates text
 Conditional Formatting automatically applies
formatting attributes on cell values to make
worksheets stand out
11/2/09

34. Questions?
Please contact me with any questions at:
nikkifollis@gmail.com
Thank you for your time!
11/2/09