Although the past two hours have been a quick tour of Publisher, that's really all you need to get started. In many ways, Publisher
Part IX: Appendixes
Appendix A. Sharing Information Between Office 2003 Programs
This appendix explores how Office products work together. Office programs integrate so well that it is hard to know where to start describing the possibilities. Generally, if you need to combine two or more Office files, you are able to load or embed one product's file within another even though the Office programs that created the two files are completely different.
From inserting links in Word documents to combining an Access table and an Excel worksheet into a PowerPoint presentation, Office
Sharing Data Between Applications
Office's cornerstone is data sharing among its programs. Office offers several ways to share information among products. Almost all the Office products support the inclusion of other Office files. For example, Word includes the Insert Microsoft Excel Worksheet toolbar button that
Besides inserting entire files, you might want to insert part of a document in another Office application. The following sections explain the most common
To Do: Drag and Drop
Suppose that you want to use part of an Excel worksheet inside a Word document. You might want to do this if you are preparing a report for management on last quarter's sales figures. If you have both Excel (with the relevant data loaded) and Word running at the same time, these steps quickly insert the worksheet into the Word document:
Suppose that you create a monthly sales report using the same Word document and the same Excel worksheet every time. Although the data within the Excel worksheet changes to reflect each new month's figures, the structure and formulas
As long as you have inserted a link to the Excel worksheet in your monthly report document's template, you need only change the Excel worksheet each month, start Word, create a report document from the template, and print the document. You won't have to copy or move the actual Excel cells into the report because the link points to the cells and displays their contents. The report always points to the worksheet cells via the link that you inserted when you created the Word document.
To Do: Link to a Worksheet
To create such a link, perform these steps:
To watch the real-time nature of the links, change a value in the source Excel worksheet. The Word document immediately reflects your change. If the Word document does not reflect the change, select Edit, Links and make sure that the Automatic Update option is set. If Manual Update is set, Word will not update the link to reflect any changes in the Excel worksheet until you select Edit, Links and click the Update Now button.
Instead of inserting a copy or a link, you can insert a shortcut in the destination document.
You probably use shortcuts less often than links and embedded copies when producing reports because you usually want the reports to show actual data and not icons. If you often work with data from one program while in another program, however, the shortcuts are nice. The data does not get in your way until you are ready to work with it because you see only icons that represent the shortcut data. In addition, the icon loads much faster than the underlying data would load, and speed becomes an issue if you work on older computers.
Several scenarios exist where a link might work well. Suppose that you are working in Excel, modifying weekly salary figures for a large worksheet that you maintain. Each week you must study the salary amounts and enter a 10-line explanation of the salaries. Instead of typing the definition each week or (
To Do: Insert Shortcuts
To insert a shortcut, perform these steps:
Remember that you don't have to use Web addresses for hyperlinks in Office documents. You can enter
Perhaps you want something other than the Web address to appear. In other words, one of your PowerPoint presentation slides might include the text Click here to view our informative Web page , and when clicked during the presentation, the slide changes to show the actual Web page.
To change a hyperlink to customized text, follow these steps:
Type the Web address or path to the Office file that you want to display when the user clicks the hyperlink.
Select the hyperlink.
Press Ctrl+K to display the Insert Hyperlink dialog box shown in Figure A.2. The toolbar also displays an Insert Hyperlink button that displays the Edit Hyperlink dialog box.
Type a new value in the text box labeled Text to Display.
Click OK. Your text appears in place of the hyperlink's address.
Word and PowerPoint share a special link that enables you to turn a set of notes into a presentation. As you create your notes in Word, be sure to use the Heading 1 through Heading 5 styles. PowerPoint uses the Heading 1 style for each slide's title and uses the Heading 2 through Heading 5 styles for the slide's subsequently indented text.
If your Word document contains styles other than Heading 1 through Heading 5, PowerPoint ignores those paragraphs.
You can easily apply Heading 1 through Heading 5 styles to a Word document that you have already created by clicking a paragraph (or by moving the mouse pointer
After you create the Word document,
A database can be extremely large with many tables. Often, you want to export a portion of an Access database to a Word document. The drag-and-drop method does not always offer exactly what you need to get the data you want into a Word document.
If you want to use an Access table in a PowerPoint presentation, load the table into a Word document and then convert the Word document to a PowerPoint presentation as described in the previous section.
To load Access data into a Word document, perform these steps:
Display the Database toolbar in Word. (Select View, Toolbars and then click Database.)
Click the Insert Database toolbar button. Word displays the Database dialog box.
Click the Get Data button to begin locating the database to import. Before specifying the data to be imported into Word, you must locate the database.
Browse to the database file you want to import. When you locate the database, select the database and Word displays the Select Table dialog box shown in Figure A.3.
Select the table or query that you want to load into the Word document, and click OK to return to the Database dialog box.
Click the Query Options button if you want to limit the table's records or fields. (If you don't select the Query Options button, Word imports the entire table.) Word displays an Access query window, from which you can select records and fields using normal Access database-selection criteria. Select one or more fields that meet the criteria you specify. You can specify additional tables if you want Word to import data from multiple tables.
Click the Insert Data button to insert your selected data.
You now can format the data and use it in your Word document as if you typed the data yourself.