Linking Data

You can transfer and link many kinds of data among Office applications. The following are some examples:

  • You can insert and link part or all of an Excel worksheet or an Excel chart into a Word document or a PowerPoint slide.
  • You can insert and link part or all of a Word document into an Excel worksheet or a PowerPoint slide.
  • You can insert and link a PowerPoint slide into a Word document or an Excel worksheet.

You can't link data from the Office Tools programs (such as Microsoft Equation Editor). These programs can be used only for embedding data.

You can transfer and link either a selected part of a document or an entire document. To transfer and link part of a document, do the following:

  1. Select the data in the source document, and choose Copy from the source program's Edit menu (don't choose Cut!) to copy the data to the Clipboard.

    To link a PowerPoint slide to another document, you must be in Outline or Slide Sorter view (choose Slide Sorter from the View menu), and you must select a single slide.

  • Place the insertion point at the position in the receiving document where you want to insert the data, and choose Paste Special from the receiving program's Edit menu.
  • In the Paste Special dialog box, select the Paste Link option, and then select the desired data format in the As list.
  • NOTE
    If the Paste Link option is not available, this means that the data in the Clipboard— or the selected format— can't be linked or the source program doesn't support linking.

    If you want to link an entire document, you can select the whole document in step 1 above, or you can use the following alternative method:

    1. Place the insertion point at the position in the receiving document where you want to insert the data.
    2. Choose Object from the receiving program's Insert menu, and click the Create From File tab in the Object dialog box. (In PowerPoint and Access, the dialog box is titled Insert Object. Also, Create From File is an option button that you select, rather than a tab.)
    3. Select the Link To File option, and in the File Name box, enter the name of the document you want to insert. (In PowerPoint and Access, the option is called Link and the text box is called File.) Click the Browse button if you need help locating the file. See Figure 35-2.

    Display Your Data as an Icon

    If you select the Display As Icon option in either the Paste Special or the Object dialog box (the Insert Object dialog box for PowerPoint and Access), the receiving program displays an icon representing the linked data rather than displaying the data itself. Also, when you print the document, only the icon is printed. After you select Display As Icon, you can click the Change Icon button to change the icon and the caption that are displayed in the document. To view the linked data within the source program, use one of the methods for editing linked data, which will be described next. Using icons to display linked data is a convenient way to present various types of information in a compact format within a document that's intended to be viewed on the screen.

    You must edit linked data by making the changes within the source document. To do this, you can use one of the following methods:

    Although you might be able to edit certain types of linked data directly within the receiving document (for example, Unformatted Text in a Word document), your changes will be overwritten the next time the data is updated! However, formatting changes (such as applying the bold or italic format to text) will generally be preserved when the data is updated.

    You can modify one or more links within a document by choosing Links from the Edit menu to open the Links dialog box, which lists all the links contained in the active document. The appearance of the dialog box varies among Office applications; Figure 35-3 shows how it looks in Word. To modify a link, select it in the list. To simultaneously modify several links, select them by clicking the first one and then pressing the Ctrl key while clicking each additional one.

    click to view at full size.

    Figure 35-3. Modifying links in the active document.

    You can now do one or more of the following— but note that not all these actions are available in all Office applications:

    A good way to help ensure that the source document is always available to maintain the link is to place both the source document and the receiving document together within the same folder.

    A Linking Example

    click to view at full size.

    Figure 35-4. An Excel worksheet that includes a chart.

    Imagine that you have created an Excel worksheet containing the daily prices for a commodity— wheat— and you have included a chart illustrating those prices for a past period of 25 days. (See Figure 35-4.) You now want to write an article in Word that describes the price action over that period. To link a copy of the Excel chart to your report, you would perform the following steps:

    1. In the Excel worksheet, click the chart to select it, and choose Copy from Excel's Edit menu.
    2. In the Word document containing your report, place the insertion point at the position where you want the chart, choose Paste Special from Word's Edit menu, and complete the dialog box as shown in Figure 35-5. The resulting report is shown in Figure 35-6.

      click to view at full size.

      Figure 35-5. Linking the Excel chart to a Word document.

    The Futures.xls and Futures.doc example files are on the Running Office 2000 Reader's Corner page. For information about connecting to this Web site, read the Introduction.

    The following are some advantages of linking this chart rather than embedding it:

    click to view at full size.

    Figure 35-6. The Excel chart shown in Figure 35-4 linked to a Word document.

    Running Microsoft Office 2000 Small Business
    Running Microsoft Office 2000
    ISBN: 1572319585
    EAN: 2147483647
    Year: 2005
    Pages: 228
    Authors: Michael Halvorson, Michael J. Young
    BUY ON AMAZON © 2008-2017.
    If you may any questions please contact us: