A block of embedded data is known as an embedded object. In an Office document, you can embed data that you have created in another Office application, in an Office Tools program (as described in "Using the Office Tools"), or in any other Windows-based program that's been designed to be a source of embedded data. You can create an embedded object in three ways, which differ in how you obtain the data for the object. First, you can obtain the data for an embedded object from a portion of an existing document, as follows:
Figure 35-7. Embedding an Excel worksheet object.
The second way to create an embedded object is to use an entire existing document as the source of the data, as follows:
Figure 35-8. Embedding an entire document.
The third way to embed an object is to create new data for the object, using the source program's tools, as follows:
With the Office Tools programs (described later), you must use this third method for creating an embedded object, because these programs can't create independent documents.
When you use any of these three methods for embedding an object, you might be able to select the Display As Icon option in the dialog box. For an explanation of this option, be sure to see the tip "Display Your Data As an Icon."
To edit an embedded object, simply double-click it. The object will then be opened for editing either within the source program or, more commonly, within the receiving program.
For some types of embedded objects, double-clicking the object does not open it for editing. For example, if you double-click an object containing a sound or video clip, the clip will be played. To edit the object, you must use the alternative method, given next.
Alternatively, you can select the object by clicking it and then point to Item Object (where Item is a description of the selected object, such as Worksheet) on the receiving program's Edit menu to display a submenu similar to the one shown here:
Choose one of the following commands from this submenu:
The actual commands that appear on the submenu—and their actions—depend on the source program and the nature of the embedded data.
When you have finished editing the object, exit the editing mode. If you're editing in the source program, do this by exiting from the source program and clicking the Yes button in the message box if the source program asks whether you want to update the object in the receiving document. If you're editing in the receiving program, click in the receiving document outside the object.
Convert Objects to the Format You Prefer
If the Object submenu includes a Convert command, you can choose it to change the embedded object to a different object type. The available object types depend on the object you have selected. For example, if you select a PowerPoint Slide object, you can convert it to a PowerPoint Presentation object. This would allow you to add additional slides to the object (a presentation is composed of a group of slides) or to display the presentation in a slide show by double-clicking the object.
Imagine that you're preparing a PowerPoint presentation and that you want to include a table of numeric values in a slide. By embedding an Excel Worksheet object, you can use all the features provided by Excel for creating the table. You could do this as follows:
Figure 35-9. Selecting cells in an Excel worksheet.
Figure 35-10. Embedding the Excel worksheet cells shown in Figure 35-9 into a PowerPoint slide.
After you have pasted the worksheet cells into the slide, you can either save or discard the original Excel document. Note that the embedded object was created by copying cells from an Excel document— rather than choosing Object from PowerPoint's Insert menu to create new data— because the copying method lets you specify the exact number of cells to display in the slide and makes it easier to scale the worksheet within the PowerPoint slide.
The resulting PowerPoint slide is shown in Figure 35-11.
Figure 35-11. Excel worksheet cells embedded in a PowerPoint slide.
ON THE WEB
The Profit.xls and Profit.ppt example files are on the Running Office 2000 Reader's Corner page.
After embedding the worksheet into the slide, you can edit it within PowerPoint by double-clicking it, as shown in Figure 35-12. Notice that the Excel menu and toolbar are displayed within the PowerPoint window to let you edit the object.
Figure 35-12. Editing Excel worksheet cells embedded in a PowerPoint slide.