Sharing Information Between Programs

Office can convert data or text from one format to another using a technology known as object linking and embedding (OLE). OLE allows you to move text or data between programs in much the same way as you move them within a program. The familiar cut and paste or drag and drop methods work between programs and documents just as they do within a document. In addition, all Office programs have special ways to move information from one program to another, including importing, exporting, embedding, linking, and hyperlinking.

Importing and Exporting

Importing and exporting information are two sides of the same coin. Importing copies a file created with the same or another program into your open file. The information becomes part of your open file, just as if you created it in that format. Some formatting and program-specific information such as formulas may be lost. Exporting converts a copy of your open file into the file type of another program. In other words, importing brings information into your open document, while exporting moves information from your open document into another program file.

Embedding

Embedding inserts a copy of a file created in one program into a file created in another program. Unlike imported files, you can edit the information in embedded files with the same commands and toolbar buttons used to create the original file. The original file is called the source file , while the file in which it is embedded is called the destination file . Any changes you make to an embedded object appear only in the destination file; the source file remains unchanged.

Linking

Linking displays information from one file (the source file) in a file created in another program (the destination file). You can view and edit the linked object from either the source file or the destination file. The changes are stored in the source file but also appear in the destination file. As you work, Office updates the linked object to ensure you always have the most current information. Office keeps track of all the drive, folder, and file name information for a source file. However, if you move or rename the source file, the link between files will break.

Once the link is broken, the information in the destination file becomes embedded rather than linked. In other words, changes to one copy of the file will no longer affect the other.

Embedding and Linking

Term	Definition
Source program	The program that created the original object
Source file	The file that contains the original object
Destination program	The program that created the document into which you are inserting the object
Destination file	The file into which you are inserting the object

Hyperlinking

The newest way to share information between programs is hyperlinks ”a term borrowed from World Wide Web technology. A hyperlink is an object (either colored, underlined text or a graphic) that you click to jump to a different location in the same document or a different document. (See "Creating Web Pages with Office Programs" on page 451 for more information about creating and navigating hyperlinks in Office 2003 documents.)

Deciding Which Method to Use

With all these different methods for sharing information between programs to choose from, sometimes it is hard to decide which method to use. To decide which method is best for your situation, answer the following questions:

Do you want the contents of another file displayed in the open document?

• No . Create a hyperlink. See "Inserting Hyperlinks" on page 454.

• Yes . Go to question 2.

Do you want to edit the content of the file from within the open document?

• No . Embed the file as a picture. See "Embedding and Linking Information" on page 492.

• Yes . Go to question 3.

Is the source program (the program used to create the file) available on your computer?

• No . Import the file. See "Importing and Exporting Files" on page 490.

• Yes . Go to question 4.

Do you want to use the source program commands to edit the file?

• No . Import the file. See "Importing and Exporting Files" on page 490.

• Yes . Go to question 5.

Do you want changes you make to the file to appear in the source file (the original copy of the file)?

• No . Embed the file. See "Embedding and Linking Information" on page 492.

• Yes . Link the file. See "Embedding and Linking Information" on page 492.