LINKING WORD AND EXCEL

COPYING BETWEEN APPLICATIONS - The Office applications common user interface makes it easy to share and exchange information between applications.

1)       Load Word and open the required file.

2)       Load Excel and open the required file.

3)       Two application buttons are displayed on the taskbar.

 To copy worksheet data into the Word document:

1)       Select the desired cells.

2)       Click:                Copy.

3)       Click:                The Word button on the taskbar.

4)       Move to the desired location.

5)       Click:                Paste.

6)       The worksheet data becomes a table that can be edited and manipulated in Word.

LINKING AN OBJECT TO ANOTHER APPLICATION

 To display a chart in a Word document:

1)       Switch to Excel and select the desired chart.

2)       Click:              Copy.

3)       Switch to Word and move to the desired location.

A linked object stores data in a source file and a picture of the data is displayed in the destination file.

a)       Creating a link establishes a connection between the source and destination files.

b)       The link contains references to the location of the source file and the selection in the document linked to the destination file.

c)       Live links means that changes made to the source file are automatically reflected in the destination file.

To create a linked object:

1)       Choose:         Edit/Paste Special.

2)       Select: Paste Link.

3)       Click:              .

 Updating a Linked Object

   Make Excel the active application by double-clicking on the linked object:

1)     Select a different chart type.

2)       Edit the desired cell value.

3)       The chart changes in Excel and the chart in the Word document is automatically changed.

Non-linked data is not updated in the destination document.

 APPLYING AN AUTOFORMAT - AutoFormat is a built-in combination of formats that can be applied to a range of cells in Excel.

1)       Select the desired range of cells.

2)       Choose:         Format/AutoFormat.

3)       Select one of 16 different AutoFormat designs.

 EDITING LINKS

a)     Linked objects are automatically updated whenever a document is opened that contains links.

b)     Checking links is time-consuming and if the source file is moved a link will not work.

 To format selected cells to display a percent symbol and no decimals:

    1)       Select the worksheet object in Word.

    2)       Choose: Edit/Links.

    3)       The Links dialog box includes the following options:

     Option                                        Effect

Automatic                                     This default option updates the linked object when the destination document is opened or the source file changes.

 Manual                                          The destination document is not automatically updated and you must use the Update Now command button to update the link.

 Locked                                           Prevents a linked object from being updated.

Open Source                                 Opens the source document for the selected link.

Change Source                             Used to modify the path to the source document.

Break Link                                     Breaks the connection between the source document and the active document

               4)       Select the desired option and click  or click  to close the  dialog box without making changes.

c)   When distributing a linked file, be sure to include the source file and make sure the application is available.