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.Figure 9-9: Use this wizard to merge Access data in Word.2.Choose either to link your data to an existing Microsoft Word document a formletter, for instance or to create a new document and then link the data to it.If youchoose to use an existing document, you ll be asked to select it. Chapter 9 &' Building Integrated Documents 2373.Access opens Word and either displays the existing document you chose or a blankdocument that you can create and format.You can t see it, but the Word documentand the Access document are linked.4.From here on, the process of using the Access data is the same as creating any othermail-merged document in Word.Sending a PowerPoint presentation to WordJust as you can turn a Word document into the basis of a PowerPoint presentation, you canturn a presentation into a Word document which you can then edit and format.This can be agreat way to create a hard-copy version of it.To do so, open the presentation you want to turn into a Word document, and chooseFile Send To Microsoft Word.This opens the dialog box shown in Figure 9-10.Figure 9-10: Turn your PowerPoint presentation into a Word document, laid out just theway you like it.Choose how you want to lay out the pages (you can position slides two to a page, with notesor blank lines beside them; one to a page, with notes or blank lines below them; or send theoutline only, without any slide images), and whether you want to paste (embed) thepresentation into Word or paste it as a linked object.Click OK.PowerPoint creates a new document in Word and pastes the presentation into it. 238 Part II &' Collaborating and Integrating with Office 2003Sharing Data with XMLAs has been pointed out several times already in this book, Office 2003 offers XML(eXtensible Markup Language) as a native file format meaning you can save your files asXML files instead of as Office files.XML is described in greater detail elsewhere, but it s worth reiterating what is likely theclearest definition of differences between HTML (the markup language used to create Webpages) and XML: XML was designed to describe data, focusing on what data is, whereasHTML was designed to display data, focusing on how data looks.That makes XML an ideal format in which to exchange data between applications,especially between Office and non-Office applications (provided they, too, support XML tothe extent Office does).However, because Office applications do a fine job of interacting with each other with theirstandard file formats, there s no particular reason to use XML instead when sharing databetween them unless you re also planning to share that data with non-Office applications.In which case you ll find the techniques for inserting linked and embedded files work withOffice documents saved in XML format just as they do for Office documents saved in theirstandard formats.SummaryIn this chapter, you learned ways to build documents using more than one Office applicationat a time.Key points included the following:&' There s more than one way to insert an object from one application into another.You can copy it and select Paste Special, choose Insert Object from the menu, or,in some applications, use built-in tools.&' When you use Paste Special, you can choose to insert an object in a number offormats, which vary depending on what kind of object you copied.Typical optionsinclude inserting the object as text, as a picture, as a linked or embedded object, oras HTML.&' Embedded objects can be edited using the program that created them by double-clicking them.&' Linked objects can be edited in the same way.The difference is that linked objectsare created from a source file, and if that source file is changed in the originatingprogram, the display in the destination document also changes.This is useful forkeeping documents up-to-date when data is changing rapidly.&' You can edit all the linked objects in your document by choosing Edit Links.Youcan choose to update links automatically or manually. Chapter 9 &' Building Integrated Documents 239&' Other ways to share data in Office include sending Word documents to PowerPointpresentations (and vice versa) and sending Access data to Excel for analysis or toWord for publication or mail merging.&' You can integrate Office documents saved in XML format exactly the same way asthose saved in standard Office formats useful if you need to keep yourdocuments in XML format for sharing with non-Office users.&' &' &' C H A P T E R1010IntegratingOutlookwith Other.In This ChapterApplicationsIntegrating Outlookwith OfficeCreating a mail mergeSending an e-mailomputers are wonderful and complex tools.Unlike a simplefrom an applicationCtool such as a hammer, a computer is intended to handlemany very different tasks.This versatility is the result of the broadImporting andrange of software that is available for modern computers.exporting dataIn all likelihood, your copy of Outlook came as a part of MicrosoftOffice.But even if it did not, you probably have software thatprovides word processing functions, other software that manages.database information, and software that handles calculations.Youprobably have many other applications on your computer, too.Allthese different pieces of software may seem totally independent ofeach other, but as you learn in this chapter, you may want to usesome of them to complement each other.You might, for example,want to use the contact information that you have in Outlook tohelp you create perfectly addressed letters using your wordprocessor.You might also want to send a spreadsheet file thatyou re working on as an e-mail message.These are just a few ofthe benefits you can gain from integrating Outlook with some ofthe other applications on your computer.Integrating Outlook with OfficeAs you would probably expect, Outlook works very well with theother applications that are a part of Microsoft Office.If you wantto use your Outlook Contacts list to create a mail merge inMicrosoft, you ll find a command right on the Outlook menu to 242 Part II &' Collaborating and Integrating with Office 2003begin the process (Tools Mail Merge).In fact, if you want to share information betweenapplications, Outlook is ready both to provide information to other programs and to useinformation that is provided by other programs.Much of this two-way data sharing can be thought of as common to many differentprograms.It s often quite easy to share data between programs provided by differentsoftware manufacturers.You don t have to use Word, Excel, or Access to share informationwith Outlook [ Pobierz całość w formacie PDF ]