XP

Integrating Microsoft Office XP

Tutorial 2 – Integrating Word, Excel, and

Access

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Collect text from Office documents
on the Clipboard Task Pane

• The Clipboard Task Pane (also called the

Clipboard) is a feature that is common to all of the
Office applications.
• It is a simple way to cut/copy and paste
information from one application into another.
• The items you cut or copy stay on the Clipboard
until you exit Office.

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Use the clipboard

• To use the Clipboard, open the application you want to

use, click Edit on the menu bar and then click Office
Clipboard.
• The Clipboard Task Pane opens.
• As you work in your document, anything you copy or cut
will appear in the Clipboard.
• When you want to paste that item somewhere else (either
in the same document or a different one), place your cursor
in the appropriate spot in your document and then click the
item on the Clipboard to be inserted.

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An empty clipboard

This figure shows the Clipboard Task Pane on the right side of the
window, and you can see that the Clipboard is currently empty.

This logo has been selected

and is about to be copied to
the Clipboard

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The Clipboard with an
item copied to it

The selected logo seen in the previous slide has now been copied to the Clipboard.

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Paste selections from Office documents to Word

• Once you have copied an item to the Office

Clipboard, click where you want to insert the item,
then click the item in the Clipboard.
• The text or object will appear in the document.
• When you paste text, the Paste Options button
appears.
• You use this button to determine how the
information you pasted should be formatted in the
Word document.

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Pasting text and the
Paste Options button

The text shown as selected in the Clipboard Task Pane has been pasted
into the document. Note the Paste Options button has appeared.

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Paste Options menu commands

If you click the Paste Options button shown in the previous slide, the
Paste Options menu will appear. The table below shows the commands
on that menu, and a description of each command’s actions.

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Find Office documents with the Search TaskXP
Pane

• The Search Task Pane is a tool that enables you to

find files that contain the text you specify.
• This is referred to as a basic search.
• You can also use the Search Task Pane to search
for a file based on it's properties.
• To conduct a search, you enter your search criteria
and then click the Search button.

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Search Pane features

The Search Pane allows you to enter a word or phrase you want to find, the
location where you want to search, and the type of documents you want to search.

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The Search Task Pane with search criteria

In this illustration, the text

“tulip price table” is the text
for which the search is being
conducted.

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The Search Results Task Pane

This figure shows that the search being done in the previous slide
has located one document containing the text being searched for.
In this case, it found one document with the search text. Click the
file name in the Search Results pane to open that file.

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Learn about importing
and exporting data

• Importing data from one Office application to another converts

the data from its original source program format to a format that
is supported by the destination program.
– When you import, you start in the destination program and import
from the source program
• Exporting is like importing in that it converts data from one
program format to another.
– When you export, you start in the source program and export to
the destination program
• The advantage of importing and exporting is that you can use
the destination program's tools and features to view and
manipulate the data.

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Use the Import Spreadsheet Wizard

• Depending upon which applications you are trying

to import or export to or from, you will see
different dialog boxes.
• When you import Excel data into Access, the
Import Spreadsheet Wizard will appear.
• The Import Spreadsheet Wizard will step you
through the process and allow you to determine
exactly how the data will be imported.

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Import an Excel list into
an Access database

• To Import an Excel list into an Access database:

– Open the Access database into which you want to import the
Excel list
– Click Get External Data from the File menu and select Import
– When the Import dialog box opens, click the File of type list
arrow and then click Microsoft Excel
– Locate the Excel workbook that you want to import the list
from and then double-click on the filename
• This will open the Access Import Spreadsheet Wizard
dialog box.
• Follow the directions in the wizard to complete the
import process.
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The Import Spreadsheet Wizard dialog box 1

This dialog box allows you to specify if you want all

worksheets imported or specific ranges of sheets.

When you click the Next button, the

next wizard dialog box will give you
the option of storing your data in a
new table, or an existing table.

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Import Spreadsheet Wizard
dialog box 3

This wizard dialog box allows you to

specify information about the fields
being imported.

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A database imported as a worksheet

This figure shows an Access

database into which an Excel
worksheet has been imported. The
column headings in Excel were
converted to field headings in
Access. The rows in Excel were
converted to records in Access.

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Query an Access database

• The easiest way to create a query in Access is to

use the Simple Query Wizard, which takes you
step-by-step through setting up a query.
• To create a query, select Queries on the Object bar
and then double-click Create query by using
wizard.
• This will open the Simple Query Wizard.

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Create a Query

To create a new query, click the

Queries object in the Objects
bar, then click one of the
options in the window.

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The Simple Query Wizard
dialog box 1

This dialog box appears when you click the “Create query by using wizard” option in
the Queries window. In this dialog box you select the table or other query that the
new query is to be based on, and choose the fields to be contained in the query.

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Simple Query Wizard options

• As you move through the Simple Query Wizard,

you can make a variety of selections:
– The table or query from which the query will be created
– The fields that will be used
– Whether you want to view detail or summary
information
– The title of the query

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The Simple Query Wizard
with table selected
This figure shows the same dialog box as a previous slide, but a table to use for the
query has now been selected. The Available fields box shows the fields for that table.

Click on a field name to select it.

Then click the button to move

it to the Selected fields box.

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Results of the new query

After all fields have been selected, click

the Finish button in the Simple Query
Wizard dialog box. The query results
will then appear in a datasheet.

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Open the query in Design view

Once the query has been created, you can click the View button list arrow, and then
click Design View to open the query in the Design view window. You can then add
criteria to limit the selection, choose to show or hide fields, or add sort keys.

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Results of the modified query

After making changes to the query in Design view, click the Run
button on the Query Design toolbar to view the results datasheet
with the changes made to the query. If you want to make additional
changes, return to Design view, or save the query.

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Export an Access query
to a Word document

• A query created in Access can be exported.

• To export a query, convert it to rich text format—a
format that preserves the layout of the data.
• This conversion makes the data into a text file
with the .rtf extension.
• This file can then be inserted into a Word
document.

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How to export a query

• To export an Access query to a Word document:

– Open the query in datasheet view, and click the File
menu
– Click the Export option to open the Export dialog box
– Specify a file name or keep the default name
– Change the Save as type option to “Rich Text Format”
– Change the Save in location to the same folder
containing the Word document, if necessary
– Click the Export All button to save the file in the
specified location in rich text format

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The Export dialog box

Specify drive and

folder location here.

Specify Rich Text Format here.

Enter the name to save This is a special text format that
the file as in this box. retains formatting options.

After all settings have been entered, click the Export All button to save the file.

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Insert an exported query
into a Word document

• To insert the exported query into Word:

– Open or select from the taskbar the Word document to receive the
query
– Place the insertion point at the location in the Word document
where you want the query to go
– Click the Insert menu, then click File to open the Insert dialog box
– Change the Files of type option to Rich Text Format, and locate
the drive and folder containing the file
– Select the file name and click the Insert button to insert the query
into the Word document

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A query imported into
a Word document
This figure shows a database query that has been exported to an RTF file and then
inserted into a Word document.

Like importing, that data is

now stored and maintained
in two separate locations.

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