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Copyright 2009 H. Albert Napier and Ollie N. Rivers Distributed by FreeTutorialCentral, LLC with permission.

Microsoft PowerPoint 2007: Getting Started with PowerPoint 2007 with Lots of Tips and Tricks Lesson 3: Integrating PowerPoint with Excel and Word Introduction
In Lesson 3, you will learn the difference between embedded and linked objects and how to integrate PowerPoint with Excel and Word to create and edit embedded and linked objects. You will learn how to copy worksheet data and charts created and stored in an Excel workbook and paste the copied data or charts on slides in a PowerPoint presentation. Next, you will learn how to publish presentation handouts to Word and how to insert new slides in a presentation based on a Word text outline. To wrap up the lesson, you learn how to insert slide numbers in a footer on one slide or all slides in a presentation. You also learn how to save a presentation as a PowerPoint Show that automatically opens in Slide Show view.

Learning Objectives
After completing this lesson you will be able to: 3.a describe Object Linking and Embedding (OLE), 3.b use the Copy and Paste Special commands to embed and link data, 3.c publish presentation handouts to Word, and 3.d insert new slides from a Word outline.

Copyright 2009 H. Albert Napier and Ollie N. Rivers Distributed by FreeTutorialCentral, LLC with permission

Key Terms
Copy command button Create Handouts in Microsoft Office Word command embedded object Header and Footer dialog box heading style Insert Object command button Insert Outline dialog box Insert Slide Number command button linked object Object Linking and Embedding (OLE) Paste Special command Paste Special dialog box PowerPoint Show Send to Microsoft Office Word dialog box Slides from Outline command

Objective 3.a: Describing Object Linking and Embedding (OLE)

Object Linking and Embedding (OLE) technologies allow content created in one software program to be shared with a different software program. Microsoft Office software Word, Excel, and PowerPoint are among the many software programs that support OLE technologies. The primary differences between a linked and an embedded object shared between Office applications are 1) where the data is actually stored, and 2) how the data is updated. Linked object the data is always stored in the original source file: a Word document, an Excel workbook, or PowerPoint presentation. The destination file contains only a reference or pointer to the source file. All editing actually takes place in the original source file. Embedded object the actual data is copied or inserted from the source document, workbook, or presentation into the destination file. The data is stored in the destination file; all editing takes place in the destination file. The original source file is not changed when changes are made to the data in the destination file. An example of an embedded object is the chart object you created in Lesson 2.

When integrating data between two Office programs, you should use a linked object when frequent data updates are made to the data and you want the destination file to contain the most current data. For static data that does not change, use an embedded object.

Copyright 2009 H. Albert Napier and Ollie N. Rivers Distributed by FreeTutorialCentral, LLC with permission

Before you begin to create linked and embedded objects in a presentation, you will open an existing presentation and save it with a new name. To open and save an existing presentation and workbook: Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Open the Marcies Management Meeting presentation file you created in Lesson 2 Save the presentation as Updated Management Meeting in the location where you store your solution files Start Excel Open the Lesson 3 Data File workbook Save the workbook as Marcies Sales Data in your solutions folder Minimize the Excel window to the taskbar

You now have both PowerPoint and Excel open; you will switch back and forth between the programs as you work through this lesson.

Objective 3.b: Using the Copy and Paste Special Commands to Embed and Link Data
The easiest way to integrate Word text, an Excel worksheet, or an Excel chart with a presentation is to open the document or workbook, copy the text, data, or chart and then paste the copied item on a slide. Using Copy and Paste Special to Embed a Workbook Object You can use the Copy command button in the Clipboard tab group on the Ribbon Home tab in Word or Excel and the Paste Special command in PowerPoint to embed an object on a slide. Clicking the Paste Special command launches the Paste Special dialog box in which you specify an embedded or linked object and object type.

Copyright 2009 H. Albert Napier and Ollie N. Rivers Distributed by FreeTutorialCentral, LLC with permission

To embed an Excel workbook object on Slide 8 using Copy/Paste Special: Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Step 7 Step 8 Activate Select Key Change Switch Activate Press and hold Click Slide 8, the Sales Results and Projections slide the title text 5-Year Sales by Store as the new title the slide layout to a Title Only layout to the workbook and the 5-Year Sales History by Store worksheet Cell A4 the SHIFT key cell G10 to select the range A4:G10 using the SHIFT + Click method

Your selected worksheet range should look like Figure 3-1.

FIGURE 3-1 Selected worksheet range Step 9 Click the Home tab on the Excel Ribbon, if necessary the Clipboard tab group
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Step 10 Locate

Copyright 2009 H. Albert Napier and Ollie N. Rivers Distributed by FreeTutorialCentral, LLC with permission

Step 11 Click Step 12 Switch Step 13 Click

the Copy command button to PowerPoint and Slide 8 the Home tab on the PowerPoint Ribbon, if necessary the Paste command button down arrow

Step 14 Click

Step 15 Click

the Paste Special command to launch the Paste Special dialog box

Your Paste Special dialog box should look similar to Figure 3-2.

FIGURE 3-2 Paste Special dialog box Step 16 Click OK to accept the default Paste and Microsoft Office Graphic Object options; these options paste the workbook as an embedded object that displays the selected worksheet data
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Copyright 2009 H. Albert Napier and Ollie N. Rivers Distributed by FreeTutorialCentral, LLC with permission

You can size an object proportionally by pressing the CTRL key as you drag a corner sizing handle. Step 17 Press and hold Step 18 Drag the CTRL key the bottom-left corner sizing handle on the selected Excel object down and to the left approximately 1 inch to resize the object the CTRL key

Step 19 Release

Your resized embedded Excel worksheet object should look similar to Figure 3-3.

FIGURE 3-3 Paste Special dialog box Note that when you use the Paste Special command to create the embedded Excel object, you are actually embedding the entire Excel workbook in your presentation. When you edit the embedded object, all the worksheets and chart sheets in the workbook are available to you. Additionally, the Excel Ribbon tabs and command buttons are also available. You can edit the data and formatting in the embedded Excel object by: double-clicking the object or right-clicking the object, pointing to Worksheet Object on the shortcut menu, and clicking the Edit command to open the object in a small window on the slide, or by
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Copyright 2009 H. Albert Napier and Ollie N. Rivers Distributed by FreeTutorialCentral, LLC with permission

right-clicking the object, pointing to Worksheet Object on the shortcut menu, and clicking Open to open the embedded workbook in Excel.

To display the objects editing window and the Excel Ribbon: Step 1 Step 2 Double-click Observe the embedded Excel object that the embedded object appears in an editing window that contains all the workbooks worksheets and chart sheets the Excel Ribbon now appears the title bar; you are still working in PowerPoint even though the Excel Ribbon command buttons and the Excel workbook are both available

Step 3 Step 4

Observe Observe

Your PowerPoint window should look similar to Figure 3-4.

Copyright 2009 H. Albert Napier and Ollie N. Rivers Distributed by FreeTutorialCentral, LLC with permission

FIGURE 3-4 Active editing window and Excel Ribbon Step 5 Deselect the editing window by clicking in the blue area outside the slide or in an unused area below the embedded object Observe that you can now see the Excel worksheet gridlines in the object

Step 6

The Excel gridlines distract from the data in the embedded object. You can remove the gridlines by turning them off in the Show/Hide tab group in the View tab on the Excel Ribbon. To access the Excel Ribbon you must edit the embedded worksheet object on the slide or in Excel. To edit the embedded worksheet object and turn off the gridlines: Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Right-click Point to Click Click Locate Click the embedded Excel object the Worksheet Object command on the shortcut menu the Open command to open the workbook stored in the PowerPoint file in Excel the View tab on the Excel Ribbon the Show/Hide tab group the Gridlines check box to remove the checkmark that the gridlines are removed from the worksheet the Excel window that the gridlines are removed from the embedded object

Step 7 Step 8 Step 9

Observe Close Observe

Your Slide 8 and embedded object should again look similar to Figure 3-3. To verify that the gridlines are turned off only in the embedded workbook and that no change has been made to the original workbook: Step 1 Step 2 Step 3 Step 4 Step 5 Switch to the Excel workbook and 5-Year Sales History by Store worksheet still open Observe that the worksheet still shows gridlines Switch to the presentation Deselect the embedded Excel object Save the presentation
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Copyright 2009 H. Albert Napier and Ollie N. Rivers Distributed by FreeTutorialCentral, LLC with permission

Next, you link an Excel chart to a slide. Using Copy and Paste Special to Link a Workbook Object You can also use the Copy and Paste Special commands to create a linked object. As you learned earlier, a linked worksheet or chart should only be added to a presentation when the underlying data is subject to revision and you want the resulting worksheet or chart object to reflect the latest data each time you open the presentation. Linking a worksheet or chart to a presentation requires that the source workbook file remain available in order for the link to work. If the source workbook is deleted, renamed, or moved to a new location on your computer or network server, the link is broken. In PowerPoint, you can restore the link to a renamed workbook or to one that has been moved by: selecting the linked object, clicking the Microsoft Office Button, pointing to the Prepare command, clicking the Edit Links to Files command, and changing the source file name and/or location.

To insert a new Slide 9 and a linked chart object: Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Insert Key Switch Click Click Click a new Title Only slide following Slide 8 Sales History Chart in the Title placeholder to the workbook the Sales History Chart sheet tab to view the chart sheet the chart area to select the chart the Excel Copy command button in the Clipboard tab group on the Ribbon Home tab the presentation and the new Slide 9 the PowerPoint Paste command button down arrow the Paste Special command on the Paste command button menu the Paste Link option button in the Paste Special dialog box

Step 7 Step 8 Step 9

Switch Click Click

Step 10 Click

Your Paste Special dialog box should look similar to Figure 3-5.

Copyright 2009 H. Albert Napier and Ollie N. Rivers Distributed by FreeTutorialCentral, LLC with permission

FIGURE 3-5 Paste Special dialog box Step 11 Click Step 12 Resize Step 13 Drag OK to insert the linked chart object on the slide the linked object proportionally using the CTRL key and the resizing pointer the object to an attractive location on the slide using the objects boundary and a move pointer

Your Slide 8 with linked object should look similar to Figure 3-6.

Copyright 2009 H. Albert Napier and Ollie N. Rivers Distributed by FreeTutorialCentral, LLC with permission

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FIGURE 3-6 Linked chart object Step 13 Save Step 14 Close Step 15 Close the presentation the presentation the Excel and the open workbook

When you open a presentation that contains a linked object, a security dialog box launches warning you about potential security risks with linked objects and informing you how to update the linked data.

Copyright 2009 H. Albert Napier and Ollie N. Rivers Distributed by FreeTutorialCentral, LLC with permission

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To update the data with changes made in the workbook since it was last opened, click the Update Links button in the dialog box. Click the Cancel button in the dialog box if you do not want to update the data. To reopen the presentation: Step 1 Step 2 Step 3 Step 4 Open Observe Click Activate the Updated Management Meeting presentation the Microsoft Office PowerPoint Security Notice dialog box the Cancel button to open the presentation without updating the linked chart Slide 9

You cannot edit a linked worksheet or chart in PowerPoint; all editing must take place in the source workbook. To reopen Excel and the source workbook: Step 1 Step 2 Step 3 Step 4 Step 5 Double-click the linked chart object Observe that the Excel program and source workbook open Close Excel and the workbook Activate Slide 1 Leave the presentation open for the next section

Copyright 2009 H. Albert Napier and Ollie N. Rivers Distributed by FreeTutorialCentral, LLC with permission

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Objective 3.c: Publishing Presentation Handouts to Word

In Lesson 1, you learned how to print slides including slide handouts. You can also create presentation handouts by sending a presentation to Word and then edit the Word document that is created. To send a presentation to Word, click the Microsoft Office Button, point to Publish, and then click the Create Handouts in Microsoft Office Word command.

To send the Updated Management Meeting presentation to Word:

Step 1 Step 2 Step 3

Click Point to Click

the Microsoft Office Button the Publish command the Create Handouts in Microsoft Word command to launch the Send to Microsoft Office Word dialog box

You select the handout style, with or without speaker notes or blank lines, in the Send to Microsoft Office Word dialog box. You can also specify that the slide thumbnails that appear in the handouts be embedded or linked objects.

Copyright 2009 H. Albert Napier and Ollie N. Rivers Distributed by FreeTutorialCentral, LLC with permission

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Step 4 Step 5

Click Click

the Blank lines next to slides option button the Paste option button, if necessary, to paste the slide thumbnails as embedded objects

Your Send to Microsoft Word dialog box should look similar to Figure 3-7.

FIGURE 3-7 Send to Microsoft Word dialog box Step 6 Click OK to send start the Word application containing the handout document

The Updated Management Meeting presentation is inserted in a three-column table in a Word document: column 1 contains the slide number, column 2 contains the slide thumbnail, and column 3 contains blank lines for note taking. Your Word window and document should look similar to Figure 3-8.

Copyright 2009 H. Albert Napier and Ollie N. Rivers Distributed by FreeTutorialCentral, LLC with permission

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FIGURE 3-8 Word program window and new handout document To save the handout document:

Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Step 7

Click Point to Click Switch Key Click Close

the Microsoft Office Button Save As the Word Document command to launch the Save As dialog box to the folder in which you save your solution files Updated Handouts in the File name text box Save the document and the Word program

Another way to integrate Word and PowerPoint is to create a presentation from a text outline created in Word.

Objective 3.d: Inserting New Slides from a Word Outline

A heading style is a predefined format for paragraph headings in a Word document. You can also use heading styles to create a Word outline. One way to preplan content for a presentation is to create an outline for the presentations slides in Word using heading styles; then insert new slides into the presentation based on the outline. You can insert new slides based on a Word outline by clicking the New Slide command button down arrow in the Slides tab group on the Ribbon Home tab and then clicking the Slides from Outline command.
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Clicking the Slides from Outline command launches the Insert Outline dialog box in which you specify which outline document contains the slide information. To create a new presentation by inserting slides from a Word outline: Step 1 Click the New command button on the customized Quick Access Toolbar to create a new blank presentation the presentation as New Employees Seminar Marcies Needlework Supplies as the Slide 1 title New Employees Seminar as the Slide 1 subtitle

Step 2 Step 3 Step 4

Save Key Key

To insert new slides from a Word file: Step 1 Step 2 Step 3 Click Locate Click the Home tab on the Ribbon, if necessary the Slides tab group the New Slide command button down arrow

Step 4 Step 5 Step 6 Step 7

Click

the Slides from Outline command to launch the Insert Outline dialog box Switch to the folder that contains your data files Open the Lesson 3 Data File2 Word document Observe the Slides tab; three new slides are inserted based on the text in the Word document

Your Slides tab should look similar to Figure 3-9.

Copyright 2009 H. Albert Napier and Ollie N. Rivers Distributed by FreeTutorialCentral, LLC with permission

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FIGURE 3-9 Three slides inserted from a Word outline

You might choose to number the slides in your presentation. The slide number appears in a footer on each slide. Many presentations do not show the slide number on the Title slide. One way to add slide numbers is to click the Insert Slide Number command button in the Text tab group on the Ribbon Insert tab. Clicking the Insert Slide Number command button launches the Slide tab in the Header and Footer dialog box. You set footer options, including slide numbers, in this tab. To insert slide numbers:

Copyright 2009 H. Albert Napier and Ollie N. Rivers Distributed by FreeTutorialCentral, LLC with permission

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Step 1 Step 2 Step 3

Click Locate Click

the Insert tab on the Ribbon the Text tab group the Insert Slide Number command button to launch the Header and Footer dialog box

Step 4 Step 5

Click Click

the Slide number check box to insert a checkmark the Dont show on title slide check box to insert a checkmark

Your Header and Footer dialog box should look similar to Figure 3-10.

FIGURE 3-10 Slide tab in the Header and Footer dialog box Clicking the Apply button adds a slide number to the currently active slide; clicking the Apply to All button adds a slide number to all the slides. Step 6 Step 7 Step 8 Step 9 Step 10 Click Activate Observe Activate Observe Apply to All Slide 1, the Title slide that there is no slide number Slide 2 the slide number in a footer in the lower-right corner of the slide
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Copyright 2009 H. Albert Napier and Ollie N. Rivers Distributed by FreeTutorialCentral, LLC with permission

To complete the presentation: Step 1 Apply the design theme of your choice to the presentation; note that the slide number footer might be repositioned depending on the theme you apply the presentation the presentation

Step 2 Step 3

Save Close

The Updated Management Meeting presentation is still open. Now you add slide numbers to the presentation and save it twice, once as a presentation that opens in Normal view and a second time as a presentation that opens as a slide show. Saving a Presentation as a Slide Show Prior to running your slide show for the audience, you might choose to save time by having the presentation open directly as a slide show instead of having it open in Normal view and then manually switching to Slide Show view. You can set a presentation to open in Slide Show view by saving it as a PowerPoint Show in the Save As dialog box. Note that when a PowerPoint Show is finished running, it automatically closes. To insert slide numbers and then save the presentation: Step 1 Step 2 Step 3 Click Locate Click the Insert tab on the Ribbon, if necessary the Text tab group the Insert Slide Number command button to launch the Header and Footer dialog box

Step 4 Step 5 Step 6 Step 7

Click Click Click Save

the Slide number check box to insert a checkmark the Dont show on title slide check box to insert a checkmark Apply to All the presentation; this presentation file will open in Normal view

To save the presentation as a slide show:

Step 1

Click

the Microsoft Office Button

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Copyright 2009 H. Albert Napier and Ollie N. Rivers Distributed by FreeTutorialCentral, LLC with permission

Step 2 Step 3 Step 4 Step 5 Step 6 Step 7 Step 8 Step 9

Point to Click Switch

the Save As command PowerPoint Show to launch the Save As dialog box to the folder that contains your solution files, if necessary Key Updated Management Meeting Show in the File name text box, if necessary Observe that the File type is PowerPoint Show Click Save Close the presentation Close PowerPoint, if necessary icon appears to

When you save a presentation as a PowerPoint Show, the the left of the file name in the Open dialog box.

To open the Updated Management Meeting Show using the My Documents icon on the desktop or the Windows file manager: Step 1 Switch to the folder that contains your solution files using the My Documents icon on the desktop or your Windows file manager (do not open the file using the Open command button in PowerPoint) Updated Management Meeting Show the file name; be certain to double-click the PowerPoint Show file that the presentation opens as a slide show the slides using the method of your choice that when the slide show is finished, the presentation automatically closes and PowerPoint automatically closes (when there are no other presentations open)

Step 2

Double-click

Step 3 Step 4 Step 5

Observe Advance Observe

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In this lesson, you learned how to insert and edit embedded and linked Excel worksheet and chart objects using the Copy and Paste Special commands. You also learned how to publish presentation handouts to Word and how to use a Word outline to insert slides in a presentation.

Copyright 2009 H. Albert Napier and Ollie N. Rivers Distributed by FreeTutorialCentral, LLC with permission

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