Transcript You can import data from other Office 2000 applications by

Office 2000:
Integration and Web Features
© 2002 ComputerPREP, Inc. All rights reserved.
Lesson 1:
Examining the Office 2000 Suite
© 2002 ComputerPREP, Inc. All rights reserved.
Objectives
• Describe the Office 2000 applications
• Describe common Office components
• Describe collaboration features
Exploring the Office 2000
Applications
• The Office 2000 applications are all designed to be similar in
appearance and use many of the same commands to
perform common functions
• The integrated applications are:
– Microsoft Word – a word processor
– Microsoft Excel – a spreadsheet program
– Microsoft PowerPoint – a presentation program
– Microsoft Access – a database program
– Microsoft Outlook – an information manager
– Microsoft FrontPage – a Web design application
– Microsoft PhotoDraw – a graphics application
Examining Common Office
2000 Components
• The Office 2000 application windows include some of the
following common components:
– Title bar – contains the application names and the
minimize, maximize/restore and close buttons
– Menu bar – contains pull-down menu options for various
features
– Toolbar – contains buttons that provide quick access to
commonly used features
– Status bar – displays application-specific information
– Scroll bars – enables you to move the document
horizontally or vertically in the document window to view
areas currently not visible
Examining Office 2000
Collaboration Features
• Collaboration capabilities – tools designed to help
Office users share documents and tasks
electronically and work together more efficiently
• Collaboration makes use of universal documents,
which are Office 2000 documents saved in HTML
format
• Universal documents can be viewed in a Web
browser, but they retain their original Office
formatting
Examining Office 2000
Collaboration Features (cont’d)
• The three collaboration tools are:
– NetMeeting – lets you communicate and
collaborate with other people on the Internet or
an intranet in real time
– NetShow – lets you broadcast a presentation,
with video and audio, over the Web
– Web Discussions – let you add threaded
comments about a document either in a
separate window or in-line as part of the
document
Lesson 2:
Exploring Common Office
Integration Features
© 2002 ComputerPREP, Inc. All rights reserved.
Objectives
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Describe linking and embedding
Link Excel data as a Word table
Create hyperlinks
Use integrated e-mail
Use the Office Clipboard
Examining Linking
and Embedding
• Office 2000 includes Object Linking and
Embedding (OLE) technology that enables the
applications to share information directly, without
any need for converting data
• Linking an object from one file in one application
to another file in another application creates an
interactive link between the two files
• Embedding objects adds data from another file to
the current document, increasing the actual
document size
Examining Linking
and Embedding (cont’d)
• When you link an object to a file, you link the
object from the current document, or container
file, to the object in the source file
– Container file – the current document that
receives the linked object
– Source file – the original file in which you
created the object
• Changes you make to a linked object in the source
file automatically display in the container file
• You can double-click embedded objects to edit
them using the tools in their native application
Linking Excel Data
as a Word Table
• You can copy and paste Excel information into
Word as an embedded object:
– This action increases the size of the Word
document
– Changes you make to the Excel data will appear
only in Excel
• You can link Excel data into Word as a table:
– This action does not increase the size of the
Word document
– Changes you make to the Excel data will also
appear in the Word table
Linking Excel Data
as a Word Table (cont’d)
• If you link Excel data as a Word table and move the
source file to a new location, the link between the
data and the table will be broken and you must reestablish it
• To link another type of Excel object, such as a
chart, copy the chart to the Clipboard and use the
Edit, Paste Special command to paste a link into a
Word document
– Changes to the chart data in Excel will
automatically be updated in the Word document
containing the link
Creating Hyperlinks
• You can create hyperlinks to link data between
applications within the Office suite and across the
Internet or an intranet
– Hyperlink – a text or graphic element that links
related information so you can access the
information in a non-sequential way
• Use the Insert Hyperlink dialog box (in all Office
2000 applications) to insert hyperlinks
– You specify the hyperlink text and the file to
which you want to link
Using Integrated E-Mail
• The applications in the Office 2000 suite contain
an integrated e-mail feature that you can use to
send a copy of the current file by e-mail
• To send the current file by e-mail:
– Click on the E-mail button in the Standard
toolbar
– Specify the recipient’s address
– Click on the Send button
Using the Office Clipboard
• You can use the Office Clipboard to copy, cut and
paste data from any of the Office 2000 applications
• When you place data in the Clipboard, it remains
there, allowing you to paste the data as many
times as necessary without forcing you to copy or
cut the data source each time
• The Clipboard holds a maximum of 12 objects,
each of which displays as an icon in the Clipboard
toolbar
Using the Office Clipboard
(cont’d)
• When you click on an icon in the Clipboard
toolbar, the corresponding data is pasted at the
location of the insertion point
• If the Clipboard is full, the first data item is
removed when you copy or cut a new item
Lesson 3:
Examining Word Integration and
Web Features
© 2002 ComputerPREP, Inc. All rights reserved.
Objectives
• Use workgroup templates
• Use Web features in Word
Using Workgroup Templates
• Templates define the structure of your documents,
and contain settings such as fonts, macros,
menus, page layouts, styles and AutoText entries
• The two types of templates in Word are:
– User template – a built-in or user-defined Word
template
– Workgroup template – a template that is shared
with other users on the network
Using Workgroup Templates
(cont’d)
• You access user templates from the New dialog
box
• If you want to create or use workgroup templates,
you must specify a template location
– Network administrators usually set up template
locations on a network or shared drive
– After the template location is set up, you can
use the available templates
– Any new templates will be automatically saved
to the template location
Using Web Features in Word
• You can create Word documents and publish them
to the Web by saving them as HTML files, enabling
anyone with a Web browser to view the files
• You can also use round-tripping to convert the
HTML files back to Word with losing format
settings
– Round-tripping – the process of converting a
file to HTML format, then back to its native
format without losing formatting characteristics
Lesson 4:
Examining Excel Integration
and Web Features
© 2002 ComputerPREP, Inc. All rights reserved.
Objectives
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Import data from text files
Import data from other Office 2000 applications
Export data to other Office 2000 applications
Use Web features in Excel
Importing Data from Text Files
• You can import data created in another application
if you save it as a text file
• You can import text files using the Text Import
Wizard or the drag-and-drop method
• If you use the Text Import Wizard, you must
specify a:
– Delimiter – a character, such as a tab, space or
comma, which separates a set of data
– Text qualifier – a symbol that surrounds actual
text in a data set
Importing Data from Text Files
(cont’d)
• The text needs to be in row-and-column format,
with the information divided by a delimiter
• To import data using the Text Import Wizard:
– Double-click the text file in the Open dialog box
to automatically start the Text Import Wizard
– Proceed through the wizard to select and format
the data to import
– Make any necessary formatting changes to the
imported data and save the Excel workbook
Importing Data from Text Files
(cont’d)
• To import data using the drag-and-drop method:
– Open a new, blank workbook
– Use Windows Explorer or My Computer to open
the folder containing the file you want to import
– Resize the windows so both are visible
– Drag the file to cell A1 of the Excel workbook
– Make any necessary formatting changes to the
imported data and save the Excel workbook
Importing Data from Other
Office 2000 Applications
• You can import data from other Office 2000
applications by:
– Displaying the Object dialog box
– Selecting the data file to import and embedding
it into the Excel worksheet
• Because the imported data is an object, the data
does not have to be entered in rows and columns,
nor are delimiters and text qualifiers required
Exporting Data to Other Office
2000 Applications
• You can export Excel data to other Office 2000
applications, such as:
– Worksheets
– Sections of worksheets
– Graphs
– PivotTables
Importing Tables from HTML
Files
• You can open a Web page and copy and paste the
data into a worksheet
• You can also use the drag-and-drop method to
import a table from an HTML file into Excel
Creating Interactive
PivotTables for the Web
• You can save PivotTables as HTML pages and
publish them to the Web
• PivotTable list – a PivotTable saved as an HTML file
• To share a PivotTable list, you must publish it to a
shared drive or a Web server
• Users can work with the PivotTable list
interactively if they have the Office 2000 Web
Components installed and use Internet Explorer
4.01 or higher
Saving Workbooks as Web
Pages
• You can save entire workbooks to the Web, but
unlike when you worksheets, no interactivity is
available
• All formatting, including colors, 3-D effects, font
changes and alignment are retained when you
save workbooks to the Web
Lesson 5:
Examining PowerPoint
Integration and Web Features
© 2002 ComputerPREP, Inc. All rights reserved.
Objectives
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Import text from Word
Add Word tables
Insert Excel charts
Export outlines to Word
Use Web features in PowerPoint
Importing Text from Word
• You can import text from documents created in
Word to make a new presentation or to add slides
to an existing presentation
• The heading styles applied to the text in the Word
document determine the outline structure of the
imported text in the PowerPoint presentation
– Heading 1 in Word = the slide title in PowerPoint
– Heading 2 in Word = the first level of text in
PowerPoint
Adding Word Tables
• The two ways to add table data to a slide are:
– Create the table in PowerPoint
– Insert an existing Word table
• When you insert a Word table, you can use Word
tools and menus to format the table; these tools
are more robust than those in PowerPoint
Inserting Excel Charts
• The two ways to add a chart to a slide are:
– Create the chart within PowerPoint using the
Insert, Chart command
– Insert an existing Excel chart
• When you use the Insert, Chart command,
Microsoft Graph displays a chart and a sample
worksheet, in which you enter your own data or
import it from another application
• When you import a chart from Excel, you can use
Excel tools to format and work with the chart
Exporting Outlines to Word
• When you create a PowerPoint presentation:
– Each slide title is a major heading in the Outline
pane
– The bulleted text makes up the subtopics in the
Outline pane
• Because the outline is simple text, you can use the
Write-Up dialog box to export the outline to a Word
document
• You cannot export graphics and tables to Word
because they are not included in an outline
Using Web Features in
PowerPoint
• You can publish a presentation to the Internet by
saving the presentation as an HTML file
• You can publish:
– The entire presentation
– A single slide
– A custom slide show
– Specified slides within the presentation
Using Web Features in
PowerPoint (cont’d)
• After you have published a presentation to the
Web, you can subscribe to the presentation
– Subscribe – a feature you can set up in Office
2000 to send you an automatic e-mail
notification when any changes are made to the
presentation
Lesson 6:
Examining Access Integration
and Web Features
© 2002 ComputerPREP, Inc. All rights reserved.
Objectives
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Link to existing data
Import data to new tables
Move tables and queries to Excel
Export database records to Excel
Create data access pages for the Web
Group and sort data access pages
Save objects as Web pages
Linking to Existing Data
• To link external data to an Access database:
– Use the File, Get External Data command
or
– Open an external database (in a compatible file
format) within an Access database
• When you open an external database:
– A new Access database is opened in the same
folder as the external database
– Links are added from the open Access database
to each table in the external database
Linking to Existing Data
(cont’d)
• You can create hyperlinks to Access files, folders
and objects, and Web pages using the Insert
Hyperlink button
• When you create hyperlinks in Access, the
database saves the links as label controls
– Label control – a control that displays
descriptive text
Importing Data to New Tables
• You can import data from an external application
into an Access database and either:
– Create a new table
or
– Append the data to an existing table
• When you import data, a link is not established
between the native application and Access
• Changes to the data in its native application will
not appear in the Access table
Moving Tables and Queries
to Excel
• You can move database items, such as tables and
queries, from the database window to any open
Office application
– Use the drag-and-drop technique to drag an
item from one open window to the other
• You can manipulate the Access data in the other
application just as you can the native data
Exporting Database Records
to Excel
• You can export Access data to other Office 2000
applications
– Use the File, Export command to export an
Access table to another application
Creating Data Access Pages
for the Web
• Data access page – a Web page (.htm or .html
format) that lets users view and manipulate data
from an intranet or the Internet
• The three ways to use data access pages are:
– Interactive reporting
– Data entry (similar to using an Access form)
from an intranet or the Internet
– Data analysis
Creating Data Access Pages
for the Web (cont’d)
• To create a data access page:
– Use AutoPage, in which a data access page is
automatically created after you specify a record
source
– Use the Page Wizard, which prompts you for the
information needed to create the data access
page
– Convert an existing Web page into a data
access page
– Create the data access page from scratch in
Design view
Grouping and Sorting
Data Access Pages
• Grouping data access pages is similar to grouping
data in an Access report
• Advantages of a data access page over a report:
– The data access page is dynamic
– You can filter, sort and view data access pages
without changing the actual data
– You can distribute the data access page
electronically via e-mail
• You cannot change data in grouped data access
pages
Grouping and Sorting
Data Access Pages (cont’d)
• You can sort data in a data access page to display
it in ascending or descending alphabetical order
• Data returns to its original order when you close
the data access page
• If you sort data within a grouped data access page,
the sort applies only to the selected and expanded
group
Saving Objects as Web Pages
• You can save Access tables, queries and forms as
Web pages
• When you save an object as a Web page, the data
is exported as an .html document, which can be
published to an intranet or the Internet
• Any objects you save as .html appear in the
browser in Datasheet view
Lesson 7:
Examining Outlook Integration
and Web Features
© 2002 ComputerPREP, Inc. All rights reserved.
Objectives
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Create and use Office documents in Outlook
Import and export data
Record tasks using the Journal
Use mail merge with Word and Outlook
Use Web features
Create Net Folders
Creating and Using Office
Documents in Outlook
• You can create a new Office document in Outlook, then
send the file by e-mail or save it in an Outlook view
• To create new documents from within Outlook:
– Display the Outlook folder in which to store the new
Office document
– Click File, New, Office Document
– Select the document type, then click OK
– Specify whether to create the document in the
current Outlook folder or e-mail it
– Click OK
Importing Data
• When you import data into Outlook, the data is in a
format that you can use in Outlook without
opening the native application
• Use the Import and Export Wizard to import data
into Outlook
• To import data:
– Click File, Import and Export…
– Specify to import from another program or file
– Work through the remaining Import and Export
Wizard dialog boxes
Exporting Data
• When you export Outlook data, you convert the
Outlook file into a format that is recognized by the
target application
• The original Outlook data remains unchanged
• To export data:
– Click File, Import and Export…
– Specify to export to a file
– Work through the remaining Import and Export
Wizard dialog boxes
Recording Tasks Using the
Journal
• You use the Journal to record items that can help
you track your work
• To automatically record Journal entries, you must
set Journal preferences in the Journal Options
dialog box
• To create a manual Tasks entry in the Journal:
– Display the Tasks view
– Click and drag a task to the Journal button in
the Outlook Bar or Folder List
– Click Save and Close
Using Mail Merge with Word
and Outlook
• To create a mail merge:
– Create a main document in Word, which contains
field codes corresponding to the Contacts fields in
Outlook
– Merge the desired contacts in Outlook with the
Word document
• To start the mail merge:
– Display the Contacts view in Outlook
– Click Tools, Mail Merge…
– Specify the contacts you want to use and the name
of the Word document with which the contacts are
to merge
Saving Calendars as Web
Pages
• To allow others to see your calendar on the Web,
you can save your calendar as a Web page
• To save a calendar as a Web page:
– In Calendar view, click File, Save as Web Page…
– Specify a start date and an end date
– Enter a name for the calendar
– Enter a file name for the calendar
– Click Save
Managing Favorite Web Site
Addresses
• The Favorites folder contains the HTML files and Web sites
for which you want easy access
• You can add folders and subfolders to organize the data in
the Favorites folder for easier accessibility
• You can also use the View Summary dialog box to organize
the data in the Favorites folder, such as:
– Changing which fields display
– Grouping folders and files
– Sorting and filtering information
– Changing fonts and table view settings
– Setting automatic formatting for messages
Creating Net Folders
• Net Folder – an Outlook folder that is configured to
automatically share information across the
Internet
• Use the Net Folder Wizard to set up a Net Folder
and send an e-mail message to those recipients
who are granted access to your Net Folder
• To create a Net Folder to share information:
– Click File, Share
– Select the folder you want to share
– Work through the Net Folder Wizard dialog
boxes
Creating Net Folders
(cont’d)
• Recipients of a Net Folder invitation can:
– Accept the invitation
– Decline the invitation
• The Net Folder displays in the folder list for
anyone who accepts the invitation
Lesson 8:
Examining FrontPage
Integration and Web Features
© 2002 ComputerPREP, Inc. All rights reserved.
Objectives
• Send data to an Access database
• Add database information to a Web page
• Import a Web page
Sending Data to an Access
Database
• You can create an interactive Web site using FrontPage
by adding a form to your site
• FrontPage saves form information to an Access
database
• Use the Form Properties dialog box to specify where to
store database results
• By default, FrontPage creates a folder called FPDB to
store form results and uses a database connection to
display form results
– Database connection – the database name and
location that will contain the form results, along
with the type of data and any parameters
Adding Database Information
to a Web Page
• Use the Database Results Wizard to add database
information to a Web page:
– Connect to the database
– Choose a record source – the table or query
from which you gather information
– Filter database results:
• Create a search form for visitors to your site,
enabling them to view only data matching the
criteria they input
• Filter the data to display only specific
information on the Web page
Adding Database Information
to a Web Page (cont’d)
– Choose format options:
• Specify a table with one record per row
• Specify a bulleted or numbered list
• Specify a drop-down list
– Display records:
• Display all the data together
• Divide the data into smaller segments with
navigation buttons to aid users
Importing a Web Page
• Use FrontPage to import existing Web pages from
your computer, a network or the World Wide Web
• Use the Import Web Wizard to import a Web page:
– Specify a source for the Web files
– Specify download options such as the
maximum size to import
– Specify the levels you want to import
– Specify whether to limit the import to text and
image files
Lesson 9:
Examining PhotoDraw
Integration and Web Features
© 2002 ComputerPREP, Inc. All rights reserved.
Objectives
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Use PhotoDraw in other applications
Print PhotoDraw pictures
Create Web page banners
Create Web page buttons
Using PhotoDraw in Other
Applications
• Use the Save for Use In Wizard to save PhotoDraw graphics
for use in other applications
• The Save for Use In Wizard lets you save graphics in one of
five ways:
– On the Web
– On the Web as a thumbnail
– In a Microsoft Office document
– In an on-screen presentation
– In a publication
• Use the Save As dialog box if you want to specify a file
format for saved PhotoDraw graphics
Printing PhotoDraw Pictures
• Use the Reprints dialog box to print PhotoDraw
pictures on a variety of objects, such as:
– Mailing labels
– CD-ROM inserts
– Name tags
– Photographs
• PhotoDraw includes templates with pre-set
measurements for labels from various
manufacturers
Creating Web Page Banners
• Web page banner – a banner that is used to name a
Web page or otherwise draw attention to the Web page
• PhotoDraw includes numerous templates you can use
to create Web page banners, or you can create your
own banners
• To create a Web page banner:
– Click on File, New… to display the New dialog box
– Double-click on the Banner icon to display a blank
banner
– Insert graphics and text and format them as desired
Creating Web Page Buttons
• Use Web page buttons:
– To navigate between Web pages
– As links to Web pages
– As links to specific areas within a Web page
• To create a Web page button:
– Display the Templates dialog box
– Click on the button template you want to create
– Work through the remaining Templates dialog
boxes to customize the button template as
desired
Lesson 10:
Examining Office 2000
Collaboration Features
© 2002 ComputerPREP, Inc. All rights reserved.
Objectives
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Schedule meetings with NetMeeting
Schedule presentation broadcasts
Schedule NetShow broadcasts
Examine Web discussions
Scheduling Meetings with
NetMeeting
• Use Microsoft NetMeeting to communicate, in real
time, over the Internet with users who have access
to a NetMeeting server
• To schedule a NetMeeting:
– Display the Meeting dialog box in Microsoft
Outlook
– Specify the message recipients
– Specify the subject and location of the meeting
– Specify that the meeting is an online meeting
– Specify the date and time of the meeting
Scheduling Presentation
Broadcasts
• You can use Microsoft PowerPoint, in conjunction with
Microsoft Outlook, to broadcast a presentation over the
Internet
• To schedule a presentation broadcast:
– Start PowerPoint and open the presentation you
want to broadcast
– Display the Broadcast Schedule dialog box:
• Specify the broadcast settings
• Set up the broadcast server
– Use the Meeting dialog box in Microsoft Outlook to
schedule the presentation
Scheduling NetShow
Broadcasts
• You must use NetShow Services if you plan to
broadcast to more than 15 participants
• Schedule a NetShow meeting just as you would a
NetMeeting:
– Display the Meeting dialog box in Microsoft Outlook
– Specify the message recipients
– Specify the subject and location of the meeting
– Specify that the meeting is an online meeting using
NetShow Services
– Specify the date and time of the meeting
Examining Web Discussions
• Web discussion – a threaded discussion about a
Microsoft Word, Excel, or PowerPoint document,
or an HTML document
• Threaded discussion – a series of comments, in
which replies are nested under each comment
• Web discussions can be:
– Inline, in which an icon displays in the
document where you insert the discussion, or
– In a separate window pane
• You can use Web discussions with HTML
documents and within your browser