MS Office Module 41 Integration Between Office Apps

  Module 41 : Integration Between Office Apps

Overview

This module focuses on the seamless integration between Microsoft Office applications such as Word, Excel, PowerPoint, and SharePoint for improved productivity and collaboration. Topics covered include embedding Excel data into Word and PowerPoint, as well as using SharePoint for efficient document management.

 Embedding Excel Data in Word

Objective

To learn how to embed Excel data in Word to create dynamic reports and documents.

Steps

Open Excel and Word

Prepare the data in Excel. For example, create a table with sales data.

Open a Word document where you want to embed the data.

Select and Copy the Data in Excel

Highlight the cells you want to embed.

Use Ctrl + C (Windows) or Command + C (Mac) to copy the data.

Embed the Data in Word

Place the cursor in the Word document where you want the table.

Go to the Home tab, click on the Paste drop-down arrow, and choose Paste Special.

In the Paste Special dialog box:

Select Paste Link if you want the table to update dynamically when changes are made in Excel.

Select Microsoft Excel Worksheet Object.

Format the Embedded Data

Adjust the size and position of the embedded table.

Use Word's table formatting tools to ensure consistency with the document style.

Exercise 1:

Embed an Excel budget table in a Word project report.

Experiment with "Paste Link" and "Static Embedding" options to understand their behavior.

Embedding Excel Data in PowerPoint

Objective

To learn how to embed Excel data in PowerPoint for dynamic presentations.

Steps

Prepare Your Data in Excel

Create a chart or table in Excel that you want to use in your presentation.

Open PowerPoint

Open your PowerPoint presentation and navigate to the slide where you want to embed the data.

Insert the Excel Data

Copy the data or chart in Excel using Ctrl + C.

In PowerPoint, go to the slide and click Paste > Paste Special.

Select Microsoft Excel Worksheet Object and choose either:

Embed: For a static version.

Link: For a dynamically updating version.

Adjust the Embedded Data

Resize and position the table or chart.

Use PowerPoint’s formatting options for visual consistency.

Exercise 2:

Embed an Excel chart showing sales trends into a PowerPoint slide deck.

Test how changes in Excel reflect in PowerPoint when using the "Link" option.

Using SharePoint for Document Management

Objective

To learn how to manage and collaborate on documents using SharePoint.

Steps

Access SharePoint

Log in to your organization's SharePoint site.

Navigate to the document library.

Upload Documents

Click on Upload and add Word, Excel, or PowerPoint files to the document library.

Enable Collaboration

Select a document and click on Share.

Add collaborators by entering their email addresses and assign permissions (e.g., view, edit).

Version Control

Click on a document and view its version history to track changes.

Restore previous versions if needed.

Embed Links to SharePoint Documents

In Word, Excel, or PowerPoint, insert links to SharePoint documents for easy access.

Use Insert Hyperlink to link directly to the file in SharePoint.

Exercise 3:

Upload a report to SharePoint, share it with team members, and test collaborative editing.

Track changes using version control.

Practical Example

Scenario: You are creating a monthly financial report that integrates Excel data into Word and PowerPoint while managing the documents on SharePoint.

Steps:

Embed an Excel balance sheet into a Word report.

Add Excel-generated charts to PowerPoint slides for a presentation.

Upload the Word and PowerPoint files to SharePoint.

Share the documents with the finance team for feedback and revisions.

Key Takeaways

Embedding data saves time and reduces errors by linking live data.

SharePoint enhances document collaboration and management, ensuring version control and access control.

Integration between Office apps creates streamlined workflows for professional outputs.

Final Project

Objective: Create an integrated project that combines Word, Excel, PowerPoint, and SharePoint.

Requirements:

Embed Excel data into a Word document and PowerPoint slides.

Upload all files to SharePoint and collaborate with a team to finalize the documents.

Submit the final versions with feedback incorporated.

This module helps learners develop advanced proficiency in Office app integration, improving workflow efficiency and collaboration.