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Word 2007 Essential Training

Linking and embedding


From:

Word 2007 Essential Training

with David Rivers

Video: Linking and embedding

One of the cool things you can do in Word is link to other files that will call objects or even embed those objects right in your Word document. Now an object could be an Excel worksheet or a PowerPoint slide or slideshow or any other destination file that supports OLE, that is object linking and embedding. So you might be asking yourself, why not just copy the object like the PowerPoint slide show and then paste it into my Word document? Well, that will work, but when you insert your presentation as an object, you can actually use PowerPoint commands to work with the slideshow right in word.
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  1. 40s
    1. Welcome
      40s
  2. 28m 24s
    1. Getting started with Word
      1m 21s
    2. Understanding the interface
      9m 23s
    3. Navigating the interface
      11m 24s
    4. Navigating documents
      6m 16s
  3. 18m 39s
    1. Creating new documents
      5m 25s
    2. Importing documents
      4m 35s
    3. Saving documents
      5m 41s
    4. Sending documents
      2m 58s
  4. 12m 35s
    1. Using Print Preview
      2m 45s
    2. Using Quick Print
      2m 31s
    3. Setting print options and printing
      7m 19s
  5. 23m 29s
    1. Selecting text
      3m 45s
    2. Formatting text
      5m 2s
    3. Using Find and Replace
      3m 35s
    4. Undo, Redo, and Repeat
      3m 26s
    5. Copying, pasting, and moving text
      4m 37s
    6. Showing formatting
      3m 4s
  6. 20m 30s
    1. Using indents
      3m 52s
    2. Setting justification
      3m 19s
    3. Changing line spacing
      4m 11s
    4. Setting tabs
      6m 10s
    5. Using the Highlighter
      2m 58s
  7. 38m 26s
    1. Changing margins
      5m 54s
    2. Changing orientation
      2m 29s
    3. Page numbering
      5m 41s
    4. Choosing paper size and source
      3m 59s
    5. Headers and footers
      7m 23s
    6. Applying a Page Background
      7m 56s
    7. Using Watermarks
      5m 4s
  8. 20m 10s
    1. Checking spelling and grammar
      4m 54s
    2. Finding synonyms
      3m 37s
    3. Looking up words and translations
      4m 55s
    4. Setting document proofing options
      6m 44s
  9. 23m 19s
    1. Modifying Environment settings
      7m 46s
    2. Modifying Display and Document settings
      6m 47s
    3. Modifying toolbars and keyboards
      8m 46s
  10. 15m 7s
    1. Creating a bulleted list
      7m 27s
    2. Creating a numbered list
      3m 36s
    3. Editing a list
      4m 4s
  11. 55m 28s
    1. Creating tables from scratch
      5m 29s
    2. Creating tables from text
      3m 25s
    3. Inserting an Excel spreadsheet
      5m 3s
    4. Modifying tables
      7m 44s
    5. Formatting tables
      7m 32s
    6. Making calculations in a table
      4m 13s
    7. Creating charts
      5m 44s
    8. Modifying chart data
      2m 8s
    9. Modifying chart appearance
      12m 29s
    10. Creating text from a table
      1m 41s
  12. 10m 18s
    1. Using Styles
      3m 3s
    2. Creating Styles
      3m 38s
    3. Editing and deleting Styles
      3m 37s
  13. 9m 21s
    1. Creating and using Building Blocks
      4m 27s
    2. Editing and organizing Building Blocks
      4m 54s
  14. 26m 23s
    1. Creating a Mail Merge
      13m 27s
    2. Creating a Data Source
      5m 21s
    3. Merging to create envelopes and labels
      7m 35s
  15. 8m 58s
    1. Sorting text
      4m 15s
    2. Sorting numbers
      2m 11s
    3. Sorting in tables
      2m 32s
  16. 10m 36s
    1. Creating Macros
      5m 40s
    2. Playing a Macro
      1m 46s
    3. Editing a Macro
      3m 10s
  17. 10m 13s
    1. Working with Newspaper Columns
      5m 31s
    2. Working with Parallel Columns
      4m 42s
  18. 24m 13s
    1. Working with Pictures and Clip Art
      10m 23s
    2. Working with Shapes
      5m 10s
    3. Working with SmartArt
      8m 40s
  19. 40m 40s
    1. Tracking changes
      7m 40s
    2. Reviewing changes
      3m 42s
    3. Sending and faxing documents
      3m 39s
    4. Password-protecting documents
      3m 4s
    5. Linking and embedding
      10m 7s
    6. Inspecting a document
      2m 43s
    7. Encrypting a document
      2m 45s
    8. Adding a digital signature
      7m 0s
  20. 30m 12s
    1. Creating cross-references
      3m 41s
    2. Creating a table of contents
      4m 8s
    3. Creating an index
      4m 43s
    4. Creating footnotes and endnotes
      7m 17s
    5. Using hyperlinks
      4m 24s
    6. Using bookmarks
      3m 26s
    7. Using a document map or thumbnails
      2m 33s
  21. 29s
    1. Goodbye
      29s

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Word 2007 Essential Training
7h 8m Beginner Jan 23, 2007

Viewers: in countries Watching now:

From a new interface to timesaving content galleries, the latest version of Word brings a lot to the table. Instructor David Rivers explains each of its new features and attributes, from understanding and navigating its new interface, to using new formatting controls and extensive page layout techniques. Whether new to Word or wanting to learn about the new version, Rivers gives insight for increased productivity and professional documents with Word 2007. Exercise files accompany the tutorials.

Subjects:
Business Word Processing Teacher Tools Education Student Tools
Software:
Word
Author:
David Rivers

Linking and embedding

One of the cool things you can do in Word is link to other files that will call objects or even embed those objects right in your Word document. Now an object could be an Excel worksheet or a PowerPoint slide or slideshow or any other destination file that supports OLE, that is object linking and embedding. So you might be asking yourself, why not just copy the object like the PowerPoint slide show and then paste it into my Word document? Well, that will work, but when you insert your presentation as an object, you can actually use PowerPoint commands to work with the slideshow right in word.

Even better when you link to the object. It does actually reside in your Word document, it appears in your document, but it actually resides on its own, separated from the Word document with only a link to it. This makes it dynamic, not static, meaning changes made to the source file they'll appear in the Word document because they're linked. Let's try both linking and embedding. We'll link an Excel worksheet and embed a PowerPoint presentation in a Word document that's already been created for you. So let's go up to our Office button and down to Open.

We'll need to navigate to the lesson 18 folder of your exercise files to find newsletter 18D. Give that a click and then Open. So here's our two-page newsletter and as we scroll down you can see at the bottom of page 2 might be good spot for us to put our company balance sheet, but not enough room. So I'm going to click down here, that gets my cursor flashing, and hold down Control and press Enter simultaneously on the keyboard. Control + Enter is the keyboard shortcut for inserting a page break.

So now I'm flashing away here on page 3 of 3, that's were I want my balance sheet to show up. Now you can easily insert an object and browse to that file to go find it. We'll do that first but you'll see that if we just insert an object, we don't have any control over what shows up. Here's what I mean. We'll go up to Insert on the ribbon over to the right here and click the Object drop-down. You see there's two choices, Object and Text From File, we do want to insert an object so give it a click. There's two tabs. Now we can create this new object from scratch and you see the different types including Microsoft Excel, or we can create this from an existing file, which is what we want to do.

We want to go find that file. So we'll click Create from File and then Browse. Again we're going a want to browse to the lesson 18 folder of your exercise files because that's where will find ECP balance sheet 1. Give that a click and then Insert. Now it's not inserted quite yet, we have to decide how. If we don't select a Link to File, we'll be actually embedding it in our document. The other option is just to display it a little icon representing the file that we can double click to go into that file in the native application.

But I do want a link to the file, so I'll click that check box and then OK. So it's busy thinking here, it's looking for that spreadsheet, that worksheet and then boom! Inserts it right here into my document. So you can see it just inserted the entire worksheet. I had no options or no way to say how much of it I wanted to show up here. So there is another route we can take if you want a little more control over what shows up in your Word document. So let's just go up to our Undo button and undo that and try a different route.

This is going to involve opening up Excel 2000 so if you've got it installed we're to launch it and open up that worksheet. So go down to the Office button and we'll find a Microsoft Office Excel 2007, I see it here. You may have to go to All Programs, and then go to the Microsoft Office folder and then click it and then there you'll find Microsoft Office Excel. That launches the application. Now let's go open that worksheet. We'll go to the Office button here and Open and we'll need to navigate or lesson 18 folder.

So navigate to that folder of your exercise files and find ECP balance sheet 1. So we'll open that up. Now this is what we saw when we just linked to it in our Word document but let's say we only want a show this portion of it here. The blue parts. We can select that, I'm going to cell A1 right here and I'm going to click and drag across and down all way down to Total assets and stop right there. So I'm going to act like I'm about to copy and paste this but I'm not actually to just go in and paste it like we're used to.

I'll go up to my Copy button. Give it a click. I know it's been copied, I see the marching ants around the perimeter, and I'll switch back to my Word document. So this is where I want to kind of paste it but I want to paste it as an object, not just what I copied. So I want this to be dynamic, that means I go up to my Home tab here. And I click the Paste drop-down button and choose Paste Special. This allows me to paste it as an actual object, and I'm going to paste the link first of all.

And it's not HTML, it's a Microsoft Office Excel worksheet. There we go. when I click OK, look what gets inserted into my Word document. Just what I had selected. So two different ways to link to an object. So this looks much better now. There are some things you need to know. When the worksheet is updated or changed in Excel, you will see the results in Word and I'm going to show you how to do that momentarily. also when you open this file from this point forward, you'll see that it gets updated with the latest data, you'll be prompted to accept that.

You can also do this manually at any time too. So let's update our worksheet to see this in action. We're going to go back to Microsoft Excel, and let's go up here where we've got our cache number for 2006 sitting at $400,000. Let's change that to $500 ,000 dollars, and Enter. Alright, so we switch back to our Word document over here. This, if we click on it, will get selected. You can see that it's actually an object that we linked to, it's not actual data.

So the next thing we'll do now is go up to our Office button. We'll go down to Prepare and you'll see Edit Links to Files. We'll give that a click to open up this dialogue here. So currently it's still showing as 400,000 but when I update now, it gets updated to the 500,000. This dialog box stays open, because I do want to show you a couple of options here too. Notice here that we've got automatic updates selected. We've also got the opportunity to choose manual, which means we have to decide when we want to update this and if we don't want any updates, we can actually just lock it.

So there will be no updates to this actual link that we see here in our Word document. We'll just turn that off and set it back to automatic and click OK. All right, now we can also make it so that this info that you see in Word never gets updated again by locking it, and that covers linking to another file, but what about embedding one? And as I promised we're going to embed a PowerPoint slide show.

So let's scroll down further, we'll click down here and insert another new page by holding down Control and pressing Enter. Control + Enter creates a new page page, page 4, that has nothing on it. We're going to go up to our Insert tab and again we're going to select Object and gives that a click. It is a file. It already exists, so Create from File, and we'll browse to the lesson 18 folder and here's our PowerPoint presentation called introducing ECP. We'll give that a click and then Insert.

Now this time we're not going to link and we're not going to display it as an icon, we're just going to embed it right in our document. When we click OK, it takes a moment, because it's taking the entire slideshow now and it's going to embed it in our Word document. The advantage to embedding again is that we can actually you run this slide show from within our Word document. So here it is, we see the first slide, we know it's an object when we click on it and look what happens when we double click on it. It starts to launch the actual slideshow. So that means we can start clicking on slides to move from one slide to the next.

We're just going to move through this entire slideshow. You can press Enter on the keyboard. Tools and Cookware, here we go. Look at this stuff. Courses, and there we are at the end of the slideshow now. When I click to exit, I'm brought back to my Word document. So if I'd just pasted this the old- fashioned way, I wouldn't actually be able to use all these PowerPoint controls and view the actual slideshow inside of Word. Alright so we've worked with linking and embedding objects that were actually other Microsoft Office files.

One was our Excel worksheet, and this one is a PowerPoint slide show, but you can do this with other formats, like a PDF for example. When we bring in a PDF file, it appears as an icon that can be accessed by double-clicking it. So we'll moved down to the bottom again of our Word document here, hold down Control and press Enter and we're now onto a fifth page. It's empty and let's insert our PDF file now object. So again we'll go up to Insert if you need to, click Object. And it's going to be from a file that exists already, so we click the tab and then Browse.

And we're going to go and find our PDF file, here it is, newsletter 18.pdf and when we click Insert, we're now going to click OK and look what happens. Just the icon shows up. So if I wanted to do this PDF I have to double click it and of course you'll want to launch or at least have the free Adobe Acrobat program loaded on your computer to view it. I'm going to cancel this and then click to deselect. And next we'll explore inspecting a document for hidden metadata.

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