Applications Session 13 - Integrating Office Applications

In today's class, we will look at how we can integrate the Office applications seamlessly (well almost), and in particular, integrating into Word.

We will start with the humble Mail Merge.

Mail Merge

Access

I have created this simple database using a template and have added some contact information. This is what it looks like:

We will use this file to create a MS Word Email Merge.

The principle is the same whether it is an email merge or an actual mail merge with labels or envelopes. Nowadays, though, email merges are much more common than the old fashioned letter drop.

Excel

Mail Merge with excel is very similar. Follow the Step by Step Wizard, select your spreadsheet as the source, and select the recipients.

Activity 1

Follow the steps to complete an email merge with the spreadsheet and the database.

Linking

Another way of integrating applications is to embed a file or part of a file into another.

Lets say that we are writing a report in Word and want to use data and a chart from Excel.

This is the spreadsheet:

And this is the document

To get the chart into the document, we go into excel, select the chart and COPY (button or Ctrl-C).

We then go into Word and go into Paste Special to put the chart in the document. Paste-Link will ensure that your document is always updated with the latest version. Make sure you select the Chart object.

Save and Close the Document.

Make a couple of changes to the spreadsheet (which will then update the chart). Save your spreadsheet and reload the document.

Activity 2

Complete the above exercise to create a linked document.

Activity 3

On your own, try and bring in the table rather than the chart. You may need to use Landscape for it to fit properly.

Sorting in Word

One might think - "why do I need to know how to sort in Word, we have Access for that?" Well yes, but if you have a small list of items that you are writing as you think of them, you can use the sort feature to organise the items.

If your information is in a table it is very simple, just click on the sort button in the table layout.

The sort table dialog box will appear and you can select the sort column - simple.

But what about sorting text that is not in a table. This is easy as well.

This is the same document, but it has been converted to text paragraphs using the Convert To Text feature.

To sort paragraphs, use the sort button on the Home ribbon paragraph section.

Moving Paragraphs

As well as sorting paragraphs, you can very quickly move paragraphs up and down within a document. Using the same example, rather than sorting the paragraphs, you can move them up or down until they are in the correct spot. To do this, click in the paragraph that you want to move, use the keyboard shortcut of Shift+Alt+Up or Shift+Alt+Down key.

Status Bar

The Word 2013 Status bar is actually very useful and quite customisable. The Status Bar is located at the bottom of the screen (just in case you didn't know what it is called).


The left side of the status bar has:

• Page Number/Go To
• Word Count/Word count dialog box
• Proofing errors/Correction
• Language / Change Language
• Macros

The Right hand side of the status bar has:

• Document View options – Print, Full screen, Web, Outline and Draft
• Document Zoom.