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Transferring Information between Packages
Microsoft Office allows you to open a number of applications at the same time and to
switch between them. This gives you the option of transferring text, numbers or graphics
from one application to another.
You can transfer information by a number of methods:
 | Moving This deletes information from one location and inserts it in
another location |
| Copying This takes a copy of the information and inserts it in a new
location without altering the original information |
| Linking This stores information in one location and a copy of the
information in another location. The information is connected; when you change it in the
source it is automatically updated in the destination |
| Embedding This copies information from a source application to another
application. These are not connected; if you change one it has no effect on the other |
For our purposes only Moving and Copying will be
considered. However, if you wish to learn more about Linking and Embedding it is available
in the On-Line Help.
Moving and Copying Information
Moving This should be used when you wish to delete information from
one workbook in one application and save it in another. For example move a table from
Excel into a word workbook
Copying This should be used when you want to save information in one
or more location. For example you can copy a chart from Excel into Word and add additional
text to give an explanation
To move or copy information from one application to another:
| Firstly ensure you have both applications open. You can do this in the following way:
 | Start one of the applications you wish to use. |
| Start the other application. You will see buttons representing both application in
the Start Bar at the bottom of the screen. |
| Click on the button in the Start Bar representing the first application. This
application now comes to the "top", that is, its windows becomes visible. |
| Click on the button in the Start Bar representing the second applications, this now
becomes visible. |
| You can now switch between the applications, at will, simply by clicking on their
buttons in the Start Bar. |
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| Secondly, select the information you wish to move or copy by highlighting using the
mouse:
| To cut information:
 | Click the Cut button or choose Cut from the pull down Edit menu, and the selected
information will be removed from the screen |
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| To copy information:
| Click the Copy button or choose Copy from the pull down Edit menu, and the selected
information will be copied but remain on the screen |
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| Then switch to the package you wish to transfer the information to and click in the
appropriate location
| To paste information into this second package:
| Click the Paste button or choose Paste from the pull down Edit menu, and the selected
information will be pasted into the new workbook |
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If you move or copy information and the results are not what you expected, click the
Undo button on the toolbar or choose Undo from the Edit menu
Inserting Information into Word
There are a number of ways in which you can use information created in other Microsoft
Office applications to enhance a Word document
| Insert an Excel worksheet or chart into a Word document A chart or data from Excel can
enhance the information within a Word document.
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You can:
| Insert a range of worksheets cells as a table in Word
| By default, copying a range of cells from an Excel worksheet and pasting it into a Word
workbook puts the data in a Word table. The data becomes part of the Word workbook with
all its formatting retained. However, any functions common to Excel only will be lost, for
example, formulas. |
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| Insert a range of cells as a ordinary text in Word
| By choosing Paste Special from the pull down Edit menu rather than Paste will place a
range of Excel cells into Word as ordinary text. |
| A dialog box will be displayed, select the Paste option button and select Unformatted
text then choose OK |
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| Insert a chart or range of cells as a picture in Word
| You can copy or move a chart or range of cells into Word as a picture. Once there
however, you will be able to alter the position and size of the picture but not the
contents. |
| To do this select the chart or cells in Excel, hold down the Shift key and choose Copy
Picture from the Edit menu. |
| In the dialog box displayed choose options within Appearance and Format then click OK. |
| Position the location within the Word workbook where you wish the picture to appear and
click the Paste button or choose Paste from the pull down Edit menu |
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Inserting Information into Excel
Inserting text from Word into Excel
You can use text from Word to explain the content of an Excel worksheet. Or you can
convert a table from Word into a range of cells in Excel.
Examples:
| Text or numbers can be pasted into a cell. |
| Paragraphs will be pasted into Excel as a single column, with each line occupying its
own cell. |
| Each cell from a Word table will be pasted into a corresponding cell in the worksheet. |
- To copy or cut information from Word into Excel, firstly select the information and
select Cut or Copy.
- By switching between the packages position the insertion point in Excel.
- Click the Paste button or choose Paste from the pull down Edit menu
Exercise
| For the following exercise you will need to know how to
| Create your own Word workbook |
| Transfer information |
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Stage 1
Your Department wishes to analyse the use of facilities in order to provide the optimum
staffing cover for IT users over the weekend.
| Create a Word document and save it as Report.doc to your disk. |
| Write a report for your Head of Department giving details of the lab opening times and
busy hours. |
| Import the following data from the Excel workbook, Labs.xls, into your report to show
evidence of the lab usage.
| The formatted table showing the number of people in the labs excluding the row showing
totals. |
| The first chart you created in exercise 5a showing the Lab usage for all four labs
excluding totals. |
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| Save the workbook, replacing the existing one. |
| Is your Print Preview satisfactory ? Once you feel it is suitable for presentation,
print a copy. |
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