<<

. 7
( 14)



>>


13. Click Send to send the e-mail message.

Don™t use plain text as the message format if you want to place objects into the message. You
Note
can only paste text into a plain text message.

As you use Outlook and the other applications on your computer, it™s a good idea to think
about how you might share information between different applications. Don™t make the all
too common mistake of thinking that information can only be used in documents created in
the application where the data resides. As you see in other examples in this chapter, you can
almost always find a way to reuse data without going through the work of reentering it in a
new program.
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Creating a Mail Merge
A mail merge is the process of creating form letters, mailing labels, envelopes, or a catalog
from a set of related information. There are several ways to create a mail merge document.
You can either use your Outlook Contacts list to create these documents, or you can create
them from lists of information that you have in other applications.
Choosing the source for your data can affect what you can do with mail merge:
¦ If you have all the names and addresses in Contacts, Outlook will be the easiest
program to use because you won™t have to export the information to another
application.
¦ Outlook, however, doesn™t offer some advanced capabilities that you™ll find in other
Office programs. If you need to do things like automatically separating the mail
merge documents into individual zip codes to take advantage of special mailing
rates, you may want to use Excel or Access to do the mail merge.
¦ If you need to produce a very large set of mail merge documents, such as thousands
of form letters, you may want to use Access. This would be especially true if you
have a huge database and need to be able to select a subset of the records for a
particular need.

Getting names from contacts
If you already have the names that you want to use for your mail merge in your Outlook
Contacts folder, creating a mail merge directly from Outlook is a simple process. Before you
begin, however, you should put a little thought into what information the mail merge will use.
When you perform a mail merge, Outlook provides you with two options. You can create a
mail merge using only the selected records, or you can create one from all the contact records
that are shown in the current view. Unless you have applied a filter to the current view,
Outlook includes all your contact records in the view. Although you may want to create a
form letter to send to each of your contacts, it™s more likely that you™ll want to use a subset of
the contact records. Suppose, for example, that you have assigned categories to each of your
contacts. If you want to send a form letter to your relatives, you could create a view that
shows only those contacts in the family category. You can learn more about filtering your
contacts in Chapter 9 of Wiley™s Outlook 2003 Bible.
To create a mail merge using records in your Contacts list, follow these steps:
1. Open the Contacts folder.
2. If you want to use a subset of the records in the mail merge, do one of the following:
• Open a view that filters the records so that only the subset of records is shown.
• Select the records that you want to use. Hold down Ctrl as you select each record
to add it to the selection.
Chapter 10 ¦ 245
Integrating Outlook with Other Applications


3. Select Tools _ Mail Merge to display the Mail Merge Contacts dialog box, shown
in Figure 10-2.




Figure 10-2: Use the Mail Merge Contacts dialog box to produce a mail merge
from contact records.

4. Select which records to merge:
• Choose All contacts in current view if you have applied a filter to select a subset
of records or if you want to use all your contacts.
• Choose Only selected contacts if you selected the subset of records manually
before beginning the mail merge.
5. Select which fields to include:
• Choose All contact fields if you want the mail merge to include all of the contact
information.
• Choose Contact fields in current view if you want the mail merge to include only
those fields that are displayed in the current view.
6. Choose whether you want to create a new document or use an existing one. To use
an existing document, you can locate the document via the Browse button.
7. Select the Permanent file check box and specify a filename if you want to save the
mail merge data for future use. You might want to choose this option to provide a
permanent record of the contacts that you used for this mail merge. Normally,
Part II ¦ Collaborating and Integrating with Office 2003
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though, you™ll want to perform a new mail merge each time you need the informa-
tion so that you don™t accidentally use outdated information.
8. Select the type of mail merge document from the drop-down Document type
list box:
• Form letters are documents that include merged information along with additional
text that you specify.
• Mailing labels are documents that contain multiple labels on each sheet. These are
generally printed on peel-off label stock in standard sizes.
• Envelopes are similar to mailing labels, except that the addresses are printed
directly on standard-size envelopes.
• Catalogs are similar to mailing labels, except that they are usually printed on plain
paper and are intended for uses such as membership lists.
9. Choose the destination from the drop-down Merge to list box, shown in Figure 10-3:
• New Document produces a document file that you can further edit as needed
before printing.
• Printer sends the merged document directly to the default system printer.
• E-mail creates e-mail messages and places them in your Outbox.




Figure 10-3: Choose the correct destination for the merged documents.
Chapter 10 ¦ 247
Integrating Outlook with Other Applications


10. If your current view includes any distribution lists, they will not be incorporated in
the mail merge. Click OK to confirm the message regarding this if it appears.
11. After Word opens, click the Insert Merge Field button to display the Insert Merge
Field dialog box as shown in Figure 10-4. Double-click to add fields to the docu-
ment. If you need to add spaces between fields, click Close, add a space, and reopen
the Insert Merge Field dialog box.




Figure 10-4: Add merge fields to your document.

12. Enter any additional text as necessary to complete your document.
13. Click the Merge to New Document button to display the Merge to New Document
dialog box, shown in Figure 10-5.
Part II ¦ Collaborating and Integrating with Office 2003
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Figure 10-5: Select the number of records you want to use in your merge.

14. Click All, Current Record, or specify the range of contacts you want included in the
mail merge.
15. Click OK to complete your mail merge. Figure 10-6 shows an example of a com-
pleted form letter with the contact information substituted for the merge fields. If
you chose to merge to the printer, fax, or e-mail, the completed mail merge docu-
ments will be directed to the correct destination rather than to documents.




Figure 10-6: Your completed mail merge replaces the merge fields with the
information from your Contacts list.
Chapter 10 ¦ 249
Integrating Outlook with Other Applications


16. Print and save your mail merge documents as necessary.

Mail merge documents often contain nasty surprises such as missing or misplaced information.
It™s a good idea to practice using mail merge in advance to make certain that your mail merge
Note
works as you expect. In addition, it™s always a good idea to take a quick look through the
merged documents before you print and mail them. You may find that you need to do some
additional tune-up of the master mail merge document before it is really ready to produce the
documents that you want.


Sending an E-mail from an Application
Outlook™s messaging capabilities make it easy for you to open Outlook and create a new
e-mail message. Although this is certainly not a difficult task, switching between applications
can be a distraction ” especially if you™re deep into a project and discover something
important that you need to send out immediately. You™ve probably experienced this; you™re
working on a spreadsheet or a report and decide that you should send off a copy to someone
else. So you switch over to Outlook and click the New Mail Message button, address the
message, and begin to type your message. You then click the Insert File button and realize
that you can™t remember the correct filename. And even if you can remember the name of the
file that you want to send, you aren™t absolutely certain that you saved your latest revisions to
the file. You switch back to the original program, click the Save button, note the filename,
and switch back to your e-mail message. You complete the message and send it off, but
you™re frustrated by all the time that you™ve wasted.
Even if you™ve never thought about it before, you™re probably starting to realize that it might
be just a bit easier if you could send a document as an e-mail message without all that
switching back and forth. Not only would it be less distracting to your train of thought, but
you wouldn™t have to try to remember the name of the file that you want to send, nor just
exactly where you saved it.
You can send an e-mail message directly from any Office application as well as from many
other Windows programs. The process is similar in most applications, so the following
example shows you how to send an Excel worksheet from within Excel.
To send a document directly from an application, follow these steps:
1. Open the document that you want to send. In some programs, you must name the
document by saving it before you can send it as an e-mail message.
2. Select File _ Send To to display the Send To menu, shown in Figure 10-7. Different
applications may have different sets of options on the Send To menu, but most will
include a Mail Recipient option.
Part II ¦ Collaborating and Integrating with Office 2003
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Figure 10-7: You can send a document from within the application that created it.

3. Choose the option you prefer:
• Mail Recipient generally sends the document as a file attachment, but in Office
2003 applications, you can choose to send the document as an HTML page.
• Mail Recipient (for Review) specifies that you want to send this file out for others
to insert comments for review.
• Mail Recipient (as Attachment) specifies that you wish to send the document as a
file attachment to a text message.
• Routing Recipient sends the file to a specified group of people and returns it to
you when everyone has finished adding changes.
• Exchange Folder sends the file to an Exchange Server folder, where it will be
available to all authorized users of that folder.
Chapter 10 ¦ 251
Integrating Outlook with Other Applications


• Online Meeting Participant sends the file to someone who is participating with
you in an online meeting using NetMeeting.
• Fax Service enables you to send the document as a fax using a fax driver or fax
service (such as via the Internet).
4. If you selected Mail Recipient in an Office 2003 application, you™ll next see a
message similar to the one shown in Figure 10-8. Choose the format that best suits
your needs and then click OK.




Figure 10-8: Choose the proper document format.

5. Select the message recipients.
6. Enter any additional text and set any message options as necessary. Figure 10-9
shows the message ready to send.
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Figure 10-9: Complete the message just as you would if you were sending it from
Outlook.

7. Click the Send button to send your message.
What happens after you click the Send button may depend on several factors. If Outlook is
running, the message should be sent to your Outbox. If Outlook is not running, the message
may be sent immediately using Outlook Express, or you may be prompted to select a
messaging profile ” depending on the application that you used to create the e-mail message.
To prevent confusion, it™s usually best to make certain Outlook is running before you decide
to send an e-mail message.


Importing and Exporting Data
Your computer is probably worth a fraction of what the data it contains is worth to you. If you
think about all the time and effort that you™ve put into entering information into various
programs, documents, and databases, it™s easy to see how valuable that information may be.
As important as that data may be, it™s not useful if you can™t use the information the way you
need to.
Outlook handles many different types of data. You may have several sources of data that you
would like to use in Outlook, and you may have a number of places where your Outlook data
might also be useful. The key to making all of this data more useful is to import and export
the information so that you can use it where you need it.

Outlook can import more types of data than it can export. If you need to use data from another
program in Outlook, or use Outlook data in another program, you may encounter situations
Note
where neither program seems to support the other™s format. If so, look for another format that
both programs support such as dBase, comma-separated values, or even tab-separated val-
ues. If you cannot find a common format, you may be able to use Word, Excel, or Access to
handle the format conversion.
Chapter 10 ¦ 253
Integrating Outlook with Other Applications


Importing information into Outlook
There are several types of information that you may want to import into Outlook. Typically,
though, these fall into a few categories:
¦ Contact information such as e-mail addresses
¦ vCard electronic business cards
¦ iCalendar scheduling information
¦ Messages stored in Personal Folder files
¦ Internet mail account settings, such as from other e-mail programs (Eudora Pro for
example)
¦ Internet mail and addresses, such as from Eudora Pro
To import data into Outlook, follow these steps:
1. Select File _ Import and Export to display the Import and Export Wizard.If you
have the Microsoft Outlook Business Contact Manager installed, you will need to
select File _ Import and Export _ Outlook.
2. Select the type of information that you want to import. If you aren™t sure which
option to choose, select each option and read the description in the lower part of the
dialog box.
3. Click Next to continue.
4. Choose the type of file you wish to import. The choices will vary according to your
selection in step 2.
5. Click Next to continue.
6. Select the name of the file that you want to import.
7. Choose any options for the import. These will vary according to the type of file that
you are importing.
8. Click Next to continue.
9. If you are importing from a Personal Folder file, choose which folders you want to
import. If you are importing data from other types of sources, you probably won™t
have to make this selection.
10. If you want to set up custom field mappings, click the Map Custom Fields button to
display the Map Custom Fields dialog box. Drag values from the left list to the right
list to map the fields as necessary.
11. Click OK.
12. Click the Finish button to import the data.
Other types of data sources will involve different sequences of steps, but the import process
will be similar in all cases. You must choose the type of data, the source file, and how to
handle duplicates.
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Exporting information from Outlook
Just as you can import data into Outlook from several different formats, you can also export
Outlook data into a number of formats. Sometimes, though, the way that Outlook exports
data may leave something to be desired. Fortunately, there are alternatives that may work
better in some cases.
To export data from Outlook, follow these steps:
1. Select File _ Import and Export to display the Import and Export Wizard. If you
have the Microsoft Outlook Business Contact Manager installed, you will need to
select File _ Import and Export _ Outlook
2. Select Export to a file option.
3. Click Next to continue.
4. Choose the type of file you want to create. Most of the format options are best suited
for exporting contact information.
5. Click Next to continue. If this is the first time that you have exported data to a
particular format, you may need to insert your Outlook CD-ROM so that the correct
export filter can be installed.
6. Select the folder that you want to export. If you choose a folder other than Contacts,
you may not be pleased with the results ” especially if you hope to save messages.
See “Saving Outlook messages” later in this chapter for a better way to save your
message text.
7. Click Next to continue.
8. Specify a name for the exported data file.
9. Click Next to continue.
10. Verify the actions to be performed, and then click the Finish button to export the
data.

Be sure to open the exported data file to verify the contents before you delete the data within
Note
Outlook. You may discover that the exported data is incomplete or unusable, and it is far better
to determine this while you can still recover the information in Outlook.


Saving Outlook messages
If you look at data that you™ve exported from Outlook, you may be somewhat less than
thrilled with the results. The reason for this is that data you export is generally saved in a
database type of format, and this may not be what you intended ” especially if you were
trying to save a message for use in another program.
When you want to save a message, there™s another way to do so that will generally produce
better results than exporting the message. Follow these steps to save a message as a text file:
Chapter 10 ¦ 255
Integrating Outlook with Other Applications


1. Select the message that you want to save.
2. Select File _ Save As to display the Save As dialog box, shown in Figure 10-10.




Figure 10-10: Save a message rather than exporting it if you want the message
text to appear in a file.

3. Choose the destination for the file.
4. Enter a filename for the message. By default, Outlook will use the message subject
as the filename.
5. Click Save to save the file.
When you save a message as a text file, Outlook includes the message header information at
the top of the text file. This makes it easy for you to see the information such as who sent the
message, the message date, the recipients, and the subject line. Following all of this, you™ll
see the message text.

Tip Saving a message as text does not save any message attachments. Be sure to save any
important attachments separately.


Summary
Outlook is a capable program, but that doesn™t mean you have to use it in isolation. As you
learned in this chapter, Outlook works well with other programs. You saw that Outlook
integrates with the other programs in Microsoft Office. You also learned how to use
Outlook™s Contacts list to produce form letters using mail merge. You saw that sending e-mail
from within other applications is sometimes easier than switching back to Outlook, and you
learned how to share data between Outlook and other programs.
¦ ¦ ¦
11 CHAPTER



Comments
and Reviewing
Functions . . . .


in Word In This Chapter

Adding comments to
documents

Marking documents
with revision marks

F or many people ” especially those employed in the
Comparing and
publishing business ” Word™s reviewing tools have become
merging documents
an essential part of our word-processing arsenal. You might
remember a few years ago when word-processed documents
Comparing
were still being marked up by hand. FedEx made a lot of money
documents side by
from the publishing business in those days, as editors would
side
make changes to printed copies of pages and ship them to
authors, who would make their changes and ship them back.
Using Reading
These days, FedEx isn™t doing quite so well off publishers, and Layout view
the publishing business has sped up. Everyone working on a file
can now make changes to an electronic version and e-mail it to
. . . .
the next person. It™s much easier, much quicker, and far less
hassle. This chapter looks at the tools that Word provides to you
for comments and reviews, tools that enable people to add
information to your documents, yet still provide you with the
power to approve or disapprove the changes.
There are two ways for people to make comments or changes to
a document in a collaborative setting. You can place comments in
the document, or you can track changes with the reviewing tools.
¦ Comments are great for when you don™t want to change
the text itself, you simply want to add your own
thoughts to it.
¦ The track changes/reviewing feature is a more advanced
feature that enables two or more people to actually
modify the document, with Word tracking who made
each change.
Part II ¦ Collaborating and Integrating with Office 2003
258


Placing Comments in Documents
Word™s comments feature is a quick and easy way to add ancillary information to a
document. You can use comments to leave reminders for yourself or notes to other people.
Comments do not affect a document™s formatting, and they do not print with the document
(unless you specifically tell them to). Therefore, you can insert comments anywhere
without worrying about them ending up in your final printout by mistake.
To insert a comment, choose Insert_Comment. Word places brackets around the word you
just typed, inserts a tag showing your initials, and either opens the Reviewing pane ” if
you are in Normal or Outline view (see Figure 11-1) ” or displays a comment balloon in
the right margin if you are in any other view. It also opens the Reviewing toolbar. You can
now type your comment.

Word assigns reviewer initials based on the information in the User Information tab of
the Options dialog box (Tools_Options). The Reviewing pane also shows your name, in
Note
the center of the comment™s title bar. If you want to be identified differently, simply edit
the User Information tab.




Figure 11-1: A comment placed into a document.
Chapter 11 ¦ Comments and Reviewing Functions in Word 259

You can switch between the Reviewing pane ” which contains both comments and
information about reviewing changes, which is covered later in this chapter ” and your
document-editing area by clicking in either area or by pressing F6. You can adjust the size
of the Reviewing pane by dragging the split bar that separates the two panes on your
screen, and you can close it by double-clicking the split bar.
You can also use the Reviewing toolbar (View_Toolbars_Reviewing) to work with
Comments. This toolbar is intended mainly for use with the Reviewing features, which
you learn about later in the chapter, but it also has a few comment-related features. The
toolbar includes the Insert Comment button and the Delete Comment button. You click the
Insert Button at the point where you want to place a comment; you click inside a comment
and then click the Delete Comment button to remove a comment. The Reviewing Pane
button opens and closes the Reviewing pane. In Figure 11-2, the toolbar has been
expanded. Not all the buttons appear by default. You can add several other comment
buttons, including Previous Comment and Next Comment (used to move between
comments) and Edit Comment.

Tip
To turn the display of comments on and off, you need to click the Show drop-down arrow
on the Reviewing toolbar and select Comments from the list.




Figure 11-2: The Reviewing toolbar.


Working with comments
Comments can be identified in a number of ways, even while the Reviewing pane is closed.
Assuming that you have turned on the display of comments in the Reviewing toolbar
(Show_Comments), comments can be seen in all views. A light pink background is placed
behind the word to which the comment is attached and behind the reviewer™s initials. In
addition, the word being commented on is enclosed in red brackets, and the initials are
enclosed in black brackets. When you click on comment text inside the Reviewing pane,
the corresponding comment tag within the document is shown with a deeper pink and
darker, thicker red brackets.
In some views (Print Layout, Web Layout, Reading Layout, and Print Preview), you see a
comment balloon instead of the pink background and brackets within the text (see Figure
11-3). The balloon appears in the margin to the right of the comment and has a pink
background. Comment balloons are visible in the views just mentioned unless the display
of balloons has been turned off. Click the Show button on the Reviewing toolbar and select
Balloons to see if Word is set to Always Show Balloons or Never Show Balloons. (Note
that you can choose View_Markup to turn off the color behind the comment but leave the
initials in place.)
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260




Figure 11-3: The comment balloon.

To reopen the Reviewing pane ” in which you can read comments ” double-click a
comment mark in the document or click Reviewing Pane on the Reviewing toolbar. If you
plan to insert or edit multiple comments, you can leave the Reviewing pane open while you
work on your document.
When you select a comment in the Reviewing pane, Word automatically highlights the
corresponding document text. If you want the comment to refer to more than one word in the
document, select the text before inserting the comment.

Deleting comments is generally quite easy. Place the cursor immediately after a comment and
Tip
press the Backspace key twice. Alternatively, you can right-click inside the comment, or in the
comment text inside the Reviewing pane, and select Delete Comment.


Inserting voice comments
If your computer has sound capabilities ” and most do these days ” you can use voice
comments to add some personality to your comments. You can even combine text and voice
comments for the same reference area. Just create a standard text comment using the tech-
niques described earlier. Then, with your insertion point directly after the comment mark in
the document window, add the voice comment.
To insert a voice comment, follow these steps:
1. Position your insertion point where you want the voice comment to appear. If you
want the comment to refer to a specific section, select the text before you proceed.
Chapter 11 ¦ Comments and Reviewing Functions in Word 261

2. Click the Insert Voice button on the Reviewing toolbar. The Reviewing pane opens,
the normal Comment brackets and shading are placed in the document, a
loudspeaker icon is placed inside the Reviewing pane, and Windows Sound
Recorder opens (see Figure 11-4).
3. Click the red Record button in Sound Recorder ” the last button at the bottom right
” and begin speaking.
4. Record your words and then click the black-rectangle Stop button in Sound
Recorder when you have finished. You can record up to 60 seconds.
5. Close Sound Recorder.




Figure 11-4: Use Sound Recorder to add a voice comment.


Before you create sound comments, be sure you know whether the other people looking
Tip
at the document also have sound capabilities on their computers. If they don™t, they
won™t be able to listen to your comments.

To listen to a sound comment, simply double-click the loudspeaker icon in the Reviewing
pane. You also can right-click the icon, point to Sound Recorder Document Object in the
shortcut menu, and then choose Play.
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262

Don™t think, however, that you can use voice comments all over the place ” whenever and
wherever you want. Voice comments take up a lot of room. A single short comment may
make the file too large to fit on a floppy disk for instance, or too large to place in an e-mail
message.

If your computer system is pen-equipped, you can also add handwritten pen comments.
Note
Pen comments are treated like drawing objects.


Changing and manipulating comments
Working in the Reviewing pane, you can edit and format comments just like any other text.
Use any of the techniques in the next section to find the comment that you want to edit or
format, and then fire away. You can include most Word elements in a comment; graphics,
frames, and even tables are all fair game. The TC (table of contents entry) and XE (index
entry) fields cannot be inserted in comments, but most things that you can use in a regular
document can also be used in a comment.
You can move, copy, or delete comments just like any other element. Just remember that you
first must select the comment mark before you can move, copy, or delete it. When you
move, copy, or delete comments, Word automatically renumbers the comment marks both in
the document window and in the Reviewing pane.
To move or copy a selected comment to different locations in the same document, or even to
different documents, use any standard cut, copy, or paste technique, including dragging and
dropping with the mouse.
The Replace feature can globally delete all comments in your document. Just choose
Edit_Replace and type ^a in the Find What text box. Leave the Replace With text box
blank, and choose the Replace All button.
If you plan to pass the document back to the original reviewer or to someone else for further
edits, you can answer a comment inserted by someone else. After you view a particular
comment in the ScreenTip to which you want to respond, place the insertion point to the
right of the mark and then click the Insert Comment button on the Reviewing toolbar. Word
then inserts a new comment directly following the current one, and Word also moves the
insertion point to the Reviewing pane, in which you enter your comment. The new comment
with your initials appears right after the original reviewer™s comment, and all comments are
renumbered accordingly. Figure 11-5 shows a new comment inserted in response to an
existing comment. Note the different initials and the renumbering of the other comments. In
addition, comments by different reviewers are displayed in different colors both in the
document and in the Reviewing pane.
Chapter 11 ¦ Comments and Reviewing Functions in Word 263




Figure 11-5: A response comment.


Reviewing comments
When the Reviewing pane is open, you can view all comments attached to the document
simply by scrolling through the pane, just as you scroll through any other text. By default,
all comments are visible when the Reviewing pane is open.
To review comments sequentially, you can use the Next Comment and Previous Comment
buttons on the Reviewing toolbar. The vertical scroll bars in both the document and
Reviewing pane also contain Next Comment and Previous Comment buttons below the
scroll arrows. The button between Next and Previous is the Select Browse Object button,
with which you can specify the type of object that you want to review. To move through
comments, click the Select Browse Object button and then select Browse by Comment
from the displayed palette.
To search for a specific comment or for comments from specific reviewers, use the Go To
feature, which you can access by choosing Edit_Go To, pressing Ctrl+G, or pressing F5.
Word numbers comments sequentially for all reviewers throughout a document, but
comments by individual reviewers are not numbered separately. As comments are inserted
or deleted, the existing comments are renumbered accordingly.
To search for a specific comment, follow these steps:
1. Choose Edit_Go To, press Ctrl+G, or press F5. The Find and Replace dialog box
appears with the Go To tab displayed.
Part II ¦ Collaborating and Integrating with Office 2003
264

2. Select Comment in the Go to What list. Figure 11-6 shows the Go To tab with
Comment selected.




Figure 11-6: The Go To tab of the Find and Replace dialog box with Comment
selected.

3. Do one of the following:
• To find a specific reviewer™s comment, select that reviewer™s name from the Enter
Reviewer™s Name drop-down list. The names of all reviewers who have added
comments to the document appear on this list.
• To find a specific comment, enter the number of that comment (without the
reviewer™s initials) in the Enter Reviewer™s Name text box. Note that when you
enter a number, the Next button in the Go To dialog box is replaced by a Go To
button.
• To find a comment that is positioned relative to your current location, enter a
number preceded by a plus or a minus sign. For example, to find the third
comment following your current position, enter +3 in the text box.
4. If you specified a comment number or a relative position, click the Go To button. If
you specified a reviewer, click the Next or Previous button to jump to the next or the
previous comment for that reviewer.
The insertion point jumps to the specified comment mark in your document window.
You then can view, edit, or delete that comment.

You also can use Word™s Find feature to search for comment marks without specifying a
Tip particular comment or reviewer. Just choose Edit_Find to open the Find and Replace
dialog box. Type ^a into the Find What box. When you use this feature to find a com-
ment, Word opens the Reviewing pane and then moves the insertion point to the next or
previous comment (depending on your Search rule) inside the Reviewing pane.


If you want to prevent reviewers from changing a document, you can protect the docu-
Note
ment for comments. That way, the only elements that anyone can add to that document
are comments.
Chapter 11 ¦ Comments and Reviewing Functions in Word 265


Printing comments
Comments print depending on the manner in which you display them.
¦ Hide the balloons, hide the Reviewing pane, and print. Your document prints
without comments.
¦ Show the balloons and print, and your document prints with the balloons in the right
margin. Note, however, that Word may have to adjust the margins to provide room
for the balloons.
¦ Open the Reviewing pane, click inside the pane, and print. The Reviewing pane
itself is printed, without the rest of the document.

Highlighting text
The Highlight button on the Reviewing or the Formatting toolbar is another tool for online
document revision. The button, and the ScreenTip text that appears when you point at it,
indicates the current color selection.
You can use the Highlight button in several different ways:
¦ Select the text and click the button to color the text background.
¦ Select the text and click the Highlight down-arrow; then choose a color from the
drop-down palette of colors.
¦ Don™t select any text. Click the button or select a color, and the mouse pointer
changes into a pen. Drag the pen across the text you want to color or, if you want to
highlight only a single word, double-click that word. To discontinue highlighting,
click the Highlight button again or press Esc. The highlight gives the effect of
having marked the text with a colored felt pen.

Tip If you plan to print the document, be sure to use a light color. This way, the text shows
through the highlight.

After you have added your highlighted comments or revisions, you can use the Edit_Find
command to locate each occurrence. Select Highlight in the Format list and then click Find
Next.
To change the color of all the highlighted text in the document, use the Replace option on
the Edit menu. Start by selecting a new highlight color; then choose Edit_Replace, place
the insertion point in the Find What text box, and select Highlight from the Format button
menu. Place the insertion point in the Replace With text box, and again select Highlight
from the Format button menu. Click Replace All, and the old color is replaced with the new.

Tip The View tab of the Options dialog box (Tools_Options) includes an option for showing
or hiding the highlight both on-screen and when the document prints.
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Using Reviewing Tools
You can use the Track Changes/Reviewing feature to keep track of the changes made to a
document, no matter how many people work on it. Instead of each person actually
changing the original document as he or she edits it, changes are marked as revisions that
can later be accepted and incorporated into the document or rejected and discarded. The
Reviewing toolbar has all of the tools you need for tracking as well as processing changes
to your documents.

You can protect your document to stop reviewers making changes to the document with-
Note
out tracking changes.


Adding revision marks
To have Word mark additions, deletions, and format changes automatically, turn on the
Track Changes option. After you turn on change tracking, any changes that you make are
marked. For example, if you move text, the text in the original location does not disappear,
but it is marked for deletion. Likewise, the text in the new location is marked for insertion. If
you delete text that was added while editing, however, that text actually is deleted. Word
also provides change tracking for changes in formatting as well as in text.

Before you begin marking a document, save a copy of it under a different name. That
Tip
way, you can always go back to the original if any problems arise or you need to double-
check something.

To turn on change tracking, choose Tools_Track Changes, press Ctrl+Shift+E, or double-
click the TRK box in the middle of the status bar. The Reviewing toolbar opens
automatically. By default, Final Showing Markup appears in the drop-down list box. But if
you don™t want revision marks to be displayed while you work (they can be very
distracting), select Final. Word will continue marking the changes, you just won™t be able
to see them until you change this setting.
Working in a document that displays all changes can be very confusing. With Final selected,
you can go ahead and make whatever changes you want and forget about tracking . . . with
one caveat. If you turn off the tracking of changes for some reason, you may forget to turn it
back on because you are used to working without seeing the changes marked.

To turn off tracking, double-click the TRK box on the status bar, right-click the TRK box
Note
and select Track Changes, or click the Track Changes button on the toolbar.
Chapter 11 ¦ Comments and Reviewing Functions in Word 267


Viewing changes
Now that you™ve made a few changes, how can you see them? Select one of the Display for
Review settings from the drop-down list box on the Reviewing toolbar:
¦ Final Showing Markup: Shows the final document ” containing all changes made
” and marks all the changes so you can quickly see them.
¦ Final: Shows the way the final document would appear if you accepted all the
changes. The changes are not marked in any way.
¦ Original Showing Markup: This is very similar to Final Showing Markup, with the
exception that formatting changes are not included. For instance, if you changed a
paragraph from one format to another, the paragraph will be shown with the original,
not the final, formatting.
¦ Original: This shows the document as it appeared before changes were made.
To see the changes you need to select either Final Showing Markup or Original Showing
Markup, which are very similar. In most cases, you™ll probably want to use the former. The
latter is the same with the exception that you will see the paragraph and font formatting that
was in the original document rather than the final.
And what exactly will you see? Something like that shown in Figure 11-7.
¦ Text that has been added is shown underlined.
¦ Deleted text has a strikethrough line through it (although you don™t see it in Page
Layout view, it™s simply removed).
¦ A vertical line is placed in the document margin next to changes.
¦ Changes from various reviewers are shown in different colors (up to eight
reviewers).
¦ Point at a change and pause for a moment, and a box opens describing the change
and telling you who made it and when (choose Tools_Options, click the View tab,
and then click to enable the ScreenTips option in the Show section for this to work).
¦ In Print Layout, Reading Layout, Web Layout, and Print Preview, you™ll see
balloons in the right margin with lines pointing to the changes. The balloon text
explains the change made. For this to work, Show_Balloons_Always Use
Balloons must be selected on the toolbar. You can also choose Show_Balloons_No
Insertion/Deletion Balloons to limit the number of balloons that appear. With this
option selected, you see only balloons describing formatting changes.
¦ Choose Show_Insertions and Deletions to turn off the display of underlining,
strikethrough, and color for insertions and deletions. Show_Formatting turns off the
display of Formatting changes.
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¦ Click the Reviewing Pane button to open the pane. Then scroll through to see a
list of all the changes made in the document, with the name of the reviewer in the
middle of each item™s title bar. The title bar also shows the time and date of
the change.




Figure 11-7: A document with revisions marked.


Reviewing, accepting, and rejecting changes
As you can see, you can view all the changes that have been made, and even tell who made
them. You can read through, figure out which changes you want to keep, and accept or
deny changes. When you accept a change, the revision marking for that item is removed. In
other words, text marked for deletion is cut from the document, text marked as inserted text
is incorporated into the document, and text marked for reformatting is reformatted.
Use the Reviewing toolbar buttons to quickly review changes:
¦ Jump between changes using the Previous and Next buttons.
¦ Accept a selected change by clicking the Accept Change button.
Chapter 11 ¦ Comments and Reviewing Functions in Word 269

¦ Click the triangle on the Accept Change button to open a menu, and select Accept
Change, Accept All Changes Shown, or Accept All Changes in Document (to accept
all changes in the document in one fell swoop).
¦ Click the Reject Change button to reject the selected change.
¦ Click the triangle on the Reject Change button to open a menu, and then select
Reject Change, Reject All Changes Shown, or Reject All Changes in Document (to
reject all changes in the document in one fell swoop).

Good news! When you click on Accept Change or Delete Change, the change is ac-
cepted or rejected . . . and Word doesn™t move. You can now see the change you™ve just
Note
made, and then click the Next button to move on. That may not sound important, but
some versions of Word automatically jumped to the next change when you accepted or
rejected a change so that you couldn™t see the change being incorporated. (You need to
see the incorporation because it™s hard to anticipate what the final text will look like.)
This jumping to the next change was a huge mistake, and Word has finally returned to
this way of working after several years of experimenting with the other method.

Note also that you can use the right-click pop-up menu to accept or reject revisions.

Customizing revision marks
You can change the options that control how revision marks appear in the document.
Choose Tools_Options and click the Track Changes tab. Alternatively, right-click the TRK
box in the status bar and select Options to open the Track Changes dialog box (see Figure
11-8). Table 11-1 describes the available options in this box.




Figure 11-8: The Track Changes dialog box.
Part II ¦ Collaborating and Integrating with Office 2003
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Table 11-1
The Track Changes Dialog Box
Option Function
Insertions Lets you choose how inserted text should be marked: under
lined, shown only with a color, bold, italic, double-underlined, or
shown with a strikethrough. You can also select the color to be
used for the insertion. By default it™s set to By Author, meaning
Word selects a different color for each reviewer.

Deletions Lets you choose how deleted text should be marked. In addition
to the methods explained earlier, you can also have Word hide
the text or replace the text with a # or ^ symbol.

Formatting Lets you choose how Formatting changes should be indicated.

Changed Lines Enables you to tell Word where to place the vertical line
indicating a change ” on the left border, the right border, or the
outside border . . . or to omit them altogether.

Comments Color Enables you to define how Word should color comments ”
different colors for each person entering comments or a specific
color for all of them.

Use Balloons Mode Enables you to define the manner in which balloons are
handled ” whether or not to use them at all and whether to
display them for insertions and deletions.

Preferred Width Lets you define the width of the balloons. Remember that
balloons take up room in the margin, and Word has to “squeeze”
the document to make room.

Measure In Lets you choose the units used for measuring the balloon width.

Margin Lets you choose which margin Word should place the balloons in.

Show Lines Lets you choose to have lines drawn from the balloons to
Connecting to Text the point in the text that they relate to.

Paper Orientation Affects how the document prints with balloons displayed. You
can force Word to print the document in landscape orientation,
to print in the mode for which the document is set up, or to
automatically select the most appropriate. (Note that this doesn™t
affect how the document appears in Print Preview, only how it
prints.)

Comparing and merging documents
Here™s a neat trick. Suppose you received a document that has been revised, but without
tracking turned on. Or perhaps you didn™t protect the document, and a reviewer turned
off tracking.
Chapter 11 ¦ Comments and Reviewing Functions in Word 271

Well, you can add revision marks to a revised version of a document that was edited with
the change tracking feature not enabled. When you use this feature, the original document
is not changed. The revised document is marked for your review instead. Text that appears
in the original document but not in the revised version is marked for deletion, and text that
appears for the first time in the revised document is marked for insertion.
You can use this comparison feature a couple of different ways:
¦ You can use it to compare two documents, and see a new document showing the
differences between the two.
¦ You can use it to merge documents together, adding changes made to a copy ” or
multiple copies ” back into the original.

Comparing documents
First take a look at how to compare documents. You open a document, select another
document to compare to it, and then Word creates a third document that shows you the
changes. This can be a little confusing at times because it™s hard to figure out where all the
changes came from. Think of it this way: You are creating a new document that shows you
the revisions you would have to make to the second document in order to turn it into the
first document you opened. Here is what you see in the third document that Word creates:
¦ Text that is in the first document but not the second is marked with revision marks
and shown as an addition
¦ Text that is in the second document but not in the first is marked as a deletion
The system, it seems, is designed for comparing a revised document with the original. That
is, you open the revision and then select the original to compare with the revision.
However, you can open in any order you prefer.
To compare two versions of a document, follow these steps:
1. Open a document.
2. Choose Tools_Compare and Merge Documents. Select the document to compare
with.
3. Make sure the Legal Blackline check box is selected ” when it is, the button to the
right will show the label Compare.
4. Click the Compare button.
5. If either of the documents has content that is already marked with revision marks,
Word tells you that if you continue it™s going to carry out the process under the
assumption that revision marks should be accepted. Click the Yes button to continue.
6. Word now creates a new document, a copy of the first one you opened, and marks
the differences between the two. Depending on the size of the document, this could
take some time.
7. After you have marked a document using this technique, you can follow the
procedures described earlier for accepting or rejecting the changes.
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What is Legal Blackline? The wrong label! The way this is set up really doesn™t make
sense. If you want to compare documents, you have to select Legal Blackline. If you
want to merge documents, you have to clear the Legal Blackline check box. Legal
Blackline is simply the term given by Microsoft to the compare process, breaking two
basic rules of software development: don™t use multiple terms for the same function or
component, and don™t use ambiguous terms. Why are they using this term? Perhaps
because WordPerfect was, for a long time, the word processor of choice for law firms,
and Microsoft has had a long-term strategy of competing with WordPerfect. In the legal
business, blacklining (not blackline) is the process of marking one document to show
how it differs from another.
Notice also the Find Formatting check box. This check box tells Word to look for not only
content additions and deletions, but changes in formatting. If selected, Word will place a
bar indicating a change next to lines that contain formatting changes. For instance, if a
word is normal text in one version, and bold in another, Word marks it with the revision
bar in the margin.

Merging comments and revisions from multiple reviewers
Chapter 28 of Wiley™s Word 2003 Bible discusses how you can route documents to multiple
reviewers ” you can send a single document, passing from one to another ” but you can
also send a copy of the document to all the reviewers at once. Word provides a way for you
to merge multiple documents into one, so you can see all the revisions in a single
document. To merge comments and tracked changes, do the following:
1. Open a copy of the original document to which you want to merge the changes.

Make sure that all the revised documents that you want to merge have been marked for
Note
revisions. If changes were not tracked for any document, open that document and com-
pare it to the original. Save the document with the revision marks included, and then
merge it into the original.

2. Choose Tools_Compare and Merge Documents.
3. Select one of the shared documents that has changes you want to merge with the
original file.
4. Clear the Legal Blackline check box. In effect, you are telling Word that you want to
Merge documents, not compare. The button to the right now says Merge.
5. Click the triangle on the right side of the button, and a little menu opens.
6. Select one of the following:
• Merge: Word marks up the second document, showing additions and deletions as
if they had been made directly in the second document; you might think of this as
merging the original document into the new document.
• Merge into Current Document: Word adds the revisions to the original.
Chapter 11 ¦ Comments and Reviewing Functions in Word 273

• Merge into New Document: Word creates a new document showing the
revisions. Why would you do this? After all, if you compare the original with a
single modified document, the new document will exactly match the modified
document. But you could merge one revised document into the original,
compare the modified original with another revised document, and end up with
a new document showing the changes between the modified original and the
second revision.
7. Repeat steps 2 through 6 for each revised version of the original document.
Any comments or revisions that were already in the original document remain. Word
uses different colors to distinguish the merged comments and revisions for each of as
many as eight reviewers.
After merging the reviewed copies of the document, you can examine all the comments and
proposed changes and either accept or reject them as discussed before.

Comparing side by side
Word provides another way to compare documents, a tool that helps you visually compare.
Open the two documents you want to compare, and then select Window_Compare Side by
Side With. You should see a list of the documents you have open. Select the one you want
to compare with, and click OK.
Word opens a small toolbar with these three buttons:
¦ Synchronous Scrolling: Click this button to turn synchronous-scrolling mode on
and off.
¦ Reset Window Position: Click this button to place the two documents side by side
on your screen, if they are not in such a position already.
¦ Break Side by Side: Click this button when you™re finished to turn off the Compare
Side by Side mode.
The two documents will probably be placed on your screen side by side ” but maybe not. If
not, click the Reset Window Position button. You can switch between different modes as
often as you like. Click one document™s Maximize button (on the window™s title bar) to open
it up; then click Reset Window Position to bring it back to the side-by-side position.
With Synchronous Scrolling mode turned on, you can scroll in one document and the other
document scrolls down, too. So if you have two versions of the same document ” an
original and a revised version ” you can scroll through the two documents at once, and
view the changes.


Reading Layout View
Word 2003 has a variety of features intended to help users read documents. Microsoft has
been gradually developing a variety of e-book tools and features ” such as Microsoft
Reader ” over the last few years, and some of these have found their way into Word.
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These changes are in recognition of the fact that people spend a lot of time using Word to
read documents, not just create them. Corporate users often e-mail each other documents,
which recipients may read on-screen. In many cases, however, recipients print the
documents before reading them because reading on-screen is not very comfortable. The e-
book tools Microsoft has created are intended to make reading on-screen easier and more
pleasant, making the wasteful practice of printing before reading unnecessary in many cases.
This is all part of a larger strategy of introducing the concept of e-books to the world. For
example, in November 2002 Microsoft released Windows XP Tablet PC Edition, an
operating system designed for use with the new Tablet PCs released by most major PC
manufacturers at the same time.

What™s a Tablet PC? It™s a laptop-sized computer with a touch screen that works with a
pen (stylus) to give you the flexibility of pen and paper for note taking and similar tasks.
Note
Some Tablet PCs look just like laptops . . . until you spin the screen and close it so that
the screen is on the outside. Others don™t even include a keyboard. You can™t open
them, they™re simply rectangular blocks with a screen on one side.

You™ll find the new Reading Layout view a much easier way to read documents than any of
the other views, even the Print Layout view. It™s a great way for someone revising a
document to read through the document on-screen. And the good news is that the reviewer
can still make revisions to the document in Reading Layout view.
The Reading Layout view isn™t intended to match Print Layout view. The purpose isn™t to
show you what the page would look like on paper, so page breaks will be different in
Reading Layout view than what you see if you print the document.
To get to Reading Layout view, click the Read button (on the Standard toolbar), or choose
View_Reading Layout. The Word window changes to display your document in two
pages. Most of the tools around the window are removed ” the status bar, the Document
Map and task pane, if they™re open, most of the toolbars, and so on. You are left with a
special Reading Mode toolbar, and a Reading Mode Markup toolbar (which is the same as
the Reviewing toolbar covered earlier). You can replace components if you wish. For
example, click the Document Map button to display the Map again (see Figure 11-9). And
if you prefer, you can view two pages at a time. Simply click the Allow Multiple Pages
button button near the right end of the toolbar.
Chapter 11 ¦ Comments and Reviewing Functions in Word 275




Figure 11-9: Viewing a document in Reading Layout view.


Note When you switch a multi-column document to Reading Layout view, you lose the col-
umns ” Word displays it in a single-column layout.


Moving around in Reading Layout view
You have a variety of ways to move around in Reading Layout view. Table 11-2 describes
these methods.
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Table 11-2
Moving Around in Reading Layout View
Button or Key Name Action
Up and Down Arrow keys
Page Up and Page Dn keys Moves you through the document a screen at a time.

Start of Document button The last button on the Reading Layout toolbar; this displays
the document™s first page.

The scroll bar Use as normal to move around ” of course, in Reading
view you™ll move page by page, not line by line.

Thumbnails button Click this to display thumbnail images of your pages. Use
the scroll bar to move through these images, and click on
an image to go to that page.

Document Map button Click to display the document map; use as usual. Note that
you can use the Document Map or the Thumbnails, but not
both at the same time.

Find button Use as usual; you can search for text, go to a specific page
number, and so on.

Changing text size
Reading layout is all about legibility, so if you wish, you can change the text size to make
the document easier to read. Simply click Increase Text Size and Decrease Text Size buttons
on the toolbar. As you do so the text gets bigger or smaller, and Word reformats the
paragraphs on the pages (or screens, as Word refers to them). The bigger the text, the less
text appears on the page, but the page doesn™t actually change size.

Note You cannot zoom into the document in this layout; the View_Full Screen and View_Zoom
commands are disabled.


Editing in Reading Layout view
You can actually edit in the Reading Layout view, but it™s a little inconvenient. When you
first open Reading Layout view, the cursor is nowhere in the document. The arrow keys
move pages, not the cursor, after all. If you want to edit text, double-click in the text you
want to work with. The cursor is now placed in the text, so you can edit as normal. You can
even use the View menu to add the toolbars you™ll need, if you wish.
To get out of Edit mode and back into normal Reading mode, press the Esc key, or simply
go to another page.
If you do make changes while in Reading Layout view, you may want to look at the effect;
click the Actual Page button near the end of the toolbar to temporarily take you out of
Chapter 11 ¦ Comments and Reviewing Functions in Word 277

Reading Layout view. While the window controls remain unchanged ” you don™t actually
go back to the previous window settings, with all your toolbars, status bar, and so on ” the
page is displayed as it would appear on paper. Click the button again to return to full
Reading Layout view.

If you have Wrap to Window turned on while working in Normal view, switch to Reading
Layout, and then switch back to Normal. Wrap to Window is automatically turned off.
Note
You can find Wrap to Window under the View tab of the Options dialog box. The Wrap to
Window option tells Word to make the text use the entire width of the screen in Normal
view.


Summary
Many Word users work in conjunction with others, and Word™s collaboration tools ”
comments, reviewing tools, comparison and merge tools, and Reading Layout view ” are
truly useful. In this chapter, you learned a number of things:
¦ Place comments into documents using the Insert_Comment command.
¦ Record and place comments into documents using the Insert Voice button on the
Reviewing toolbar.
¦ Text can also be highlighted. Select the text and then click the Highlight button.
¦ Choose Tools_Track Changes to turn on reviewing mode.
¦ The Reviewing toolbar allows you to quickly review the changes made to the
document, and accept or reject those changes.
¦ Use the Tools_Compare and Merge Documents command to see how documents
differ and to merge changes from copies into an original.
¦ Choose View_Reading Layout to open Reading mode.
¦ ¦ ¦
12 CHAPTER



Sharing Excel
Data with Other
Applications . . . .

In This Chapter

Understanding data
sharing
Some Windows applications are designed to work together. The
Pasting and linking data
applications in Microsoft Office are an excellent example of this.
These programs have a common look and feel, and sharing data
Embedding objects in
among these applications is quite easy. This chapter explores
documents
some ways in which you can make use of other applications while
working with Excel as well as some ways in which you can use
Working with XML data
Excel while working with other applications.
In addition, the chapter provides an introduction to the new XML
. . . .
features introduced in Excel 2003. XML files offer another way
to share data between applications.


Understanding Data Sharing
Besides importing and exporting files, you can transfer data to and
from other Windows applications in several other ways:
¦ Copy and paste, using either the Windows Clipboard or
the Office Clipboard. Copying and pasting information
creates a static copy of the data.
¦ Create a link so that changes in the source data are
reflected in the destination document.
¦ Embed an entire object from one application into another
application™s document.
¦ Use an XML file to store the data.
This chapter discusses these techniques and shows you how to
use them.
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Pasting and Linking Data
This section describes various ways to paste and link data.

Using the Clipboards
Whenever Windows is running, you have access to the Windows Clipboard ” an area of
your computer™s memory that acts as a shared holding area for information that you have cut
or copied from an application. The Windows Clipboard works behind the scenes, and you
usually aren™t aware of it. Whenever you select data and then choose either Edit _ Copy or
Edit _ Cut, the application places the selected data on the Windows Clipboard. Excel can
then access the Clipboard data when you choose the Edit _ Paste command (or the Edit _
Paste Special command).

If you copy or cut information while working in an Office application, the application places the
copied information on both the Windows Clipboard and the Office Clipboard. After you copy
Note
information to the Windows Clipboard, it remains on the Windows Clipboard even after you
paste it, so you can use it multiple times. However, because the Windows Clipboard can hold
only one item at a time, when you copy or cut something else, the information previously stored
on the Windows Clipboard is replaced. The Office Clipboard, unlike the Windows Clipboard,
can hold up to 24 separate selections. The Office Clipboard operates in all Office applications;
for example, you can copy two selections from Word and three from Excel and paste any or all
of them in PowerPoint.

Copying information from one Windows application to another is quite easy. The
application that contains the information that you™re copying is called the source
application, and the application to which you™re copying the information is called the
destination application.
The general steps that are required to copy from one application to another are
1. Activate the source document window that contains the information that you want to
copy.
2. Select the information by using the mouse or the keyboard.
3. Select Edit _ Copy.
4. Activate the destination application. If the program isn™t running, you can start it
without affecting the contents of the Clipboards.
5. Move to the appropriate position in the destination application (where you want to
paste the copied material).
6. Select Edit _ Paste from the menu in the destination application. If the Clipboard
contents are not appropriate for pasting, the Paste command is grayed (not avail-
able). You can sometimes select the Edit _ Paste Special command, which displays
a dialog box that presents different pasting options.
Chapter 12 ¦ 281
Sharing Excel Data with Other Applications


In Step 3 in the preceding steps, you also can select Edit _ Cut from the source application
menu. This step erases your selection from the source application after placing the selection
on the Clipboard.

If you repeat Step 3 in any Office application, the Office Clipboard task pane appears automati-
Note
cally. If it does not, select Edit _ Office Clipboard.

To see an example of how this works, try copying an Excel chart into a Microsoft Word
report. First, select the chart in Excel by clicking it once. Then copy it to the Clipboard by
choosing Edit _ Copy. Next, activate the Word document into which you want to paste the
copy of the chart and move the insertion point to the place where you want the chart to
appear. When you select Edit _ Paste from the Word menu bar, the chart is pasted from the
Clipboard and appears in your document (see Figure 12-1).




Figure 12-1: An Excel chart has been added to this Word document.
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282


Windows applications vary in the way that they respond to pasted data. If the Edit _ Paste
Note command is not available (is grayed on the menu) in the destination application, the application
can™t accept the information from the Clipboard. If you copy a range of data from Excel and
paste it into Word, Word creates a table when you paste the data. Other applications may
respond differently to Excel data.

The copy-and-paste technique is static. In other words, no link exists between the information
that you copy from the source application and the information that you paste into the
destination application. If you™re copying from Excel to a Word document, for example, the
Word document will not reflect any subsequent changes that you make in your Excel
worksheet or charts. Consequently, you have to repeat the copy-and-paste procedure to update
the destination document with the source document changes. The next topic presents a way to
get around this limitation.

Linking data
If you want to share data that may change, the static copy-and-paste procedure described in
the preceding section isn™t your best choice. Instead, you can create a dynamic link between
the data that you copy from one Windows application to another. In this way, if you change
the data in the source document, you don™t also need to make the changes in the destination
document because the link automatically updates the destination document.

Applications vary in how they handle linked data. In some situations, you may need to update
Note
the linked data manually.

When would you want to use this technique? If you generate proposals by using Word, for
example, you may need to refer to pricing information that you store in an Excel worksheet.
If you set up a link between your Word document and the Excel worksheet, you can be sure
that your proposals always quote the latest prices. Not all Windows applications support
dynamic linking, so you must make sure that the application to which you are copying is
capable of handling such a link.
Setting up a link from one Windows application to another varies slightly from application to
application. These are the general steps to take:
1. Copy the information to the Clipboard.
2. Switch to the destination application.
3. Select the appropriate command in the destination application to paste a link. This is
usually Edit _ Paste Special.
4. In the dialog box that appears, specify the type of link that you want to create. (See
the next section, “Copying Excel data to Word,” for an example.)
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Keep in mind the following information when you™re using links between two applications:
¦ Not all Windows applications support linking. Furthermore, you can link from, but
not to, some programs.
¦ When you save an Excel file that has a link, you save the most recent values with the
document. When you reopen this document, Excel asks whether you want to update
the links.
¦ Links can be broken rather easily. If you move the source document to another
directory or save it under a different name, for example, the destination document™s
application won™t be able to update the link. In such a case, you™ll need to re-
establish the link manually.
¦ You can use the Edit _ Links command to break a link. After breaking a link, the
data remains in the destination document, but it is no longer linked to the source
document.
¦ In Excel, external links are sometimes stored in array formulas. If so you can
modify a link by editing the array formula.

Copying Excel data to Word
One of the most frequently used software combinations is a spreadsheet and a word
processor. This section discusses the types of links that you can create by using Microsoft
Word to create documents that include data from Excel.
Figure 12-2 shows the Paste Special dialog box from Microsoft Word after a range of data
has been copied from Excel. The result that you get depends on whether you select the Paste
or the Paste Link option and on your choice of the type of item to paste. If you select the
Paste Link option, you can check the Display as Icon check box in order to have the
information pasted as an icon. If you do so, you can double-click this icon to activate the
source worksheet.




Figure 12-2: Use the Paste Special dialog box to specify the type of link to create.
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Pasting without a link
Often, you don™t need a link when you copy data. For example, if you™re preparing a report in
your word processor and you simply want to include a range of data from an Excel
worksheet, you probably don™t need to create a link.
If you select one of the choices in the Paste Special dialog box with the Paste option selected,
the data is pasted without creating a link.

The pasted data looks the same regardless of whether the Paste or Paste Link option is
Tip
selected.

Some Excel formatting does not transfer when pasted to Word as formatted text. For example,
Word doesn™t support vertical alignment for table cells (but you can use Word™s paragraph
formatting commands to apply vertical alignment).

Pasting with a link
If you think the data that you™re copying will change, you may want to paste a link. If you
paste the data by using the Paste Link option in the Paste Special dialog box, you can make
changes to the source document, and the changes appear in the destination application (a few
seconds of delay may occur). You can test these changes by displaying both applications on-
screen, making changes to the source document, and watching for them to appear in the
destination document.


Embedding Objects in Documents
Using Object Linking and Embedding (OLE), you can also embed an object to share
information between Windows applications. This technique enables you to insert an object
from another program and use that program™s editing tools to manipulate it. The OLE objects
can be such items as these:
¦ Text documents from other products, such as word processors
¦ Drawings or pictures from other products
¦ Information from special OLE server applications, such as Microsoft Equation
¦ Sound files
¦ Video or animation files
Many (but certainly not all) Windows applications support OLE. Embedding is often used for
a document that you will distribute to others. It can eliminate the need to send multiple
document files and help avoid broken link problems.
You can embed an object into your document in either of two ways:
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¦ Choose Edit _ Paste Special and then select the “object” choice (if it™s available). If
you do this, select the Paste option rather than the Paste Link option.
¦ Select Insert _ Object.
Caution
Embedding an object can cause a dramatic increase in the size of your document.


Some applications ” such as those in Microsoft Office ” allow you to embed an object by
Tip
dragging it from one application to another.

The following sections discuss these two methods and provide a few examples using Excel
and Word.

Embedding an Excel range in a Word document
This example embeds in a Word document the Excel range shown in Figure 12-3.




Figure 12-3: This worksheet includes a range that will be embedded in
a Word document.

To start, select A1:C17 and copy the range. Then activate (or start) Word, open the document
in which you want to embed the range, and move the insertion point to the location in the
document where you want the table to appear. Choose Word™s Edit _ Paste Special
command. Select the Paste option (not the Paste Link option) and choose the Microsoft Excel
Worksheet Object format. Click OK, and the range appears in the Word document.
The pasted object is not a standard Word table. For example, you can™t select or format
individual cells in the table. Furthermore, it™s not linked to the Excel source range. If you
change a value in the Excel worksheet, the change does not appear in the embedded object in
the Word document.
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If you double-click the object, however, you notice something unusual: Word™s menus and
toolbars change to those used by Excel. In addition, the embedded object appears with
Excel™s familiar row and column borders. In other words, you can edit this object in place by
using Excel™s commands. Figure 12-4 shows how this looks. To return to Word, just click
anywhere in the Word document.




Figure 12-4: Double-clicking the embedded Excel object enables you to edit it in place.
Note that Word now displays Excel™s menus and toolbars.


Remember that no link is involved here. If you make changes to the embedded object in Word,
Caution
these changes do not appear in the original Excel worksheet. The embedded object is com-
pletely independent from the original source.

By using this technique, you have access to all of Excel™s features while you are still in Word.
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You can accomplish the embedding previously described by selecting the range in Excel and
Tip
then dragging it to your Word document. In fact, you can use the Windows desktop as an
intermediary storage location. For example, you can drag a range from Excel to the desktop
and create a scrap. Then you can drag this scrap into your Word document. The result is an
embedded Excel object.


Creating a new Excel object in Word
The preceding example embeds a range from an existing Excel worksheet into a Word
document. This section demonstrates how to create a new (empty) Excel object in Word. This
may be useful if you™re creating a report and need to insert a table of values that doesn™t exist
in a worksheet.

Tip You could insert a normal Word table, but you can take advantage of Excel™s formulas and
functions in an embedded Excel worksheet.

To create a new Excel object in a Word document, choose Insert _ Object in Word. Word
responds with the Object dialog box. The Create New tab lists the types of objects that you
can create. (The contents of the list depend on the applications that you have installed on your
system.) Choose the Microsoft Excel Worksheet option and click OK.
Word inserts an empty Excel worksheet object into the document and activates it for you, as
shown in Figure 12-5. You have full access to Excel commands, so you can enter whatever
you want into the worksheet object. After you finish, click anywhere in the Word document.
You can, of course, double-click this object at any time to make changes or additions.




Figure 12-5: This Word document now contains an empty Excel worksheet object.
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You can change the size of the object while it™s activated by dragging any of the sizing
handles (the little black squares and rectangles) that appear on the borders of the object. You
also can crop the object so that when it isn™t activated, the object displays only cells that
contain information. To crop an object in Word, select the object so that you can see sizing
handles. Then, display Word™s Picture toolbar (right-click any toolbar button and choose
Picture). Click the Cropping tool (it looks like a pair of plus signs), and then drag any sizing
handle on the object.

Note Even if you crop an Excel worksheet object in Word, double-clicking the object gives you ac-
cess to all rows and columns in Excel. Cropping changes only the displayed area of the object.


Tip When you click outside the Excel worksheet object, the worksheet™s scrollbars, tabs, gridlines,
and so on will disappear. Any data that you have added will remain visible, however.


Embedding objects in an Excel worksheet
The preceding examples involve embedding Excel objects in a Word document. The same
procedures can be used to embed other objects into an Excel worksheet.
For example, if you have an Excel workbook that requires a great amount of explanatory text,
you have several choices:

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