Using Internet Tools with Microsoft Office

Learning Objectives

  • Use internet tools to enhance Excel workbooks.
  • Use internet tools to enhance Word documents.
  • Use internet tools to enhance PowerPoint presentations.

The internet is an integral part of business, whether you are searching for information, images, competitor’s websites, or comparative product prices or communicating through video chats, online meetings, or email.

This section will walk through an example scenario and show how you can incorporate information from the internet into your documents, spreadsheets, and presentations for work.

Each of Rowan Retail’s three stores is preparing a report for the success of the third-quarter sales campaign. Every store is using a different application to report their results and have integrated various internet activities into each report. Now we’ll walk through how the stores accomplished this integration.

Internet and Excel

Rowan Retail Store #2 is using Excel to plan their campaign for the Q3 sales campaign. The campaign for this store is to create a loyalty program and start with selling more dairy groceries. Like Word and PowerPoint, the same skills apply to copy, paste images and address from the internet. There is one other feature that is unique to Excel which we’ll go over.

Maurice has opened his Q3 sales campaign Excel file and wants to insert pictures of each store in the table he has made. He searches the web for the photos by first clicking the Insert tab and Online Pictures button. After finding the second store’s photo, he clicks the Insert button and then resizes the photo in the worksheet.

A Microsoft Excel sheet for a sales campaign is displayed in the cells. A bing search for store 2 is displayed in front of the excel spreadsheet.
A Microsoft Excel sheet for a sales campaign is displayed in the cells. An image of a store has been inserted over the excel sheet.

He finds and inserts the third store’s photo and now his table is complete. He wants to keep a reference for a webpage next to the table. With a browser open to the website, Maurice copies the web address and goes back to his Excel workbook. He selects a cell and pastes the address directly into the workbook.

Practice Question

 

Bonus Advanced Integration

Maurice wants to conduct research on current dairy prices to help him decide on the sales percentage. Excel has a function to allow tables from websites to be imported into a worksheet. Maurice already knows the website he wants to follow (http://www.dairy.com/market-prices).

He takes the following steps to set up the table in a new workbook tab.

  1. First, he clicks on the Data tab, then selects the Get Data > From Other Sources > From Web.
A Microsoft Excel sheet for a sales campaign is displayed in the cells. The data tab in the ribbon menu has been selected. A dropdown menu from the get data has opened and the option to get data from other sources has been selected leading to another dropdown menu. The option to get data from the web has been selected.
  1. He then types in his webpage address into the dialog box and clicks OK.
A blank Microsoft Excel sheet is open. A search dialog box has been opened and a link has been inserted from where to get the new data from.
  1. This sends Excel out looking for the website and its data. It then displays a dialog box with the information it can read. Maurice selects Table 1 and clicks the Load button.
A blank Microsoft Excel sheet is open. The search dialog box has returned several results but the option to select and load table one is demonstrated.
  1. The data table from the website is now pulled into his spreadsheet. Hooray!
An excel sheet is open with the newly loaded data table inserted.
  1. Maurice wants to make sure he has the most up-to-date information. He clicks the Data tab > Properties button > Query Properties button.
An excel sheet is open with the newly loaded data table inserted. There are three green arrows, the first one is pointing at the data tab in the ribbon menu. The second is pointing at the properties button and the third is pointing at the query properties button.
  1. A new dialog box opens and he checks the box to Refresh every 60 minutes. He can change this to whatever time frame he desires to make sure he always has updated data.
An excel sheet is open with the newly loaded data table inserted. The query properties dialog box is open and there are three green arrows displayed. The first one points at the option to set a time to refresh the table, the second one shows that the time has been set to 60 minutes and the third arrow shows that the ok button has been selected.
  1. The data table now refreshes and Maurice can conduct his research on the market price of dairy commodities.

Practice Question

Internet and Word

Rowan Retail Store #1 is using Word to present their plan for the Q3 sales campaign. The campaign for this store will be through social media and the focus on selling more sporting goods in the store. Shanda Bates is creating the Word document.

First, Shanda opens Word on her computer and decides she will use a report template. She searches for business reports. Word’s search bar uses the internet to find thousands of report templates for Shanda to use. This is one way the internet is integrated into a Word document.

A Microsoft Word document backstage view is open. There are two green boxes showing that a search for a specific template has been entered and the other one to show that the search is being performed.

 

A Microsoft Word document backstage view is open. A green arrow is pointing at a menu where specific templates under the broader search can be found.

After Shanda selects and downloads the report template, she types in the titles and other information on the first page.

A Microsoft Word document backstage view is open. A new window showing that a template has been selected and is currently being downloaded is open.

Next, Shanda begins to compose the plan and wants pictures and icons to add where appropriate, so she opens a web browser and searches for images. To find usable images she selects the Tools>Images for reuse option, which sorts the images to fit this parameter. Shanda finds a little shop icon, copies (Ctrl+C) and pastes (Ctrl+V) it into the report. She then drags it and resizes it to fit.

A google image search has been performed for, social media graphic with a creative commons license. Two green arrows show where to modify the search by adding in a labeled for reuse feature.
A Microsoft Word document is open with an image of a cartoon shop being displayed. There is a green arrow showing how to resize the newly inserted image.

Practice Question

 

She continues to search for images, but this time she uses the Online Pictures button within Word to find a usable Facebook icon.

A Microsoft Word document is open. A green arrow points to where the option to insert an online picture is.

She searches and finds an appropriate icon and clicks to insert it in her document.

A Microsoft Word document is open. An insert pictures dialog box has been opened showing that a search for Facebook creative commons has been entered.

After resizing the icon, Shanda wraps the text by the icon so that it fits on the page with the text.

A Microsoft Word document is open. A Facebook logo has been inserted. There are three green arrows showing how to wrap the image within the text.

Shanda thinks that including a link to the social media strategy video she watched to create this plan is a good idea. She searches and finds the video in YouTube, then copies the link and pastes it into the plan. Alternatively, she could click the share button and share the video on various social media platforms.

Youtube is open. There is an arrow pointing at the web address and showing that the ctrl+c feature has been used. There is another green arrow pointing at the share button underneath the video being played.

She continues to fill in the text of the plan and finish this report off. Let’s have a quick recap of the integration actions she took.

A Microsoft Word document is open. There are four green numbers showing where different parts of the document have been edited. The first number shows where the store icon is, the second shows where the hyperlinked youtube address is. The third green number shows where the graphic chart has been inserted and the fourth where the Facebook logo is.
  1. Store icon. Shanda searched the internet for an appropriate icon, copied it, pasted it, resized it, chose a layout, and dragged the icon to the place in the document she liked.
  2. Hyperlinked YouTube page. Shanda included a link to the video by finding the video on YouTube, then copying and pasting the link into the report. The link can now be clicked to take the reader to watch the video.
  3. Graphic chart. Shanda searched with Word’s Online Picture button and found a chart to display her social media campaign plan’s purpose. Like before, she copied the chart, pasted it, resized it, chose a layout, and centered the chart.
  4. Facebook icon. Shanda searched with Word’s Online Picture button to find the Facebook icon to put next to the Facebook section in her report. She copied it, pasted it, resized it, and picked the appropriate layout option, then dragged the icon to the appropriate place in the document.

These same processes of search, find, copy, paste, resize, and so on are going to be the same in Excel and PowerPoint.

Practice Question

Internet and PowerPoint

Rowan Retail Store #3 is using PowerPoint to present their campaign plan for the Q3 sales campaign. The campaign for this store is to use point-of-purchase displays to sell more gift cards for the company. Luke is creating the Q3 Plan PowerPoint presentation. He has settled on a presentation template and added the title slide.

A Microsoft Powerpoint is open and is displaying the template that has been selected to create a new powerpoint.
A Microsoft Powerpoint is open for a sales campaign.

He has now added a number of slides and is ready to enter text and more.

A Microsoft Powerpoint is open for a sales campaign. It is on the second slide of the powerpoint and a title has been entered.
A Microsoft Powerpoint is open for a sales campaign. It is on the second slide of the powerpoint. A bing search for point of purchase gifts has been entered and is displayed in front of the powerpoint.

Luke selects two images and inserts them in the slide. He decides on the image on the right and selects a slide design with that image. He also changes the name of the slide.

A Microsoft Powerpoint is open for a sales campaign. It is on the second slide of the powerpoint and two images stand next to one another. Two green arrows show that a design idea has been entered on this slide.
A Microsoft Powerpoint is open for a sales campaign. It is on the second slide of the powerpoint and it has been formatted in a way that shows the image has been converted into the background.

Now he searches for and adds more images that show ideas for displaying the gift cards.

A Microsoft Powerpoint is open for a sales campaign. It is on the third slide of the powerpoint

 

A Microsoft Powerpoint is open for a sales campaign. It is on the fourth slide of the powerpoint and a bing search for gift card display has been entered. The bing search is shown in front of the powerpoint.

Luke opens a browser and searches for gift card display ideas. He finds a link to a webpage and is brought to a Pinterest page. He likes the ideas and snaps a screenshot by pressing the PrtScn button on his keyboard. This copies the screen and he can now paste (Ctrl+V) the screenshot into a slide.

A Microsoft Powerpoint is open for a sales campaign. It is on the fourth slide of the powerpoint and a Pinterest search for gift card displays has been entered. The Pinterest search is shown in front of the powerpoint and there is a green arrow pointing at the entered search.

He now wants to add in the hyperlink to the webpage under the screen shot. He clicks on the Text Box button in the Home tab and creates a text box under the picture. Next, Luke toggles back to the browser window (Alt+Tab), selects the website address, and copies it with Ctrl+C.

Practice Question

 

A Microsoft Powerpoint is open for a sales campaign. It is on the fourth slide of the powerpoint and a screenshot of the pinterest search is displayed on the slide as well as the link to the page.

He pastes the hyperlinked address in the text box. He will now continue to add in text, tables, and charts associated with his point-of-purchase plan.

Practice Question

Check Your Understanding

Answer the question(s) below to see how well you understand the topics covered in the previous section. This short quiz does not count toward your grade in the class, and you can retake it an unlimited number of times.

Use this quiz to check your understanding and decide whether to (1) study the previous section further or (2) move on to the next section.