Using Word with Excel and PowerPoint

Learning Objectives

  • Create a Word document with customized template.
  • Create a Word document with integrated Excel table.
  • Create a Word document with integrated Excel chart.
  • Create a Word document with inserted PowerPoint hyperlink.
  • Create a Word document with inserted icon.

Up to this point in the course, each of the computer applications has been treated as separate, standalone apps. In the world of business however, each application can be integrated, in various ways, into the others to enhance the reporting, presenting, and communication tasks of business on a daily basis. Integrating Word, Excel, and PowerPoint makes business communication more effective by organizing separated information into one place for easy access and analysis.

These skills from this course to this point will now be used to see how these computer applications can be integrated to accomplish business tasks. To accomplish this, let’s look at an example scenario.

The Rowan Retail store is about to have their annual review of their sales figures and Rosamine Ruiz has been asked to write up a one-page report explaining the sales trends for the past three years for the store’s General Manager (GM). Rosamine has collected all of the information she needs and is now ready to begin her report in Word.

There are many ways in which integration can take place in a Word document. At times new content must be created. Other times content from other sources and documents need to be incorporated and integrated into the Word document. As Rosamine will discover, each document can be a mix of both new and existing content. As you work more over time with Word, you will discover additional ways to integrate many elements into one document.

Customized Word Templates

As Rosamine creates the sales report, the first step she takes is to open the Word application and create a new document using company templates—Rowan Retail Sales Report. She searches for the exact template and selects it by clicking on the image in the Word window.

A Microsoft desktop is displayed with the menu open. There is a green arrow pointing at where to open the menu and another green arrow showing where to access Microsoft Word.A Microsoft Word backstage view is open. A search for a template has been entered as "Rowan Retail Sales Report".

This is what the template for the sales report looks like. It is in newsletter form with two columns because that is the way the GM prefers the report to be formatted.

A Microsoft Word document is open with a sales report displayed. The navigation menu has been opened up to the left of the content.

Rosamine wants to customize this report, so she starts to tweak it before she starts composing.

Customize Template

The first thing Rosamine decides is to change the look and feel of the template. She changes the theme by clicking on the Design Tab then the Themes button on the far upper left. Rosamine picked the Retrospect theme, which changes the text and colors from the golden yellow color to a red/orange theme.

A Microsoft Word document is open with a sales report displayed. There are three green arrows pointing to how to change the theme of the document. The first arrow is pointing at the design tab in the ribbon menu. The second arrow is pointing at the themes dropdown menu. The third is pointing at a specific theme that has been displayed from the dropdown menu.

Next, Rosamine removes the DRAFT watermark from the report.

A Microsoft Word document is open with a sales report displayed. The navigation menu has been opened up to the left of the content. There is a green arrow pointing at the design tab in the ribbon menu. A second green arrow is pointing at the option to watermark the document. A third green arrow points in the direction of where to remove a watermark.

Still in the Design tab, she moves to the upper right buttons and selects the Watermark button.

  1. Design Tab. Variety of possible changes for a document.
  2. Watermark Button. This button inserts or removes a variety of watermarks.
  3. Remove Watermark Button. Rosamine selects this and the DRAFT watermark is removed from her report.

Excel Table in Word Document

There are a couple of ways to integrate an Excel table into a Word document.

Option 1 for Table Integration

Rosamine starts to type in her report. Along the way she decides to change the theme colors again to more of a brown color and repeats the theme change process like she did previously. She continues writing her text and now needs to add an Excel table to her report highlighting the three different store Q2 sales numbers.

She has the second quarter sales information from another report, but doesn’t have the Excel file itself to copy into her Word document. Because she has no existing Excel file, she creates her own table through the following steps:

A Microsoft Word document is open with a sales report displayed. The navigation menu has been opened up to the left of the content. There are three green arrows, the first is pointing at the cursor location. The second is pointing at the option to insert a table from the insert tab in the ribbon menu. The third green arrow is pointing at the option to insert an excel spreadsheet.
  1. Cursor Placement. Rosamine makes sure her cursor is placed in the area of her Word document where she wants to create the table.
  2. Insert Tab. She clicks on the Insert tab to display the insert button possibilities and selects the Table button.
  3. Excel Spreadsheet Option. This button creates a little Excel spreadsheet table within Rosamine’s Word document.

The Excel table is now in her Word document and ready for data to be entered. Notice how the color of the upper toolbar is displaying the Excel green and that the Home tab is selected. This is an indicator to Rosamine to know she is now working with an Excel table. She can now begin to type in the data for the table.A Microsoft Word document is open with a sales report displayed. A blank excel spreadsheet has been inserted into the word document.

Note: If at any time Rosamine clicks outside the table it will revert back to the Word document and she can double-click back on the table to open it up for data entry again.

A Microsoft Word document is open with a sales report displayed. A blank excel spreadsheet has been inserted into the word document. There are 6 green arrows pointing at various things in the document. The first shows where the cell style option is, the second shows how to select the auto sum button. The third green arrow is pointing at the center option and the fourth at how to color in the cells. Finally the fifth arrow is pointing at where to insert borders and the sixth at the option to make the content bold.

Cell Style. AutoSum. Center. Color in Cells. Borders. Bold.

Rosamine has entered the sales figures from the three different stores, and wants to make additional changes to the table. This is how she changes the table.

  1. Cell Style. Rosamine selects and formats the column of numbers to be currency cells and to display the dollars generated from sales for the second quarter of the year.
  2. AutoSum. With the bottom cell selected, Rosamine clicks the AutoSum button, which totals the three sales figures for all stores for the GM to easily see what total sales were generated from the second quarter.
  3. Center. Next, Rosamine centers the Quarter numbers by selecting the three quarter cells and clicking on the centering button.
  4. Color in Cells. The table needs a contrasting color to make the titles and totals stand out. Rosamine selects the top and bottom rows, clicks on the paint bucket button, and chooses a green color for the table.
  5. Borders. To make the table look more defined in the document, Rosamine selects the entire table, then the Border button, then selects the “thick box border” to be placed around the outside of the table.
  6. Bold. The last table change Rosamine uses is to select the titles and totals rows and bold each of them to contrast with the other data.

Now the table is complete, but it still shows too many unused cells. Rosamine resizes the table by holding down the left mouse button and dragging the sides of the table to the correct size for the report.A Microsoft Word document is open with a sales report displayed. An excel spreadsheet has been inserted into the word document. There are two green arrows pointing at the right side and bottom of the excel spreadsheet. The two arrows are indicating how to resize the spreadsheet.

Her work complete, she clicks off to the right. Her Word document is ready for more text and additional data.

Option 2 for Table Integration

What if Rosamine has access to the store sales information Excel file directly? With this scenario, she can place it directly into her Word document with no need to make her own table. Here is how Rosamine can insert an existing Excel file:

A Microsoft Word document is open with a sales report displayed. The navigation menu has been opened up to the left of the content. In a separate window an excel sheet has opened up. There are four green numbers showing the important parts of the display. The first is showing that the word document is open and active, the second shows that excel application is running. The third shows that the excel document is open and the fourth points to a sales table that has been entered into the excel spreadsheet.
  1. Word Document Open. Rosamine has the Sales Report Word document open on her computer.
  2. Excel Application Open. Rosamine opens the Excel app.
  3. Excel Document Open. Next, Rosamine opens the Rowan Retail_Q2_Sales_Totals file.
  4. Sales Table. This is the sales table to be copied into the Word document. The next step is to copy and paste the table.
A Microsoft Word document is open with a sales report displayed. The navigation menu has been opened up to the left of the content. An excel sheet with data entered is open in front of the word document. There are two green numbers showing how to select a table and how to copy a table.
  1. Select Table. With the file open, Rosamine selects the entire table (all rows and columns).
  2. Copy Table. Rosamine right-clicks with her mouse and selects the Copy function. She can also accomplish this by using the Ctrl+C keys to copy the table.

Next is getting back to the Word document. There are three ways to accomplish this:

  1. One way is to simply click on the Word window and it will move forward in front of the Excel window.
  2. A second way is to toggle back and forth with the keyboard by holding down the Alt key and tapping on the Tab key (Alt+Tab). This opens a small window displaying all the apps currently running on the computer. She can continue to hold down the Alt key and click the Tab key to scroll through the options.
A Microsoft Word document is open with a sales report displayed. The navigation menu has been opened up to the left of the content. An excel sheet with data entered is open in front of the word document. A feature to toggle between the two windows has opened up in front of the microsoft excel sheet and word document.
  1. The third option is to place the two documents side-by-side on the computer screen. This typically requires resizing of the document windows.

Now that the Word document is selected, Rosamine now places the cursor where the table should be and right-clicks with her mouse. The menu appears again. She selects the Paste Option small clipboard icon, and the table is copied into the Word document.

A Microsoft Word document is open with a sales report displayed. The navigation menu has been opened up to the left of the content. An excel sheet with data entered is behind in front of the word document. There are two green arrows pointing at the word document at where the cursor has been placed and how to past a table into the document.

This is how the document looks with the Excel table pasted into the document.A Microsoft Word document is open with a sales report displayed. The navigation menu has been opened up to the left of the content. An excel sheet with data entered is open behind of the word document. An excel sheet has been pasted into the word document.

Here is an illustration of copy and pasting using the keyboard shortcut keys (Ctrl+C, Ctrl+V) where Rosamine would first select the Excel table, copy the table, then paste it into the Word document.A Microsoft Word document is open with a sales report displayed. The navigation menu has been opened up to the left of the content. An excel sheet with data entered is open to the right of the word document.

Once the copied Excel table is in the Word document, it can be modified by double-clicking in the desired cell and then it can be changed however desired. It does not open a small Excel spreadsheet as the table created within Word in Option 1 did.

The table is now set and Rosamine is ready for more text and an additional data chart.

Excel Chart in Word Document

There are a couple of ways to integrate an Excel chart into a Word document.

Option 1 for Chart Integration

The next piece of information needed in the report is the annual sales chart. To enter this data, Rosamine makes sure her cursor is at the place in the report she wants the chart to go. She clicks back to the Insert tab and selects the Chart button.

A word document is open with a sales report displayed. A green box is highlighting the insert tab on the ribbon menu. A green arrow is pointing at the option to add a chart and a second green arrow is pointing at a blank space on the word document

The next step is to select the type of chart to use for her report. In this instance, Rosamine chooses a line chart.

A Microsoft Word document is open with a sales report displayed. The navigation menu has been opened up to the left of the content. A green arrow points at a new insert chart pop up menu. A second green arrow is pointing at the option to insert a line chart and a third arrow is pointing at the ok button.
  1. Chart Button/Line Chart. Rosamine selects the chart button and then selects a Line chart to use in her report.
  2. Chart Options. There are seven different variations for displaying a Line chart. Rosamine selects the first option.
  3. OK Button. With the desired chart selected, Rosamine clicks the OK button and the chart is placed in her report.

Next, Rosamine selects the style of line chart to use and begins to enter information to create the chart itself.

A Microsoft Word document is open with a sales report displayed. The navigation menu has been opened up to the left of the content. There are three green arrows, the first one is pointing at the chart styles, the second is pointing at a newly inserted chart, and the third is pointing at where to enter the data.

The chart will contain the total sales numbers from the last three years for each of the three retail stores. She puts the years in Column A (purple color), the name of the stores across row 1 (pink color), and the sales figures in the rest of the cells (blue color). Here is what her chart now looks like in the report.

A Microsoft Word document is open with a sales report displayed. A green arrow is pointing at the chart title of the newly inserted chart.

Rosamine clicks on the chart title box and changes the name of the chart to Annual Total Sales. Rosamine notices that the numbers are difficult to see, so she resizes the chart to make it easier to read.

Rosamine resizes the chart by clicking on the mid-points in the chart and dragging them to a larger size that still fits within the document column width.

A Microsoft Word document is open with a sales report displayed. There are two green arrows pointing at the bottom and left of the chart that has been inserted on the line chart. These two arrows point out how to resize the chart.

The General Manager will now see the rise and fall of sales over the last three years in Rosamine’s report.

To finish the report, Rosamine types in the rest of the text. Next she needs to link a PowerPoint presentation file for a reference mentioned in the report.

Option 2 for Chart Integration

What if Rosamine already had access to the Annual Total Sales chart file? She could copy and paste the chart into her document. First she opens the Excel file with the chart in it. Since she has learned to copy and paste from the previous table, she puts the Word and Excel windows side-by-side on her screen, then takes the following steps:

A Microsoft Word document is open with a sales report displayed. An excel sheet with data entered is open to the right of the word document. A green arrow is pointing at the excel sheet and at the option to copy to spreadsheet.
  1. Select chart. Rosamine selects the chart in the Excel file by clicking once on the chart.
  2. Right-click mouse. Rosamine clicks the right mouse button. She sees a menu appear and selects the Copy choice. She can also use the Ctrl+C keys to copy the chart.
A Microsoft Word document is open with a sales report displayed. An excel sheet with data entered is open to the right of the word document. A green arrow is pointing at the word document showing where to paste the recently copied excel sheet.
  1. Paste chart in Word document. With the desired chart copied, Rosamine moves over to her Word document and places the curser in the correct spot and right-clicks again to bring up the menu. In the menu she selects the Paste option and the chart is placed in the document. She can also use the Ctrl+V keys to paste the chart.
  2. Resize chart. Rosamine now grabs one of the chart border area spots and moves it to the desired size in the document.
A Microsoft Word document is open with a sales report displayed. An excel sheet with data entered is open to the right of the word document. Two green arrows are pointing at the bottom and left of the newly pasted excel chart in the word document, they are showing how to resize the chart.
  1. Change chart. If Rosamine needed to change something about the chart like the type of chart, the data in the chart, the labels, and so on, she can right-click on the chart itself, and a menu will appear that allows her to change aspects of that chart. Any changes made will not affect the original Excel file chart.
A Microsoft Word document is open with a sales report displayed. An excel sheet with data entered is open to the right of the word document. A green arrow points at a pop up window in the word document showing how you can change your chart.

If Rosamine wanted to use the copy and paste keyboard shortcut it would be exactly like the copy and paste from the table example and look like this:

A Microsoft Word document is open with a sales report displayed. An excel sheet with data entered is open to the right of the word document. Green text on the word document states ctrl+v and on the excel sheet green text states ctrl+c

To finish the report, Rosamine types in the rest of the text.

PowerPoint in Word Document

Next, Rosamine will link to a PowerPoint document with a hyperlink in a Word document.

Once again Rosamine returns to the Insert tab and selects the link button. Towards the bottom of the dropdown menu, she selects Insert Link and then finds the correct PowerPoint file location and adds that to the window.

A Microsoft Word document is open with a sales report displayed. A green box is highlighting the insert tab on the ribbon menu. A second green box is highlighting where the link dropdown menu is. The dropdown menu is open with one arrow pointing at the option to insert a link and the other at a blank space on the document where to insert the link.

Now when the GM hovers over the hyperlinked file, the location and file name will be displayed and can be clicked on to open that third-quarter sales promotions presentation for more information.

A Microsoft Word document is open with a sales report displayed. A green box highlights where a new link has been inserted.

Icons in Word

There is one more thing Rosamine wishes to incorporate into her document—a final icon.

Rosamine’s GM has a good sense of humor, so Rosamine chooses a different icon to end with in each of her reports. This time she wants a little piggy bank icon. To do this, she puts her cursor where she wants the icon to go, clicks on the Insert tab, and selects the Icon button. After scrolling down, she finds the piggy bank icon, selects it, and clicks the Insert button.

A Microsoft Word document is open with a sales report displayed. There are two green arrows displayed, one is pointing at the insert tab in the ribbon menu and the other is pointing at the icon dropdown menu.
A Microsoft Word document is open with a sales report displayed. A insert icon box has opened up. There are two green arrows, the first is pointing at the selected icon and the second at the insert button.

The little piggy is now in the document but needs a bit of adjusting. Like she can with the table and chart, Rosamine can drag the little image circle boarder to make the icon smaller. She also selects the button to have the icon move behind the text.

A Microsoft Word document is open with a sales report displayed. A green arrow shows how to resize the newly inserted icon and a second shows the layout options.
A Microsoft Word document is open with a sales report displayed.

Practice Question

Now the little piggy bank is in place, and Rosamine has finished her report. She makes sure to save her file where she can easily find it again and emails it to her General Manager. Well done, Rosamine!

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.