- 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.
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.
Rosamine wants to customize this report, so she starts to tweak it before she starts composing.
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.
Next, Rosamine removes the DRAFT watermark from the report.
Still in the Design tab, she moves to the upper right buttons and selects the Watermark button.
- Design Tab. Variety of possible changes for a document.
- Watermark Button. This button inserts or removes a variety of watermarks.
- 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:
- Cursor Placement. Rosamine makes sure her cursor is placed in the area of her Word document where she wants to create the table.
- Insert Tab. She clicks on the Insert tab to display the insert button possibilities and selects the Table button.
- 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.
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.
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.
- 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.
- 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.
- Center. Next, Rosamine centers the Quarter numbers by selecting the three quarter cells and clicking on the centering button.
- 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.
- 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.
- 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.
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:
- Word Document Open. Rosamine has the Sales Report Word document open on her computer.
- Excel Application Open. Rosamine opens the Excel app.
- Excel Document Open. Next, Rosamine opens the Rowan Retail_Q2_Sales_Totals file.
- Sales Table. This is the sales table to be copied into the Word document. The next step is to copy and paste the table.
- Select Table. With the file open, Rosamine selects the entire table (all rows and columns).
- 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:
- One way is to simply click on the Word window and it will move forward in front of the Excel window.
- 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.
- 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.
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.
The next step is to select the type of chart to use for her report. In this instance, Rosamine chooses a line chart.
- Chart Button/Line Chart. Rosamine selects the chart button and then selects a Line chart to use in her report.
- Chart Options. There are seven different variations for displaying a Line chart. Rosamine selects the first option.
- 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.
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.
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.
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:
- Select chart. Rosamine selects the chart in the Excel file by clicking once on the chart.
- 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.
- 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.
- Resize chart. Rosamine now grabs one of the chart border area spots and moves it to the desired size in the document.
- 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.
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:
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.
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.
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.
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.
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.