90-853: Healthcare Information Systems

Microsoft Office Suite Integration Tutorial

Wednesday, March 1, 2000

Download the tutorial database here

Basic definitions/concepts

Integration Technique	Operation	When to use	Example
Export or Import	Converting a file created in one program into a format acceptable by the other program	If one needs to duplicate the entire content of a file	Include text file or html file (from Web) in your Word report
Embed	Copying an object from a source document into a destination document; the copy retains no link to the original document it was created in	If one does not want any changes in the source object to be reflected in the destination object; or one wants to edit the information without affecting the source; when size is not a concern	Chart produced in Excel embedded into Word report
Link	Copying an object from a source into a destination document; the copy retains a direct link to the source document. A linked object is automatically updated. Note: use Paste Special command and select Paste Link option.	If one wants changes made in the source to be reflected in the destination object. If one needs a live link to information stored in other files; doesn’t want to increase the size of the destination file; and if the source file frequently updated.	Excel spreadsheet links to Access database to get latest updates

Hyperlinking Within and Between Office Documents

Program	Hyperlink Method	Specifying Location within a document
Access	Add HyperlinkAddress Property Insert Hyperlink button	Use Database Object
Excel	Insert Hyperlink button	Use Cell or Range name
PowerPoint	Insert Hyperlink button Use Action Setting	Use Slide Number
Word	Automatic formatting Drag and Drop Insert Hyperlink button	Use Bookmark

Internet Hyperlinks

Hyperlinks can also be used to provide links to the Web within Office Documents. Many of you probably routinely insert web links into Word, PowerPoint, and even Excel documents, such as this one to the course website. You can simply enter the URL and the Office program will automatically recognize and highlight the address, or you can specifically click the Insert Hyperlink toolbar button and enter the URL.

Internet hyperlinks can also be used in a Microsoft Access database. In fact, a Hyperlink is a valid data type, such that a table can contain Hyperlink fields. Below is an example of a simple database created to track web sites and associated user comments.

Table Design View: