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Microsoft Word 2010 : Sharing Information Between Programs - Exporting and Importing Data

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9/16/2011 6:21:04 PM

Sharing Information Between Programs

Office can convert data or text from one format to another using a technology known as object linking and embedding (OLE). OLE allows you to move text or data between programs in much the same way as you move them within a program. The familiar cut and paste or drag and drop methods work between programs and documents just as they do within a document. In addition, all Office programs have special ways to move information from one program to another, including importing, exporting, embedding, linking, and hyperlinking.

Importing and Exporting

Importing and exporting information are two sides of the same coin. Importing copies a file created with the same or another program into your open file. The information becomes part of your open file, just as if you created it in that format. Some formatting and program-specific information such as formulas may be lost. Exporting converts a copy of your open file into the file type of another program. In other words, importing brings information into your open document, while exporting moves information from your open document into another program file.

Embedding

Embedding inserts a copy of a file created in one program into a file created in another program. Unlike imported files, you can edit the information in embedded files with the same commands and toolbar buttons used to create the original file. The original file is called the source file, while the file in which it is embedded is called the destination file. Any changes you make to an embedded object appear only in the destination file; the source file remains unchanged.

Linking

Linking displays information from one file (the source file) in a file created in another program (the destination file). You can view and edit the linked object from either the source file or the destination file. The changes are stored in the source file but also appear in the destination file. As you work, Office updates the linked object to ensure you always have the most current information. Office keeps track of all the drive, folder, and file name information for a source file. However, if you move or rename the source file, the link between files will break.

Once the link is broken, the information in the destination file becomes embedded rather than linked. In other words, changes to one copy of the file will no longer affect the other.

Embedding and Linking

TermDefinition
Source programThe program that created the original object
Source fileThe file that contains the original object
Destination programThe program that created the document into which you are inserting the object
Destination fileThe file into which you are inserting the object


Hyperlinking

The newest way to share information between programs is hyperlinks—a term borrowed from Web technology. A hyperlink is an object (either colored, underlined text or a graphic) that you click to jump to a different location in the same document or a different document.

Exporting and Importing Data

When you export data, you save an open document in a new format so that it can be opened in an entirely different program. When you import data, you insert a copy of a file (from the same or another program) into an open document. You can insert into a Word document a bookmarked section of a Word document or a specific range in an Excel worksheet. For example, you might import an Excel worksheet into a Word document to create a one-page report with text and a table. Or you might want to export a document as a Web page or export text as XML data or in the standard Rich Text Format to use in another program.

Import or Export Data Using Copy and Paste

Select the text or other element that you want to copy.


Click the Home tab.

Click the Copy button.

Open the destination file, or click the program’s taskbar button if the program is already open.

Select the location where you want the data to be copied.


Click the Paste button or click the Paste button arrow, and then point to a paste option icon to display a preview of the data (New!).

Click the Paste Options button, and then click the option you want.

  • You can point to a paste option icon to display a ScreenTip with the function name, and display a preview of the data (New!).

You can link a file in Word. If you start to import a file into Word, you can link it instead. Click the Insert tab, click the Object button arrow, click Text From File, select the file to link, click the Insert button arrow, and then click Insert As Link.

Export a File to Another Program Format

Open the file from which you want to export data.

Click the File tab, and then click Save As.

  • You can also click the File tab, click Save & Send, click Change File Type, select a file type, and then click the Save As button.

Click the Save in list arrow, and then select the folder where you want to save the file.

Click the Save as type list arrow, and then click the format you want.

If you want, change the file name.

Click Save.

Import a File

Click where you want to insert the imported file.

Click the Insert tab.

Click the Object button arrow, and then click Text from File.

Click the Files of type list arrow, and then click Text Files.

Click the Look in list arrow, and then select the folder where the text file is located.

To import part of a Word document or range from Excel, click Range, enter a bookmark name or range, and then click OK.

Click the text file you want to import.

Click Insert.
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