Insert Subtotals in Excel and Link Data to a Word Document

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1 CHAPTER 1 Integrated Projects More Skills 11 Insert Subtotals in Excel and Link Data to a Word Document In Excel, summary statistics such as totals and averages can be calculated for groups of data by using the SUBTOTAL command. Data should be sorted before the SUBTOTAL command is used. Data can be linked between Excel and Word. When the data in Excel is updated, the subtotals in the linked Word document will also be updated. To complete this project, you will need the following files: i01_august_report.docx i01_august_sales.xlsx You will save your files as: Lastname_Firstname_i01_August_Report.docx Lastname_Firstname_i01_August_Sales.xlsx 1. Start Word. Navigate to your student files, open i01_august_report, and then Save the document in your Integrated Projects Chapter 1 folder as Lastname_Firstname_i01_ August_Report Add the file name to the footer. 2. Start Excel. Navigate to your student files, open i01_august_sales, and then Save the workbook in your Integrated Projects Chapter 1 folder as Lastname_Firstname_ i01_august_sales Add the file name in the worksheet s left footer, and then return to Normal view. 3. Make cell C3 the active cell. On the Home tab, in the Editing group, click the Sort & Filter button, and then click Sort A to Z. Only one subtotal should be displayed for each detail in a column. It is important that the column is sorted before the subtotal is applied. 4. On the Data tab, in the Outline group, click the Subtotal button. Integrating Word, Excel, Access, and PowerPoint Integrated Projects Chapter 1 More Skills: SKILL 11 Page 1 of 7 Copyright 2011 by Pearson Education Inc. publishing as Prentice Hall. All rights reserved.

2 5. In the Subtotal dialog box, under At each change in, click the arrow and select Location. Under Use function, verify that Sum is selected. Under Add subtotal to, verify that the Sales check box is selected and that all other check boxes are cleared. Compare your screen with Figure 1. Subtotal dialog box Location Sum Sales check box selected Figure 1 Integrating Word, Excel, Access, and PowerPoint Integrated Projects Chapter 1 More Skills: SKILL 11 Page 2 of 7

3 6. In the Subtotal dialog box, click OK. Scroll down to view row 125, and then compare your screen with Figure 2. A subtotal displays for each location. All details, subtotals, and grand totals are displayed. Sorted by Location Subtotals Figure 2 Integrating Word, Excel, Access, and PowerPoint Integrated Projects Chapter 1 More Skills: SKILL 11 Page 3 of 7

4 7. In the top left corner of the screen, under the Name Box, click the outline number 2. Scroll up to display row 1, and then compare your screen with Figure 3. Only the subtotals and grand totals are displayed. The list details are hidden. Name Box Outline numbers Subtotals Figure 3 8. Select the displayed range C1:D125. On the Home tab, in the Clipboard group, click the Copy button. 9. Make the Word document Lastname_Firstname_i01_August_Report the active window. Press C + e to move to the end of the document. Integrating Word, Excel, Access, and PowerPoint Integrated Projects Chapter 1 More Skills: SKILL 11 Page 4 of 7

5 10. On the Home tab, in the Clipboard group, click the Paste button arrow, and then click Paste Special. In the Paste Special dialog box, select the Paste link option button. Under As, select Microsoft Excel Worksheet Object, and then compare your screen with Figure 4. Paste Special dialog box Microsoft Excel Worksheet Object Paste link 11. In the Paste Special dialog box, click OK, and then Save the Word document. The range of Excel cells is pasted in and linked to the Word document. Figure Right-click the Excel data. In the shortcut menu, point to Linked Worksheet Object, and then click Open Link to make the Excel workbook Lastname_Firstname_i01_August_Sales the active window. 13. Maximize the Excel window. Press E to cancel the Copy command. In the top left corner, under the Name Box, click the outline number 3. All details, subtotals, and grand totals are displayed. 14. Edit the following cells: Cell Current Data Updated Data D40 $314 $57,314 D43 $70,612 $75,612 D67 $64,183 $69,183 D71 $2,845 $32, Verify that you entered the correct values, and then in the top left corner, under the Name Box, click the outline number 2. Integrating Word, Excel, Access, and PowerPoint Integrated Projects Chapter 1 More Skills: SKILL 11 Page 5 of 7

6 16. Notice that the in cell D125 has been changed to $5,447,574. Compare your screen with Figure 5. $5,447,574 Figure 5 Integrating Word, Excel, Access, and PowerPoint Integrated Projects Chapter 1 More Skills: SKILL 11 Page 6 of 7

7 17. Save your workbook. Make the Word document Lastname_Firstname_i01_August_ Report the active window. 18. Verify that the in the last row of the table is $5,447,574. If the is incorrect or if the table displays all the details, right-click the Excel data, and then in the shortcut menu, click Update Link. Compare your screen with Figure 6. The Excel and Word files are linked. Changes made in the Excel workbook are displayed in the Word document. Alternately, pressing 9 will update the linked information. $5,447, Save the Word document. Print your files or submit them electronically as directed by your instructor. You have completed More Skills 11 Figure 6 Integrating Word, Excel, Access, and PowerPoint Integrated Projects Chapter 1 More Skills: SKILL 11 Page 7 of 7

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