Subtitles of the Movie

When working in Microsoft Office, you will very frequently want to Copy and Paste items into a presentation or a document or spreadsheet. We, of course, go to the Home Tab, down to Paste. You will notice that when I go to Paste the shortcut key Control V appears automatically. I'm going to go to the pull-down though and you'll notice underneath it says Paste Special. Paste Special has the shortcut key of Control Alt V. If I were to select Paste as my choice, I would actually embed the actual picture into my file. This means that when I Copy and Paste, it has no connection to the outside source. If, however, I choose Paste Special, I will have the option of embedding or of linking. When I link, if it changes in the outside source it'll change also in my presentation. It is important to understand the difference between Paste and Paste Special for the examination. You'll also want to know the difference between linking and embedding. Let's do an example of a linked item. First I'm going to switch over to Excel. You'll notice that I have a chart prepared. I'm going to select the chart and use my favorite form a copy which is Control C. I will now go back into PowerPoint. In PowerPoint, rather than selecting Paste, I'm choosing Paste Special. Here you will notice I'm given the choice. Would I like to paste, which embeds or paste a link? I'm choosing Paste Link and I'm going to select the Excel chart object and say OK. My chart appears. I'm now going to stretch out or change it an any way that I would like but I'd like to show you how this linking works. Notice April and notice the length of the bar in April. Let's once again, go back into Excel. On Sales for April, I am going to change it to 245. By doing so you'll notice that the line got much longer. Let's again return to PowerPoint. Notice how our line, our bar is extended in PowerPoint also. The advantage of linking an item is just that. It gives us the ability to change it in the outside source and take advantage of it in the next source. Any time any of these items change in Excel, I'll have the ability to see it changed on the screen automatically. Now, please note; if your Excel document is closed at the time you open PowerPoint, you will receive a note telling you that this is linked, would you like to activate the document which it's linked from. You will always have the choice of being able to update the links or keep it the same as it was for comparison. Linking is very powerful and really helps our productivity and our error ratio. It's easier to have more accurate information when we're linking the files together.