Help for Lotus Notes 8 (basic configuration) - Adding data from other applications to a Lotus Notes document

SHARING INFORMATION WITH OTHER APPLICATIONS

Adding data from other applications to a Lotus Notes document
You can add data from other applications to IBM® Lotus R) Notes® in several ways, depending on how much data you want to add and what you want to do with it afterward.

Tip You can perform some of the tasks in the following table, such as attaching files, using your mouse.

For more information, see Dragging and dropping. .

Goal Method(s) Use this method when

Add small amounts of data in its original format. Copy part or all of a file from the application to the Lotus Notes document. The application that contains the data is available on your computer, and you can copy data from it to the Clipboard. Copying data is useful when the data is unlikely to change.

Add large amounts of data in its original format. Import the entire file into one document. You want to work with the data in Lotus Notes rather than the original application, and you also want to display the data (for example, tables, text, and pictures) in its original form. Importing data is useful when the data is unlikely to change. Importing also saves you the step of opening the file in the other application.

Add data in the context of its original application. Attach a file. The application that contained the data is available on your (and any recipient's) computer, and you want to work with the file in its original application. This method is also useful if you want to distribute the data electronically. Attaching files is particularly helpful when the file is compressed, or is a system or executable file.

Add data that updates when the original file changes. Link a file. You want to display the latest data from the application in Lotus Notes, but you still want to work with the data directly in the application. Link files when the application is available on your (and the recipient's) computer and the application supports OLE.

Add data that you can edit in place without affecting the original file. Embed part or all of a file. The source application is available and supports OLE embedding. This is useful when you want to use the source application to enter and edit data in Lotus Notes.

Add both data and the software necessary to edit it (Windows only). Embed an OLE custom control. An OLE custom control is available in your operating system, and you want to change data without needing the software available on everyone's computer.

Note If you want to link to, or embed, data, but the source application does not support OLE, you can copy, attach, or import data instead.

Dragging and dropping Documents and applications

Creating and saving Notes documents

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Goal	Method(s)	Use this method when
Add small amounts of data in its original format.	Copy part or all of a file from the application to the Lotus Notes document.	The application that contains the data is available on your computer, and you can copy data from it to the Clipboard. Copying data is useful when the data is unlikely to change.
Add large amounts of data in its original format.	Import the entire file into one document.	You want to work with the data in Lotus Notes rather than the original application, and you also want to display the data (for example, tables, text, and pictures) in its original form. Importing data is useful when the data is unlikely to change. Importing also saves you the step of opening the file in the other application.
Add data in the context of its original application.	Attach a file.	The application that contained the data is available on your (and any recipient's) computer, and you want to work with the file in its original application. This method is also useful if you want to distribute the data electronically. Attaching files is particularly helpful when the file is compressed, or is a system or executable file.
Add data that updates when the original file changes.	Link a file.	You want to display the latest data from the application in Lotus Notes, but you still want to work with the data directly in the application. Link files when the application is available on your (and the recipient's) computer and the application supports OLE.
Add data that you can edit in place without affecting the original file.	Embed part or all of a file.	The source application is available and supports OLE embedding. This is useful when you want to use the source application to enter and edit data in Lotus Notes.
Add both data and the software necessary to edit it (Windows only).	Embed an OLE custom control.	An OLE custom control is available in your operating system, and you want to change data without needing the software available on everyone's computer.