Skills © Paradigm Publishing, Inc. 1

Skills © Paradigm Publishing, Inc. 2 Skills © Paradigm Publishing, Inc. 2 Integrating Programs Word, Excel, and Access 2.1Export Access Data to ExcelExport Access Data to Excel 2.2Export an Access Table to WordExport an Access Table to Word 2.3Export an Access Report to WordExport an Access Report to Word 2.4Import Excel Data to a New Access TableImport Excel Data to a New Access Table 2.5Link Excel Data to a New Access TableLink Excel Data to a New Access Table 2.5Edit Linked DataEdit Linked Data CHECKPOINT

Skills © Paradigm Publishing, Inc. 3 Export Access Data to Excel To export an Access table, form, or query to Excel: 1. Open the database. 2. Click the desired object in the Navigation pane. 3. Click the EXTERNAL DATA tab. 4. Click the Excel button in the Export group. steps continued on next slide… Excel button

Skills © Paradigm Publishing, Inc. 4 Export Access Data to Excel…continued 5. At the Export - Excel Spreadsheet dialog box, click the Browse button. 6. At the File Save dialog box, navigate to the desired folder and then click the Save button. 7. Click the desired options at the Export - Excel Spreadsheet dialog box. 8. Click OK. Export - Excel Spreadsheet dialog box

Skills © Paradigm Publishing, Inc. 5 Export an Access Table to Word To export an Access table to Word: 1. Open the database. 2. Click the table in the Navigation pane. 3. Click the EXTERNAL DATA tab. 4. Click the More button in the Export group. 5. Click the Word option at the drop-down list. steps continued on next slide… Word option

Skills © Paradigm Publishing, Inc. 6 Export an Access Table to Word…continued 5. At the Export - RTF File dialog box, click the Browse button. 6. At the File Save dialog box, navigate to the desired folder and then click the Save button. 7. Click the desired options at the Export - RTF File dialog box. 8. Click OK. Export - RTF File dialog box

Skills © Paradigm Publishing, Inc. 7 Export an Access Table to Word…continued To change the orientation to landscape: 1. Click the PAGE LAYOUT tab. 2. Click the Orientation button in the Page Setup group. 3. Click Landscape at the drop-down list. Orientation button

Skills © Paradigm Publishing, Inc. 8 Export an Access Table to Word…continued To AutoFit the contents of the table: 1. Click the TABLE TOOLS LAYOUT tab. 2. Click the AutoFit button in the Cell Size group. 3. Click AutoFit Window at the drop-down list. AutoFit button

Skills © Paradigm Publishing, Inc. 9 Export an Access Table to Word…continued OptionAction AutoFit Contentsadjusts table to accommodate the table text AutoFit Windowresizes table to fit within the window or browser; if browser changes size, table size automatically adjusts to fit within window Fixed Column Widthadjusts each column to a fixed width using the current widths of the columns

Skills © Paradigm Publishing, Inc. 10 Export an Access Report to Word To export an Access report to Word: 1. Open the database. 2. Click the report in the Navigation pane. 3. Click the EXTERNAL DATA tab. 4. Click the More button in the Export group and then click the Word option at the drop-down list. steps continued on next slide… report

Skills © Paradigm Publishing, Inc. 11 Export an Access Report to Word…continued 5. At the Export - RTF File dialog box, click the Browse button. 6. At the File Save dialog box, navigate to the desired folder and then click the Save button. 7. Click the desired options at the Export - RTF File dialog box. 8. Click OK. Export - RTF File dialog box

Skills © Paradigm Publishing, Inc. 12 Export an Access Report to Word…continued To convert the text to a table: 1. Click the Show/Hide button on the HOME tab. 2. Move the insertion point to the left of the tab symbol. 3. Press F8. 4. Press Ctrl + End. 5. Click the INSERT tab. 6. Click the Table button. 7. Click the Convert Text to Table option at the drop-down list. steps continued on next slide… Convert Text to Table option

Skills © Paradigm Publishing, Inc. 13 Export an Access Report to Word…continued 8. At the Convert Text to Table dialog box, select the desired options. 9. Click OK. 10. Turn off the display of nonprinting characters by clicking the Show/Hide button. Convert Text to Table dialog box

Skills © Paradigm Publishing, Inc. 14 Export an Access Report to Word…continued To delete a column: 1. Click in any cell in the desired column to be deleted. 2. Click the TABLE TOOLS LAYOUT tab. 3. Click the Delete button in the Rows & Columns group. 4. Click Delete Columns at the drop-down list. Delete Columns

Skills © Paradigm Publishing, Inc. 15 Export an Access Report to Word…continued To apply a table design: 1. Click the TABLE TOOLS DESIGN tab. 2. Click the More button at the right side of the style thumbnails in the Table Styles group. 3. Click the desired option. table styles

Skills © Paradigm Publishing, Inc. 16 Export an Access Report to Word…continued  Word includes a mail merge feature that you can use to create letters and envelopes and much more, with personalized information.  Generally, a merge requires two documents—the data source and the main document. The data source contains the variable information that will be inserted in the main document.  Create a data source document in Word or create a data source using data from an Access table.  When merging Access data, you can either type the text in the main document or merge it with an existing Word document.

Skills © Paradigm Publishing, Inc. 17 Import Excel Data to a New Access Table To import data to a new table: 1. Open the database. 2. Click the EXTERNAL DATA tab. 3. Click the Excel button in the Import & Link group. 4. At the Get External Data - Excel Spreadsheet dialog box, click the Browse button. steps continued on next slide… Get External Data - Excel Spreadsheet dialog box

Skills © Paradigm Publishing, Inc. 18 Import Excel Data to a New Access Table…continued 5. At the File Open dialog box, navigate to the desired folder and then double-click the desired file. 6. At the Get External Data - Excel Spreadsheet dialog box, click OK. 7. At the first Import Spreadsheet Wizard dialog box, insert a check mark in the First Row Contains Column Headings option and then click the Next button. steps continued on next slide… First Row Contains Column Headings option

Skills © Paradigm Publishing, Inc. 19 Import Excel Data to a New Access Table…continued 8. At the second dialog box, click the Next button. 9. At the third dialog box, click the Choose my own primary key option and then click the Next button. 10. At the fourth dialog box, type in the Import to Table text box and then click the Finish button. 11. At the Get External Data - Excel Spreadsheet dialog box, click the Close button. Choose my own primary key option Import to Table text box

Skills © Paradigm Publishing, Inc. 20 Import Excel Data to a New Access Table…continued  You can import data from another program into an Access table or you can link the data.  Choose the method depending on how you are going to use the data.  Consider linking an Excel file instead of importing if you want to keep data in an Excel worksheet but use Access to perform queries and create reports.

Skills © Paradigm Publishing, Inc. 21 Link Excel Data to a New Access Table To link data to a new table: 1. Open the database. 2. Click the EXTERNAL DATA tab. 3. Click the Excel button in the Import & Link group. 4. At the Get External Data - Excel Spreadsheet dialog box, click the Browse button. steps continued on next slide… Browse button

Skills © Paradigm Publishing, Inc. 22 Link Excel Data to a New Access Table…continued 5. At the File Open dialog box, navigate to the desired folder and then double-click the desired file. 6. Click the Link to the data source by creating a linked table. option at the Get External Data - Excel Spreadsheet dialog box. 7. Click OK. steps continued on next slide… Link to the data source by creating a linked table. option

Skills © Paradigm Publishing, Inc. 23 Link Excel Data to a New Access Table…continued 8. At the first Link Spreadsheet Wizard dialog box, make sure the First Row Contains Column Headings option contains a check mark and then click the Next button. 9. At the second dialog box, type in the Linked Table Name text box and then click the Finish button. 10. Click OK. Linked Table Name text box

Skills © Paradigm Publishing, Inc. 24 Edit Linked Data To edit linked data: 1. Make Excel the active program. 2. Make the desired edits. 3. Save and close the worksheet and close Excel. 4. Open the linked table in Access and notice the changes. 5. Close the table and close Access. edits in Excel

Skills © Paradigm Publishing, Inc. 25 Edit Linked Data…continued  If you want to delete the link to a table, open the database and then click the table in the Navigation pane.  Click the HOME tab and then click the Delete button in the Records group.  At the question asking if you want to remove the link to the table, click Yes.  Access deletes the link and removes the table’s name from the Navigation pane.

Skills © Paradigm Publishing, Inc. 26 CHECKPOINT 1)When you export an Access table to Word, this is the default file extension. a..docx b..accdb c..rtf d..txt 1)When you export an Access table to Word, this is the default file extension. a..docx b..accdb c..rtf d..txt 3)Generally, a merge requires two documents—the data source and this document. a.secondary b.main c.blank d.primary 3)Generally, a merge requires two documents—the data source and this document. a.secondary b.main c.blank d.primary 2)In Word, this keyboard shortcut turns on the select mode. a.F9 b.F8 c.F2 d.F1 2)In Word, this keyboard shortcut turns on the select mode. a.F9 b.F8 c.F2 d.F1 4)Access uses these to represent linked tables and tables that are stored in the current database. a.icons b.tabs c.groups d.links 4)Access uses these to represent linked tables and tables that are stored in the current database. a.icons b.tabs c.groups d.links Next Question Next Slide Answer