Microsoft Access Illustrated Unit I: Importing and Exporting Data

Objectives Use database templatesUse database templates Use Application PartsUse Application Parts Import data from ExcelImport data from Excel Link dataLink data(continued) Microsoft Office 2010-Illustrated2

Objectives (continued) Export data to ExcelExport data to Excel Publish data to WordPublish data to Word Merge data with WordMerge data with Word Collect data with OutlookCollect data with Outlook Microsoft Office 2010-Illustrated3

Using Database Templates A database template is a tool that you use to quickly create a new database based on a particular subject such as assets, contacts, events, or projects.A database template is a tool that you use to quickly create a new database based on a particular subject such as assets, contacts, events, or projects. Online templates are available to download from the Microsoft Office Online Web site.Online templates are available to download from the Microsoft Office Online Web site. Microsoft Office 2010-Illustrated4

Available Templates Microsoft Office 2010-Illustrated5

Using Application Parts Microsoft Office 2010-Illustrated6 Application Parts are object templates that create objects such as tables and forms.Application Parts are object templates that create objects such as tables and forms. Application Parts include several table templates, tools you can use to quickly create a single table in a database, and form templates to help you create forms.Application Parts include several table templates, tools you can use to quickly create a single table in a database, and form templates to help you create forms.

Application Parts list Microsoft Office 2010-Illustrated7

Referential Integrity Cascade Options Microsoft Office 2010-Illustrated8 Cascade Update Related Fields means that if a value in the primary key field is modified, all values in the foreign key field are automatically updated as well.Cascade Update Related Fields means that if a value in the primary key field is modified, all values in the foreign key field are automatically updated as well. Cascade Delete Related Records means that if a record in the “one” side of a one- to-many relationship is deleted, all related records in the “many” table are also deleted.Cascade Delete Related Records means that if a record in the “one” side of a one- to-many relationship is deleted, all related records in the “many” table are also deleted.

Importing Data from Excel Microsoft Office 2010-Illustrated9 Importing enables you to quickly copy data from an external file into an Access database.Importing enables you to quickly copy data from an external file into an Access database. A delimited text file stores one record on each line. Field values are separated by a common character, the delimiter, such as a comma, tab, or dash.A delimited text file stores one record on each line. Field values are separated by a common character, the delimiter, such as a comma, tab, or dash.

Importing Data from Excel Microsoft Office 2010-Illustrated10 A CSV (comma-separated values) file is a common example of a delimited text file.A CSV (comma-separated values) file is a common example of a delimited text file. An XML file is a text file containing Extensible Markup Language (XML) tags that identify field names and data.An XML file is a text file containing Extensible Markup Language (XML) tags that identify field names and data. One of the most common file formats from which to import data into an Access database is Microsoft Excel, the spreadsheet program in the Microsoft Office suite.One of the most common file formats from which to import data into an Access database is Microsoft Excel, the spreadsheet program in the Microsoft Office suite.

Import Spreadsheet Wizard Microsoft Office 2010-Illustrated11

Linking Data Microsoft Office 2010-Illustrated12 Linking connects an Access database to data in an external file such as another Access database, Excel spreadsheet, text file, HTML file, XML file, or other data sources that support ODBC (open database connectivity) standards.Linking connects an Access database to data in an external file such as another Access database, Excel spreadsheet, text file, HTML file, XML file, or other data sources that support ODBC (open database connectivity) standards. Linking is different from importing in that linked data is not copied into the database. If you link, data is only stored and updated in the original file. Importing makes a copy of the data in the Access database.Linking is different from importing in that linked data is not copied into the database. If you link, data is only stored and updated in the original file. Importing makes a copy of the data in the Access database.

Relationships window with linked table Microsoft Office 2010-Illustrated13

Exporting Data to Excel Microsoft Office 2010-Illustrated14 Exporting is a way to copy Access information to another database, spreadsheet, or file format.Exporting is a way to copy Access information to another database, spreadsheet, or file format. Exporting is the opposite of importing.Exporting is the opposite of importing. You can export data from an Access database to other file types, such as those used by Excel or Word, and in several general file formats including text, HTML, and XML.You can export data from an Access database to other file types, such as those used by Excel or Word, and in several general file formats including text, HTML, and XML.

File formats that Access can link to, import, and export Microsoft Office 2010-Illustrated15

Publishing Data to Word Microsoft Office 2010-Illustrated16 Microsoft Word, the word- processing program in the Microsoft Office suite, is a premier program for entering, editing, and formatting text.Microsoft Word, the word- processing program in the Microsoft Office suite, is a premier program for entering, editing, and formatting text. You can easily export data from an Access table, query, form, or report into a Word document.You can easily export data from an Access table, query, form, or report into a Word document.

Techniques to copy Access data to other applications Microsoft Office 2010-Illustrated17

Merging Data with Word Microsoft Office 2010-Illustrated18 Another way to export Access data is to merge it to a Word document as the data source for a mail-merge process.Another way to export Access data is to merge it to a Word document as the data source for a mail-merge process. In a mail merge, data from an Access table or query is combined into a Word form letter, label, or envelope to create mass mailing documents.In a mail merge, data from an Access table or query is combined into a Word form letter, label, or envelope to create mass mailing documents.

Inserting merge fields Microsoft Office 2010-Illustrated19

Collecting Data with Outlook Microsoft Office 2010-Illustrated20 Access data can be collected and entered into the database from messages using Outlook.Access data can be collected and entered into the database from messages using Outlook. Microsoft Outlook is the program in Microsoft Office, a fast electronic method to share information.Microsoft Outlook is the program in Microsoft Office, a fast electronic method to share information.

Manage Data Collection Messages dialog box Microsoft Office 2010-Illustrated21

Summary Using database templatesUsing database templates Using Application PartsUsing Application Parts Importing data from ExcelImporting data from Excel Linking dataLinking data(continued) Microsoft Office 2010-Illustrated22

Summary (continued) Exporting data to ExcelExporting data to Excel Publishing data to WordPublishing data to Word Merging data with WordMerging data with Word Collecting data with OutlookCollecting data with Outlook Microsoft Office 2010-Illustrated23