1. Copyright 2007, Paradigm Publishing Inc. BACKNEXTEND 8-1 LINKS TO OBJECTIVES Import data from another Access table Import data from another Access table Link to another Access table Link to another Access table Import vs. Link Linked Table Manager Linked Table Manager Import from a text file Import from a text file Save & run import specifications Save & run import specifications Export as a text file Save & run Export Specifications Save & run Export Specifications Save as a PDF or XPS file Save as a PDF or XPS file Features Summary ACCESS 2007 Chapter 8 Microsoft Access 2007 – Level 2 INTEGRATING ACCESS DATA Chapter 8

2. Copyright 2007, Paradigm Publishing Inc. BACKNEXTEND 8-2 LINKS TO OBJECTIVES Import data from another Access table Import data from another Access table Link to another Access table Link to another Access table Import vs. Link Linked Table Manager Linked Table Manager Import from a text file Import from a text file Save & run import specifications Save & run import specifications Export as a text file Save & run Export Specifications Save & run Export Specifications Save as a PDF or XPS file Save as a PDF or XPS file Features Summary ACCESS 2007 Chapter 8 Performance Objectives Import data from another Access database Link to a table in another Access database Determine when to import versus link from external sources Reset or refresh links using Linked Table Manager Import data from a text file Save and run import specifications Export data in an Access table or query as a text file Save and run export specifications Save an object as a PDF or an XPS file

3. Copyright 2007, Paradigm Publishing Inc. BACKNEXTEND 8-3 LINKS TO OBJECTIVES Import data from another Access table Import data from another Access table Link to another Access table Link to another Access table Import vs. Link Linked Table Manager Linked Table Manager Import from a text file Import from a text file Save & run import specifications Save & run import specifications Export as a text file Save & run Export Specifications Save & run Export Specifications Save as a PDF or XPS file Save as a PDF or XPS file Features Summary ACCESS 2007 Chapter 8 Import Data from Another Access Database Import from another Access database – step 1 Can import definition only or definition and data Click Can import multiple objects and retain their relationships Import makes a copy of the original data

4. Copyright 2007, Paradigm Publishing Inc. BACKNEXTEND 8-4 LINKS TO OBJECTIVES Import data from another Access table Import data from another Access table Link to another Access table Link to another Access table Import vs. Link Linked Table Manager Linked Table Manager Import from a text file Import from a text file Save & run import specifications Save & run import specifications Export as a text file Save & run Export Specifications Save & run Export Specifications Save as a PDF or XPS file Save as a PDF or XPS file Features Summary ACCESS 2007 Chapter 8 Import from another Access database – step 2 Navigate to the external source Choose Import … Click OK (opens Import Objects dialog box) Import Data from Another Access Database.../2

5. Copyright 2007, Paradigm Publishing Inc. BACKNEXTEND 8-5 LINKS TO OBJECTIVES Import data from another Access table Import data from another Access table Link to another Access table Link to another Access table Import vs. Link Linked Table Manager Linked Table Manager Import from a text file Import from a text file Save & run import specifications Save & run import specifications Export as a text file Save & run Export Specifications Save & run Export Specifications Save as a PDF or XPS file Save as a PDF or XPS file Features Summary ACCESS 2007 Chapter 8 Import from another Access database – step 3 Click each tab to select its objects Select all desired objects in each tab - click again to deselect then click OK Shows defaults; select desired options for the import Click to display options Import Data from Another Access Database …/3

6. Copyright 2007, Paradigm Publishing Inc. BACKNEXTEND 8-6 LINKS TO OBJECTIVES Import data from another Access table Import data from another Access table Link to another Access table Link to another Access table Import vs. Link Linked Table Manager Linked Table Manager Import from a text file Import from a text file Save & run import specifications Save & run import specifications Export as a text file Save & run Export Specifications Save & run Export Specifications Save as a PDF or XPS file Save as a PDF or XPS file Features Summary ACCESS 2007 Chapter 8 Import from another Access database – step 4 Uncheck Click Close Import Data from Another Access Database …/4

7. Copyright 2007, Paradigm Publishing Inc. BACKNEXTEND 8-7 LINKS TO OBJECTIVES Import data from another Access table Import data from another Access table Link to another Access table Link to another Access table Import vs. Link Linked Table Manager Linked Table Manager Import from a text file Import from a text file Save & run import specifications Save & run import specifications Export as a text file Save & run Export Specifications Save & run Export Specifications Save as a PDF or XPS file Save as a PDF or XPS file Features Summary ACCESS 2007 Chapter 8 Import from another Access database – Result Imported object appears in the Navigation pane Import Data from Another Access Database …/5

8. Copyright 2007, Paradigm Publishing Inc. BACKNEXTEND 8-8 LINKS TO OBJECTIVES Import data from another Access table Import data from another Access table Link to another Access table Link to another Access table Import vs. Link Linked Table Manager Linked Table Manager Import from a text file Import from a text file Save & run import specifications Save & run import specifications Export as a text file Save & run Export Specifications Save & run Export Specifications Save as a PDF or XPS file Save as a PDF or XPS file Features Summary ACCESS 2007 Chapter 8 Link to a Table in Another Access Database Link … – step 1 Changes are made to only one copy of data Click Reduces data redundancy Source folder retains single copy of data, shared by all users

9. Copyright 2007, Paradigm Publishing Inc. BACKNEXTEND 8-9 LINKS TO OBJECTIVES Import data from another Access table Import data from another Access table Link to another Access table Link to another Access table Import vs. Link Linked Table Manager Linked Table Manager Import from a text file Import from a text file Save & run import specifications Save & run import specifications Export as a text file Save & run Export Specifications Save & run Export Specifications Save as a PDF or XPS file Save as a PDF or XPS file Features Summary ACCESS 2007 Chapter 8 Link … – step 2 Navigate to the external source Choose Link … Click OK (opens Import Objects dialog box) Link to a Table in Another Access Database …/2

10. Copyright 2007, Paradigm Publishing Inc. BACKNEXTEND 8-10 LINKS TO OBJECTIVES Import data from another Access table Import data from another Access table Link to another Access table Link to another Access table Import vs. Link Linked Table Manager Linked Table Manager Import from a text file Import from a text file Save & run import specifications Save & run import specifications Export as a text file Save & run Export Specifications Save & run Export Specifications Save as a PDF or XPS file Save as a PDF or XPS file Features Summary ACCESS 2007 Chapter 8 Link …– step 3 Only table names show Click all desired objects then click OK Link to a Table in Another Access Database …/3

11. Copyright 2007, Paradigm Publishing Inc. BACKNEXTEND 8-11 LINKS TO OBJECTIVES Import data from another Access table Import data from another Access table Link to another Access table Link to another Access table Import vs. Link Linked Table Manager Linked Table Manager Import from a text file Import from a text file Save & run import specifications Save & run import specifications Export as a text file Save & run Export Specifications Save & run Export Specifications Save as a PDF or XPS file Save as a PDF or XPS file Features Summary ACCESS 2007 Chapter 8 Link … Result Blue right-arrow by linked table icons Link to a Table in Another Access Database …/4 Queries, forms, and reports show data from the tables as if the data were in their same database Linked tables appear in the Navigation pane

12. Copyright 2007, Paradigm Publishing Inc. BACKNEXTEND 8-12 LINKS TO OBJECTIVES Import data from another Access table Import data from another Access table Link to another Access table Link to another Access table Import vs. Link Linked Table Manager Linked Table Manager Import from a text file Import from a text file Save & run import specifications Save & run import specifications Export as a text file Save & run Export Specifications Save & run Export Specifications Save as a PDF or XPS file Save as a PDF or XPS file Features Summary ACCESS 2007 Chapter 8 Importing versus Linking ImportingLinking For data not likely to be updated For data likely to be updated often Each user’s changes to data must be done in both the imported and source files All users’ changes update the one source copy of data Great for testing or control by one user Great for multiple users Can relocate the database with no changes Must re-link the tables when relocating the data

13. Copyright 2007, Paradigm Publishing Inc. BACKNEXTEND 8-13 LINKS TO OBJECTIVES Import data from another Access table Import data from another Access table Link to another Access table Link to another Access table Import vs. Link Linked Table Manager Linked Table Manager Import from a text file Import from a text file Save & run import specifications Save & run import specifications Export as a text file Save & run Export Specifications Save & run Export Specifications Save as a PDF or XPS file Save as a PDF or XPS file Features Summary ACCESS 2007 Chapter 8 The Linked Table Manager Click Location of tables was saved with the database If changing location or a database name, must re-link the tables Checkmark links to be updated and click OK Access will prompt for new location and name

14. Copyright 2007, Paradigm Publishing Inc. BACKNEXTEND 8-14 LINKS TO OBJECTIVES Import data from another Access table Import data from another Access table Link to another Access table Link to another Access table Import vs. Link Linked Table Manager Linked Table Manager Import from a text file Import from a text file Save & run import specifications Save & run import specifications Export as a text file Save & run Export Specifications Save & run Export Specifications Save as a PDF or XPS file Save as a PDF or XPS file Features Summary ACCESS 2007 Chapter 8 Importing Data from a Text File Click Text data must consist of letters, numbers, punctuation symbols, and a few control characters only Commonly-used formats: tab delimited file format comma separated file format (.csv) Browse to locate the file and click OK Import group

15. Copyright 2007, Paradigm Publishing Inc. BACKNEXTEND 8-15 LINKS TO OBJECTIVES Import data from another Access table Import data from another Access table Link to another Access table Link to another Access table Import vs. Link Linked Table Manager Linked Table Manager Import from a text file Import from a text file Save & run import specifications Save & run import specifications Export as a text file Save & run Export Specifications Save & run Export Specifications Save as a PDF or XPS file Save as a PDF or XPS file Features Summary ACCESS 2007 Chapter 8 Importing … from a Text File /2 Review and click Next

16. Copyright 2007, Paradigm Publishing Inc. BACKNEXTEND 8-16 LINKS TO OBJECTIVES Import data from another Access table Import data from another Access table Link to another Access table Link to another Access table Import vs. Link Linked Table Manager Linked Table Manager Import from a text file Import from a text file Save & run import specifications Save & run import specifications Export as a text file Save & run Export Specifications Save & run Export Specifications Save as a PDF or XPS file Save as a PDF or XPS file Features Summary ACCESS 2007 Chapter 8 Importing … from a Text File /3 Review and click Next

17. Copyright 2007, Paradigm Publishing Inc. BACKNEXTEND 8-17 LINKS TO OBJECTIVES Import data from another Access table Import data from another Access table Link to another Access table Link to another Access table Import vs. Link Linked Table Manager Linked Table Manager Import from a text file Import from a text file Save & run import specifications Save & run import specifications Export as a text file Save & run Export Specifications Save & run Export Specifications Save as a PDF or XPS file Save as a PDF or XPS file Features Summary ACCESS 2007 Chapter 8 Importing … from a Text File /4 For each column set options and its data type When finished with all columns, click Next Click a column to select it

18. Copyright 2007, Paradigm Publishing Inc. BACKNEXTEND 8-18 LINKS TO OBJECTIVES Import data from another Access table Import data from another Access table Link to another Access table Link to another Access table Import vs. Link Linked Table Manager Linked Table Manager Import from a text file Import from a text file Save & run import specifications Save & run import specifications Export as a text file Save & run Export Specifications Save & run Export Specifications Save as a PDF or XPS file Save as a PDF or XPS file Features Summary ACCESS 2007 Chapter 8 Importing … from a Text File /5 Decide on the primary key Click Next Access added this column

19. Copyright 2007, Paradigm Publishing Inc. BACKNEXTEND 8-19 LINKS TO OBJECTIVES Import data from another Access table Import data from another Access table Link to another Access table Link to another Access table Import vs. Link Linked Table Manager Linked Table Manager Import from a text file Import from a text file Save & run import specifications Save & run import specifications Export as a text file Save & run Export Specifications Save & run Export Specifications Save as a PDF or XPS file Save as a PDF or XPS file Features Summary ACCESS 2007 Chapter 8 Importing … from a Text File /6 Accept or type a name for the table Click Finish

20. Copyright 2007, Paradigm Publishing Inc. BACKNEXTEND 8-20 LINKS TO OBJECTIVES Import data from another Access table Import data from another Access table Link to another Access table Link to another Access table Import vs. Link Linked Table Manager Linked Table Manager Import from a text file Import from a text file Save & run import specifications Save & run import specifications Export as a text file Save & run Export Specifications Save & run Export Specifications Save as a PDF or XPS file Save as a PDF or XPS file Features Summary ACCESS 2007 Chapter 8 Saving the Import Specifications Accept or type a name Click Save Import Checkmark Type a description

21. Copyright 2007, Paradigm Publishing Inc. BACKNEXTEND 8-21 LINKS TO OBJECTIVES Import data from another Access table Import data from another Access table Link to another Access table Link to another Access table Import vs. Link Linked Table Manager Linked Table Manager Import from a text file Import from a text file Save & run import specifications Save & run import specifications Export as a text file Save & run Export Specifications Save & run Export Specifications Save as a PDF or XPS file Save as a PDF or XPS file Features Summary ACCESS 2007 Chapter 8 Repeating a Saved Import Process Click Click the desired specification, then click Run

22. Copyright 2007, Paradigm Publishing Inc. BACKNEXTEND 8-22 LINKS TO OBJECTIVES Import data from another Access table Import data from another Access table Link to another Access table Link to another Access table Import vs. Link Linked Table Manager Linked Table Manager Import from a text file Import from a text file Save & run import specifications Save & run import specifications Export as a text file Save & run Export Specifications Save & run Export Specifications Save as a PDF or XPS file Save as a PDF or XPS file Features Summary ACCESS 2007 Chapter 8 Export Data to a Text File Then click Export group Select the table or query to be exported in the Navigation pane Browse to a location Click OK

23. Copyright 2007, Paradigm Publishing Inc. BACKNEXTEND 8-23 LINKS TO OBJECTIVES Import data from another Access table Import data from another Access table Link to another Access table Link to another Access table Import vs. Link Linked Table Manager Linked Table Manager Import from a text file Import from a text file Save & run import specifications Save & run import specifications Export as a text file Save & run Export Specifications Save & run Export Specifications Save as a PDF or XPS file Save as a PDF or XPS file Features Summary ACCESS 2007 Chapter 8 Export Data to a Text File../2 Choose Delimited Click Next

24. Copyright 2007, Paradigm Publishing Inc. BACKNEXTEND 8-24 LINKS TO OBJECTIVES Import data from another Access table Import data from another Access table Link to another Access table Link to another Access table Import vs. Link Linked Table Manager Linked Table Manager Import from a text file Import from a text file Save & run import specifications Save & run import specifications Export as a text file Save & run Export Specifications Save & run Export Specifications Save as a PDF or XPS file Save as a PDF or XPS file Features Summary ACCESS 2007 Chapter 8 Export Data to a Text File../3 Review and set desired options Click Next

25. Copyright 2007, Paradigm Publishing Inc. BACKNEXTEND 8-25 LINKS TO OBJECTIVES Import data from another Access table Import data from another Access table Link to another Access table Link to another Access table Import vs. Link Linked Table Manager Linked Table Manager Import from a text file Import from a text file Save & run import specifications Save & run import specifications Export as a text file Save & run Export Specifications Save & run Export Specifications Save as a PDF or XPS file Save as a PDF or XPS file Features Summary ACCESS 2007 Chapter 8 Export Data to a Text File../4 Verify the name and location of the exported file Click Finish

26. Copyright 2007, Paradigm Publishing Inc. BACKNEXTEND 8-26 LINKS TO OBJECTIVES Import data from another Access table Import data from another Access table Link to another Access table Link to another Access table Import vs. Link Linked Table Manager Linked Table Manager Import from a text file Import from a text file Save & run import specifications Save & run import specifications Export as a text file Save & run Export Specifications Save & run Export Specifications Save as a PDF or XPS file Save as a PDF or XPS file Features Summary ACCESS 2007 Chapter 8 Export Data to a Text File../5 Checkmark to save the export specifications Click Close

27. Copyright 2007, Paradigm Publishing Inc. BACKNEXTEND 8-27 LINKS TO OBJECTIVES Import data from another Access table Import data from another Access table Link to another Access table Link to another Access table Import vs. Link Linked Table Manager Linked Table Manager Import from a text file Import from a text file Save & run import specifications Save & run import specifications Export as a text file Save & run Export Specifications Save & run Export Specifications Save as a PDF or XPS file Save as a PDF or XPS file Features Summary ACCESS 2007 Chapter 8 Saving the Export Specifications Accept or type a name Click Save Export Checkmark Type a description

28. Copyright 2007, Paradigm Publishing Inc. BACKNEXTEND 8-28 LINKS TO OBJECTIVES Import data from another Access table Import data from another Access table Link to another Access table Link to another Access table Import vs. Link Linked Table Manager Linked Table Manager Import from a text file Import from a text file Save & run import specifications Save & run import specifications Export as a text file Save & run Export Specifications Save & run Export Specifications Save as a PDF or XPS file Save as a PDF or XPS file Features Summary ACCESS 2007 Chapter 8 Repeating a Saved Export Process Click Click the desired specification, then click Run

29. Copyright 2007, Paradigm Publishing Inc. BACKNEXTEND 8-29 LINKS TO OBJECTIVES Import data from another Access table Import data from another Access table Link to another Access table Link to another Access table Import vs. Link Linked Table Manager Linked Table Manager Import from a text file Import from a text file Save & run import specifications Save & run import specifications Export as a text file Save & run Export Specifications Save & run Export Specifications Save as a PDF or XPS file Save as a PDF or XPS file Features Summary ACCESS 2007 Chapter 8 Publishing Database Objects With a free, downloaded add-in to Access, it is possible to publish an Access object as a PDF or XPS file PDF (Portable Document Format) XPS (XML Paper Specification) Fixed layout format with all formatting preserved Need to download and install the Add-in The install adds the PDF or XPS button in the Export group of the External Data tab and in the Office button’s Save As drop-down list Can create a file for other computers that shows exactly what was viewed in Access

30. Copyright 2007, Paradigm Publishing Inc. BACKNEXTEND 8-30 LINKS TO OBJECTIVES Import data from another Access table Import data from another Access table Link to another Access table Link to another Access table Import vs. Link Linked Table Manager Linked Table Manager Import from a text file Import from a text file Save & run import specifications Save & run import specifications Export as a text file Save & run Export Specifications Save & run Export Specifications Save as a PDF or XPS file Save as a PDF or XPS file Features Summary ACCESS 2007 Chapter 8 How do you import data from another Access database? Features Summary Click The Get External Data: Access Database dialog box appears; choose the Import… option

31. Copyright 2007, Paradigm Publishing Inc. BACKNEXTEND 8-31 LINKS TO OBJECTIVES Import data from another Access table Import data from another Access table Link to another Access table Link to another Access table Import vs. Link Linked Table Manager Linked Table Manager Import from a text file Import from a text file Save & run import specifications Save & run import specifications Export as a text file Save & run Export Specifications Save & run Export Specifications Save as a PDF or XPS file Save as a PDF or XPS file Features Summary ACCESS 2007 Chapter 8 How do you link to data in a table in another Access database? Features Summary Click The Get External Data: Access Database dialog box appears; choose the Link… option

32. Copyright 2007, Paradigm Publishing Inc. BACKNEXTEND 8-32 LINKS TO OBJECTIVES Import data from another Access table Import data from another Access table Link to another Access table Link to another Access table Import vs. Link Linked Table Manager Linked Table Manager Import from a text file Import from a text file Save & run import specifications Save & run import specifications Export as a text file Save & run Export Specifications Save & run Export Specifications Save as a PDF or XPS file Save as a PDF or XPS file Features Summary ACCESS 2007 Chapter 8 For multiple users of a volatile database, which is better – importing data or linking data? Features Summary For multiple users of a volatile database, linking is better

33. Copyright 2007, Paradigm Publishing Inc. BACKNEXTEND 8-33 LINKS TO OBJECTIVES Import data from another Access table Import data from another Access table Link to another Access table Link to another Access table Import vs. Link Linked Table Manager Linked Table Manager Import from a text file Import from a text file Save & run import specifications Save & run import specifications Export as a text file Save & run Export Specifications Save & run Export Specifications Save as a PDF or XPS file Save as a PDF or XPS file Features Summary ACCESS 2007 Chapter 8 When would you want to reset or refresh the links of a database with linked tables? Features Summary When the source database has been relocated or renamed

34. Copyright 2007, Paradigm Publishing Inc. BACKNEXTEND 8-34 LINKS TO OBJECTIVES Import data from another Access table Import data from another Access table Link to another Access table Link to another Access table Import vs. Link Linked Table Manager Linked Table Manager Import from a text file Import from a text file Save & run import specifications Save & run import specifications Export as a text file Save & run Export Specifications Save & run Export Specifications Save as a PDF or XPS file Save as a PDF or XPS file Features Summary ACCESS 2007 Chapter 8 How would you re-link the tables of a database? Features Summary Use the Linked Table Manager – Click the Database Tools tab, then click the Linked Table manager button

35. Copyright 2007, Paradigm Publishing Inc. BACKNEXTEND 8-35 LINKS TO OBJECTIVES Import data from another Access table Import data from another Access table Link to another Access table Link to another Access table Import vs. Link Linked Table Manager Linked Table Manager Import from a text file Import from a text file Save & run import specifications Save & run import specifications Export as a text file Save & run Export Specifications Save & run Export Specifications Save as a PDF or XPS file Save as a PDF or XPS file Features Summary ACCESS 2007 Chapter 8 Features Summary How do you import data from a text file? Click to open the Import Text Wizard Import group

36. Copyright 2007, Paradigm Publishing Inc. BACKNEXTEND 8-36 LINKS TO OBJECTIVES Import data from another Access table Import data from another Access table Link to another Access table Link to another Access table Import vs. Link Linked Table Manager Linked Table Manager Import from a text file Import from a text file Save & run import specifications Save & run import specifications Export as a text file Save & run Export Specifications Save & run Export Specifications Save as a PDF or XPS file Save as a PDF or XPS file Features Summary ACCESS 2007 Chapter 8 Features Summary How do you export data from a text file? Click to open the Export Text Wizard Export group

37. Copyright 2007, Paradigm Publishing Inc. BACKNEXTEND 8-37 LINKS TO OBJECTIVES Import data from another Access table Import data from another Access table Link to another Access table Link to another Access table Import vs. Link Linked Table Manager Linked Table Manager Import from a text file Import from a text file Save & run import specifications Save & run import specifications Export as a text file Save & run Export Specifications Save & run Export Specifications Save as a PDF or XPS file Save as a PDF or XPS file Features Summary ACCESS 2007 Chapter 8 Features Summary How do you repeat an saved export process? Click to open the list of saved exports Click the desired specification and click Run

38. Copyright 2007, Paradigm Publishing Inc. BACKNEXTEND 8-38 LINKS TO OBJECTIVES Import data from another Access table Import data from another Access table Link to another Access table Link to another Access table Import vs. Link Linked Table Manager Linked Table Manager Import from a text file Import from a text file Save & run import specifications Save & run import specifications Export as a text file Save & run Export Specifications Save & run Export Specifications Save as a PDF or XPS file Save as a PDF or XPS file Features Summary ACCESS 2007 Chapter 8 Coming Next ASSESSING PROFICIENCY Workplace Ready