1. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall1 PowerPoint Presentation to Accompany GO! with Microsoft ® Access 2010 Chapter 9 Integrating Access with Other Applications

2. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall2 Objectives Import data from a Word table Import data from an Excel workbook Insert an Excel chart into a report Import from and link to another Access database Export data to Word

3. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall3 Objectives Use mail merge to integrate Access and Word Export data to Excel Export data to an HTML file and an XML file

4. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall4 Import Data from a Word Table When creating a database –Can type records directly into tables –Can import data from another source Importing brings in a copy of data from another source or application

5. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall5 Import Data from a Word Table Imported data must be reviewed –Data imported to an existing table can be overwritten –Imported data may be appended to existing table –Changes in database may or may not change source document

6. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall6 Import Data from a Word Table To import data from Word to Access –Must convert data to a delimited file –Delimited file displays records on separate lines –Each record field separated by a delimiter Delimiter is a single character

7. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall7 Import Data from a Word Table Convert Table to Text dialog box

8. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall8 Import Data from a Word Table Clicking Show/Hide button displays formatting marks

9. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall9 Import Data from a Word Table When importing table data from Word –Access creates new table if Access does NOT have table with same name –Word table data overwrites existing Access data if Access does have table with same name

10. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall10 Import Data from a Word Table Can link source data to Access –A link connects data to another file

11. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall11 Import Data from an Excel Workbook A workbook is an Excel file that contains one or more worksheets A worksheet (also, spreadsheet) is –A primary document in Excel –Used to save and work with data –Arranged in columns and rows

12. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall12 Import Data from an Excel Workbook Methods to import data from Excel to Access –Copy data from Excel worksheet and paste in Access datasheet –Importing data from Excel worksheet into a new or existing Access table –Create a link to an Excel worksheet from an Access database

13. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall13 Import Data from an Excel Workbook Cannot save an Excel workbook as Access database Must import individual Excel worksheets into an Access database Import Spreadsheet Wizard steps user through import process –Can create new Access table or append existing table

14. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall14 Insert an Excel Chart into a Report A chart is a graphical representation of data Excel is great tool for creating charts –Provides many chart types and formatting features

15. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall15 Insert an Excel Chart into a Report Types of charts –Column charts display comparisons among related numbers –Pie charts display contributions of parts to the whole –Line charts display trends over time

16. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall16 Insert an Excel Chart into a Report Access queries can be used to create reports –Permit selection of desired fields –Permit choice of criteria When query created and saved –Can serve as base for Access report

17. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall17 Insert an Excel Chart into a Report To insert an Excel chart into an Access report –Copy the chart in Excel –Paste the chart from the Office clipboard to the Access report

18. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall18 Insert an Excel Chart into a Report Pie chart copied from Excel and pasted in Access

19. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall19 Import from and Link to Another Access Database When importing data from another Access database –Access copies the source data –The source data is not altered Import data from another Access database when –Need to create similar tables –Want same structure of source tables

20. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall20 Import from and Link to Another Access Database Link to data in another Access database –To share data among multiple databases –To permit Adding and using data But NOT changing structure of table

21. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall21 Import from and Link to Another Access Database Before importing data from one database to another –Close source database, if open –Open destination database, if closed If importing data to a new database –Must create blank database before importing

22. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall22 Import from and Link to Another Access Database Importing from one database to another can include –Importing table relationships –Importing custom menus and toolbars –Save import/export specifications –Importing custom Navigation Pane groups –Import table definitions and data, or –Import table definitions only

23. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall23 Import from and Link to Another Access Database When an Access table is linked to another database –Changes made to a table will propagate to the source data, and vice versa –Source database password is saved with the linked table –No structure changes can be made to the linked table

24. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall24 Export Data to Word Export –Send copy of data from one source or application to another application Can export the following to Word 2010 –Access tables, queries, forms, reports

25. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall25 Export Data to Word Benefits of exporting from Access to Word –Can e-mail Word document, not whole database –Word has more formatting than Access

26. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall26 Export Data to Word Export Wizard used to export Access data to Word –Creates a copy of Access object’s data in a Microsoft Word Rich Text Format file –Created file has an.rtf extension

27. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall27 Export Data to Word During exporting process –Hidden fields not exported with table, queries, forms –Visible fields and records display in Word as a table –Reports exported to Word resemble Access data and design

28. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall28 Export Data to Word Exported Access data will overwrite contents in an existing Word document To prevent overwriting –Export to new blank Word document –Copy contents in new Word document to existing Word document

29. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall29 Export Data to Word Alternative method to prevent overwriting –Copy rows direct from Access object –Then paste into existing Word document

30. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall30 Use Mail Merge to Integrate Access and Word Word’s Mail Merge feature –Combines (merges) two documents Main document and data source –Main document contains text of a letter or memo –Data source is an Access table or query Contains records with names and addresses

31. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall31 Use Mail Merge to Integrate Access and Word Use Mail Merge Wizard within Access –Creates a direct link between: Access table or query, AND Word document

32. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall32 Use Mail Merge to Integrate Access and Word Mail Merge Wizard can –Sort data list –Filter data list –Find duplicate entries –Find a particular recipient or group of recipients –Validate addresses –Add or remove recipients from data list

33. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall33 Use Mail Merge to Integrate Access and Word Mail Merge Recipient dialog box

34. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall34 Export Data to Excel Can export data –From Access to Excel workbook Access items that can be exported –Tables, queries, forms Access items that cannot be exported –Reports, macros, modules

35. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall35 Export Data to Excel If tables or forms contain subdatasheets or subforms –Only main datasheet or main form are exported Export one database object at a time Can store data in Access and analyze it in Excel Can export data using Export Wizard or Copy and Paste

36. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall36 Export Data to Excel Selection of Access data

37. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall37 Export Data to Excel Data in Excel after being exported from Access

38. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall38 Export Data to an HTML file and an XML File To display an Access object on a Web page –Export the Access object to an HTML formatted document –HTML stands for Hypertext Markup Language HTML is the language used by Web pages HTML uses tags Web browsers can interpret

39. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall39 Export Data to an HTML file and an XML File XML, eXtensible Markup Language –Standard language for sharing data between platforms and applications and on the Web –Uses tags similar to HTML –Uses standard tags –Enables user to create tags

40. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall40 Export Data to an HTML file and an XML File With XML, data can be –Displayed on a Web page –Included in a Word document –Analyzed in Excel –Imported into a different database –Imported into many other programs recognizing XML files

41. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall41 Export Data to an HTML file and an XML File When exporting data to XML, multiple files created –XML schema: Document that defines elements, entities, and content allowed in the document –XML presentation files are created for data to be viewed in a Web browser XML files not viewed directly in Web browser

42. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall42 Covered Objectives Import data from a Word table Import data from an Excel workbook Insert an Excel chart into a report Import from and link to another Access database Export data to Word

43. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall43 Covered Objectives Use mail merge to integrate Access and Word Export data to Excel Export data to an HTML file and an XML file

44. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall44 44 All rights reserved. No part of this publication may be reproduced, stored in a retrieval system, or transmitted, in any form or by any means, electronic, mechanical, photocopying, recording, or otherwise, without the prior written permission of the publisher. Printed in the United States of America. Copyright © 2011 Pearson Education, Inc. Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall