1. by Mary Anne Poatsy, Keith Mulbery, Eric Cameron, Jason Davidson, Rebecca Lawson, Linda Lau, Jerri Williams Chapter 8 Get Connected 1 Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

2. Create a Hyperlink field Add an Attachment field Add attachment controls to forms and reports Export data to Excel Export data to Word Export data to a PDF or XPS document 2 Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

3. Export objects to another Access database Link to an Access table Link to an Excel spreadsheet Import an Excel spreadsheet Import a text file 3 Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

4. Hyperlink – data type that links to any file or Web page Uniform resource locator (URL) – location of a Web page on the Internet 4 Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

5. Edit a hyperlink in datasheet view – To avoid launching the hyperlink, right-click and select Edit Hyperlink Remove a hyperlink – Right-click and select Remove Hyperlink 5 Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

6. Attachment field – allows you to attach files to a database – Similar to an attachment in an e-mail – Attach multiple files – Files are copied into the database – Files open within Access – To edit, files must be opened in their native application – Attachments increase size of database 6 Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

7. Add attachment field in Design view – Add field and select Attachment as the data type Add or edit attachments in Datasheet view – Double-click the paperclip icon in the attachment field to open the Attachments Dialog Box Remove attachments in Datasheet view – Double-click the paperclip icon in the attachment field to open the Attachments Dialog Box 7 Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

8. Examples of external files used with an attachment field – Images – Scanned documents – Excel spreadsheets – PDF documents 8 Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

9. Attachment control – lets you manage attached files in forms and reports Attachment toolbar – enables you to open and to advance through multiple attachments 9 Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

10. Exporting an Access table to Excel – Generally uncomplicated – Data in Access tables is structured in a manner that Excel understands – Field names become the column headings – Table records become the rows 10 Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

11. Exporting an Access query to Excel – Allows you to export only a subset of a table – Same rules for exporting a table apply 11 Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

12. Exporting Access forms and reports to Excel – Results unpredictable – Subform data in forms does not export – Report grouping in Access may not match grouping in Excel 12 Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

13. Select data with a tabular layout – Tables, queries, tabular reports – Other objects have unpredictable results Rich Text Format (RTF) – format that files exported from Access to Word are created in – Universal file format that supports basic formatting 13 Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

14. Modify an RTF file in Word – After exporting an Access table to an RTF file, it can be modified in Word – Save in Word format to access advanced formatting 14 Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

15. Reasons to export to PDF or XPS format – Portable Document Format (PDF) files can be opened and viewed with a free reader download – XML Paper Specification (XPS) files can be opened and viewed with a free reader download – No special software to buy – Cannot edit once exported to PDF or XPS format 15 Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

16. Reasons to export tables to another database – To use same structure in another database – Saves time vs. creating tables from scratch 16 Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

17. Importing creates a copy of external data – Does not link to source file – Increases size of database – Three most common import formats: Access, Excel, text Linking connects without importing data – Can link to tables in another database – Creates a new table with connection to source table – Cannot link to queries, forms, reports, macros, or modules 17 Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

18. Examine the tables in the source database – Examine before you link – Verify contents, field names, and other elements 18 Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

19. Three options for using data from an Excel spreadsheet – Manually enter data into a database table – Link from Access to Excel – Import into Access from Excel 19 Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

20. Verify the Format of an Excel Spreadsheet – Continuous rows and columns – No blank rows or columns – No extraneous or explanatory text – Column headings should match 20 Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

21. Factors to consider when importing an Excel spreadsheet into an Access database – A large Excel file will increases file size of database – More control over imported data – No dependency to an external source 21 Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

22. Examine the Spreadsheet Before Importing – No extra rows of data that do not comply with the format of an Access table – Column headings should appear in first row – Remove blank rows 22 Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

23. Text files – common methods of exchanging information between two computer systems Created by software, not created by people Common text file formats – CSV text files use a comma to separate one column from the next – Fixed-length text files allocate a certain number of characters for each field 23 Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

24. Examine text files before importing – Open in Notepad – Confirm contents are relevant to database – Verify format of file is consistent – Verify fields and data values correspond to Access tables 24 Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

25. In this chapter you learned to: – Create a Hyperlink field – Add an Attachment field – Add attachment controls to forms and reports – Export data to Excel – Export data to Word – Export data to a PDF or XPS document 25 Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

26. – Export objects to another Access database – Link to an Access table – Link to an Excel spreadsheet – Import an Excel spreadsheet – Import a text file 26 Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

27. 27 Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

28. 28 Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall. 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.