1. 1 Committed to Shaping the Next Generation of IT Experts. Chapter 8 Exchanging Data Between Access and Other Applications Exploring Microsoft Office Access 2003 Robert Grauer, Keith Mulbery, Maurie Wigman Lockley

2. 2 Objectives Create a hyperlinked field Attach files and graphics to records Add and use a table attachment field Export database objects as HTML

3. 3 Objectives Import and link to HTML files Share XML data Share data with Excel Collect data through e-mail messages Manage e-mail replies

4. 4 World Wide Web Terminology Hypertext Markup Language (HTML)  Markup language used to display data Extensible Markup Language (XML)  Markup language that defines data Extensible Hypertext Markup Language (XHTML)  Compromise between XML and HTML

5. 5 Hyperlinked Fields Stores the Universal Resource Locater  Does not store the value Appropriate application launched when clicked  Access runs in background Changes to values  Must be saved in host application Hyperlinked Field

6. 6 Creating a Hyperlinked Field In Design view  Define the data type as Hyperlink Hyperlink data type

7. 7 Types of Hyperlinked Fields URL Path/filename E-mail URL hyperlink Path/filename hyperlink E-mail hyperlink

8. 8 Editing a Hyperlinked Field Tab to select record Entire value must be retyped Clicking the value does not work  Link will be followed if clicked Retype entire value

9. 9 Attaching Files and Graphics to Records Previous version of Access used OLE  Stores a bitmap image of file/graphic  Needed appropriate OLE server software to view Access 2007 stores the true file  No OLE server software needed  Uses storage more efficiently

10. 10 Creating an Attachment Field Specify the Attachment data type for the field  Can be added to existing datasheet  Can be specified in Design view during creation Specifying attachment field data type in an existing table New field

11. 11 Creating an Attachment Field Field header/rows display paperclip symbol Double-click records paperclip symbol Click Add in Attachment dialog box Browse to selected file, click Open Clicking Ok closes Attachment dialog box Attachment dialog boxPaperclip symbol in header and rows

12. 12 Attachment Controls in Reports and Forms Open report/form in Design view Click Add Existing Field Drag field from Field list  Control is automatically bound Attachment control added to report

13. 13 Using an Attachment Field in a Report/Form Double-click on field … OR … Single-click and use mini toolbar Mini toolbar Attachment Control in Report

14. 14 Data Connections Access allows data connections via  Importing and Exporting  HTML files  XML data  Excel workbooks

15. 15 Exporting Database Objects as HTML Files Only single database objects are converted Breaks the connection to the database Different views used to export  Depends on database object being exported Report opened in layout view HTML Document export command

16. 16 Exporting Database Objects as HTML Files Open source in appropriate view Click More in the Export group Export dialog box opens Specify export options, click OK Select output options, click OK Specify export options Specify output options

17. 17 Importing HTML files “Clean” source code  Paste source code into Excel  Examine and “fix” data Save as Excel workbook Use as import source in Access HTML Source CodeExcel WorkbookAccess Object

18. 18 Import Wizard and HTML Files Select path to source code Specify how and where New table Linked Table Appended to existing table Select path to source code Choose to link, append or create new table

19. 19 XML Data - Terminology XML (Extensible Markup Language  Defines data XMLs Schema Definition  Describes how data is structured XSL (Extensible Stylesheet Language)  Describes how data is presented

20. 20 Importing XML Data Use the XML tool  External Data tab, Import Group Identify source in Wizard Identify XML source XML Import Tool

21. 21 Importing XML Data Select Import options  Structure only  Structure and data  Append Data to existing table Select import options Expand data structure

22. 22 Export XML Data Open Access object and select More  External data tab, Export group Choose XML File Select XML File

23. 23 Export XML Data Select the destination file/location Select options desired Select to save/not save export steps Select destination file Select export options

24. 24 Exporting Data with Excel Click Excel  External Data tab, Export group Export Excel Spreadsheet dialog box opens  Select path/name and specify options Select path and name for exported file Specify options

25. 25 Export to Excel Options Retain formatting and layout Open the file after exportation Export only selected records  Only available if records are selected  AND formatting and layout is being retained Select field(s) for column headings

26. 26 Sharing Between Access and Outlook Facilitates e-mail delivery Handles response management Must have both Outlook/Access installed Must have an e-mail distribution list  May reside in Outlook and/or Access

27. 27 Collect Data Through E-mail Open source (host) table Click the Create E-mail button  External Data tab, Export Group Collect data through e-mail wizard launches Wizard Getting Started Screen Create E-mail command

28. 28 Collect Data Through E-mail Select type of form to use  HTML – most compatible choice  Infopath Specify the type of form to use

29. 29 Collect Data Through E-mail Specify Fields for the form Specify labels for each field Specify field labels Specify fields for form

30. 30 Collect Data Through E-mail Specify Fields for the form Specify labels for each field Specify field labels Specify fields for form

31. 31 Collect Data Through E-mail Choose what to do with replies Specify where recipient addresses are stored Choose what to do with replies

32. 32 Collect Data Through E-mail Customize e-mail subject and instructions Specify where recipients address is displayed

33. 33 Manage E-mail Replies To manage e-mail responses  Export to Access using Export to Access tool OR  Use Outlook to preview, respond, organize

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