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PowerPoint Presentation to AccompanyGO! with Microsoft® Access 2010

Chapter 9Integrating Access with Other Applications

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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

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Objectives

• Use mail merge to integrate Access and Word

• Export data to Excel

• Export data to an HTML file and an XML file

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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

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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

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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

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Import Data from a Word Table

• Convert Table to Text dialog box

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Import Data from a Word Table

• Clicking Show/Hide button displays formatting marks

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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

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Import Data from a Word Table

• Can link source data to Access– A link connects data to another file

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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

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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

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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

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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

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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

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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

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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

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Insert an Excel Chart into a Report

• Pie chart copied from Excel and pasted in Access

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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

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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

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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

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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

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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

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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

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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

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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

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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

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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

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Export Data to Word

• Alternative method to prevent overwriting– Copy rows direct from Access object– Then paste into existing Word document

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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

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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

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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

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Use Mail Merge to Integrate Access and Word

• Mail Merge Recipient dialog box

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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

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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

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Export Data to Excel

• Selection of Access data

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Export Data to Excel

• Data in Excel after being exported from Access

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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

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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

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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

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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

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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

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Covered Objectives

• Use mail merge to integrate Access and Word

• Export data to Excel

• Export data to an HTML file and an XML file

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