MS Access —

Review: Import, export and external resources

To Import Information from Another File into Access: In the Database window, select File » Get External Data » Import from the menu.

Select the type of file you want to import from the Files of type list, browse to the appropriate drive and/or folder and double-click the file you want to import. Follow the onscreen instructions of the Import Text Wizard to import the data.

Exporting Information

To Export a Table to an External File: In the Database window, right-click the table and select Export from the shortcut menu or select the table and select File » Export from the menu. Select a format from the Save as type list and then, if necessary, type a new file name in the File name text box. Click Export and follow the onscreen instructions of the Export Text Wizard to export the data.

Importing Objects from Another Access Database

To Import an Object from Another Access Database: In the Database window, select File » Get External Data » Import from the menu, browse to the appropriate drive and/or folder, and double-click the database that contains the object(s) you want to import. Select the database object(s) you want to import and click OK.

Linking Information from an External Source

To Link to a Table in Another Database: In the Database window, select File » Get External Data » Link Tables from the menu, browse to the appropriate drive and/or folder, and double-click the database that contains the table you wish to link to. Click the table you wish to link and click OK.

Analyzing Records with Microsoft Excel

To Export Access Data to Microsoft Excel: Open or select the table, query, or report you want to export. Click the OfficeLinks button list arrow on the toolbar and select Analyze It with Microsoft Office Excel from the list.

Exporting Records to Microsoft Word

To Export Access Data to Microsoft Word: Open or select the table, query, or report you want to export, click the OfficeLinks button list arrow on the toolbar and select Publish It with Microsoft Office Word from the list.

Mail Merging Records to Microsoft Word

To Mail Merge Records with Microsoft Word: Open or select the table, query, or report you want to use for the mail merge, click the OfficeLinks button list arrow on the toolbar and select Merge It with Microsoft Office Word from the list. Specify whether you wish to merge to an existing Word document or if you want to create a new Word document and perform the mail merge using Microsoft Word.

Using Hyperlink Fields

To Create a Hyperlink Field: Display the table in Design view, create a new field to store the hyperlinks, click the new hyperlink field's Data Type box, click the list arrow, select Hyperlink, and save the table.

To Insert a Hyperlink: Select the hyperlink field and then click the Insert Hyperlink button on the toolbar or select Insert » Hyperlink from the menu. Either select a file you want (use the Browse button to help you locate the file) or type a Web address for the hyperlink's destination and click OK.

To Edit a Hyperlink: Right-click the hyperlink and select Hyperlink » Edit Hyperlink from the shortcut menu.

Using OLE Object Fields

To Create an OLE Object Field: Display the table in Design view and create a new field to store the OLE objects. Click the new OLE field's Data Type box, click the list arrow, select OLE Object, and save the table.

To Insert an OLE Object: Select the OLE Object field, select Insert » Object from the menu, select either Create New (to create a new OLE object fileyou must select the type of file you wish to create) or Create from File (to insert an existing file), and click OK. If you selected the Create from File option, browse to and double-click the file you want to insert, and click OK.

Displaying Database Object Dependencies

To View Database Object Dependencies: Right-click any database object and select Object Dependencies from the shortcut menu.

Quiz

  1. One of the most common and basic file formats used to import, export, and exchange information between different programs is:

    1. A JPEG file.

    2. A GIF file.

    3. A tab- or comma-delimited text file.

    4. A Microsoft Exchange-It file.

  2. When you export a Microsoft Access table to an external data file, Access automatically includes the field names in the first row of the data file. (True or False?)

  3. Which of the following database objects can you import from one Microsoft Access database to another? (Select all that apply.)

    1. Tables.

    2. Queries.

    3. Forms.

    4. Reports.

  4. When you create a link to a table in an external database, Access imports the table into the current database. (True or False?)

  5. The only way to export Access database information to Microsoft Excel is by saving it to an external file. (True or False?)

  6. When you use the Publish It with Microsoft Word command to send information to Microsoft Word, the data appears in:

    1. A frightening dialog box that says "General Protection Fault."

    2. A comma-delimited text format.

    3. A tab-delimited text format.

    4. A table.

  7. A hyperlink can point to: (Select all that apply.)

    1. A file on your computer.

    2. A file on a network.

    3. A Web page on the Internet.

    4. All of these.

  8. Microsoft Access can import information from which of the following file formats?

    1. Excel workbooks.

    2. Comma-delimited text files.

    3. dBase database files.

    4. All of these.

  9. You're building a database for your mail-order bride company. You want your table to include a field that stores the picture of your prospective brides. What field type would you need to use?

    1. Memo.

    2. OLE Object.

    3. Hyperlink.

    4. Access can't store graphics.

Homework

  1. Open Microsoft Access, if necessary, and then open the Homework database.

  2. Export the Insurance Claims table to a comma-delimited text file.

  3. Create a link to the Employees table in the Lesson 1 database.

  4. Create a Microsoft Excel spreadsheet based on the Science Test Answers table.

  5. Transfer the Insurance Claims table to a Microsoft Word document. (If you're really inspired, change the document's Page Orientation in Word to Landscape so that the table fits on the page.)

  6. Create a hyperlink in the Products table to the Maria.bmp file.Hint: You must first add a hyperlink field to the table.

  7. Exit Microsoft Word, Microsoft Excel, and Microsoft Access.

Quiz Answers

  1. C. Tab- and comma-delimited text files are the most common and basic type of file formats used to exchange information between different types of programs.

  2. False. To include the field names, you must check the First Row Contains Field Names box (for an imported file) or the Include Field Names on First Row box (for an exported file) on the delimiter option screen of the Import/Export Text Wizard.

  3. A, B, C, and D. Any of these Microsoft Access objects can be imported from one Access database to another Access database.

  4. False. When you link to a table, the data stays in its original location.

  5. False. You can export information to Excel by saving it to an external filebut you can also export it directly to Excel by clicking the Office Links list arrow and selecting Analyze It with Microsoft Excel.

  6. D. When you use the Publish It with Microsoft Word command, information sent to Word appears in a table.

  7. D. Hyperlinks can point to any of these items.

  8. D. Access can import information from all of these file formats.

  9. B. OLE Object fields can store objects created in other programs, such as pictures and graphics.