microsoft access 2010- illustrated unit i: importing and exporting data

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Microsoft Access 2010- Illustrated Unit I: Importing and Exporting Data

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Page 1: Microsoft Access 2010- Illustrated Unit I: Importing and Exporting Data

Microsoft Access 2010- Illustrated

Unit I: Importing and Exporting Data

Page 2: Microsoft Access 2010- Illustrated Unit I: Importing and Exporting Data

Objectives

• Use database templates• Use Application Parts• Import data from Excel• Link data

(continued)

Microsoft Office 2010-Illustrated 2

Page 3: Microsoft Access 2010- Illustrated Unit I: Importing and Exporting Data

Objectives (continued)

• Export data to Excel• Publish data to Word• Merge data with Word• Collect data with Outlook

Microsoft Office 2010-Illustrated 3

Page 4: Microsoft Access 2010- Illustrated Unit I: Importing and Exporting Data

Using Database Templates

• A database template is a tool that you use to quickly create a new database based on a particular subject such as assets, contacts, events, or projects.

• Online templates are available to download from the Microsoft Office Online Web site.

Microsoft Office 2010-Illustrated 4

Page 5: Microsoft Access 2010- Illustrated Unit I: Importing and Exporting Data

Available Templates

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Page 6: Microsoft Access 2010- Illustrated Unit I: Importing and Exporting Data

Using Application Parts

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• Application Parts are object templates that create objects such as tables and forms.

• Application Parts include several table templates, tools you can use to quickly create a single table in a database, and form templates to help you create forms.

Page 7: Microsoft Access 2010- Illustrated Unit I: Importing and Exporting Data

Application Parts list

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Page 8: Microsoft Access 2010- Illustrated Unit I: Importing and Exporting Data

Referential Integrity Cascade Options

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• Cascade Update Related Fields means that if a value in the primary key field is modified, all values in the foreign key field are automatically updated as well.

• Cascade Delete Related Records means that if a record in the “one” side of a one-to-many relationship is deleted, all related records in the “many” table are also deleted.

Page 9: Microsoft Access 2010- Illustrated Unit I: Importing and Exporting Data

Importing Data from Excel

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• Importing enables you to quickly copy data from an external file into an Access database.

• A delimited text file stores one record on each line. Field values are separated by a common character, the delimiter, such as a comma, tab, or dash.

Page 10: Microsoft Access 2010- Illustrated Unit I: Importing and Exporting Data

Importing Data from Excel

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• A CSV (comma-separated values) file is a common example of a delimited text file.

• An XML file is a text file containing Extensible Markup Language (XML) tags that identify field names and data.

• One of the most common file formats from which to import data into an Access database is Microsoft Excel, the spreadsheet program in the Microsoft Office suite.

Page 11: Microsoft Access 2010- Illustrated Unit I: Importing and Exporting Data

Import Spreadsheet Wizard

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Page 12: Microsoft Access 2010- Illustrated Unit I: Importing and Exporting Data

Linking Data

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• Linking connects an Access database to data in an external file such as another Access database, Excel spreadsheet, text file, HTML file, XML file, or other data sources that support ODBC (open database connectivity) standards.

• Linking is different from importing in that linked data is not copied into the database. If you link, data is only stored and updated in the original file. Importing makes a copy of the data in the Access database.

Page 13: Microsoft Access 2010- Illustrated Unit I: Importing and Exporting Data

Relationships window with linked table

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Page 14: Microsoft Access 2010- Illustrated Unit I: Importing and Exporting Data

Exporting Data to Excel

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• Exporting is a way to copy Access information to another database, spreadsheet, or file format.

• Exporting is the opposite of importing. • You can export data from an Access

database to other file types, such as those used by Excel or Word, and in several general file formats including text, HTML, and XML.

Page 15: Microsoft Access 2010- Illustrated Unit I: Importing and Exporting Data

File formats that Access can link to, import, and export

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Publishing Data to Word

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• Microsoft Word, the word-processing program in the Microsoft Office suite, is a premier program for entering, editing, and formatting text.

• You can easily export data from an Access table, query, form, or report into a Word document.

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Techniques to copy Access data to other applications

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Page 18: Microsoft Access 2010- Illustrated Unit I: Importing and Exporting Data

Merging Data with Word

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• Another way to export Access data is to merge it to a Word document as the data source for a mail-merge process.

• In a mail merge, data from an Access table or query is combined into a Word form letter, label, or envelope to create mass mailing documents.

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Inserting merge fields

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Page 20: Microsoft Access 2010- Illustrated Unit I: Importing and Exporting Data

Collecting Data with Outlook

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• Access data can be collected and entered into the database from e-mail messages using Outlook.

• Microsoft Outlook is the e-mail program in Microsoft Office, a fast electronic method to share information.

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Manage Data Collection Messages dialog box

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Page 22: Microsoft Access 2010- Illustrated Unit I: Importing and Exporting Data

Summary

• Using database templates• Using Application Parts• Importing data from Excel• Linking data

(continued)

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Page 23: Microsoft Access 2010- Illustrated Unit I: Importing and Exporting Data

Summary (continued)

• Exporting data to Excel• Publishing data to Word• Merging data with Word• Collecting data with Outlook

Microsoft Office 2010-Illustrated 23