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Microsoft Office 2007-Illustrated Integrating Word, Excel, and Access.

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Presentation on theme: "Microsoft Office 2007-Illustrated Integrating Word, Excel, and Access."— Presentation transcript:

1 Microsoft Office 2007-Illustrated Integrating Word, Excel, and Access

2 Microsoft Office 2007-Illustrated Objectives Merge from Access to WordMerge from Access to Word Filter an Access data sourceFilter an Access data source Export an Access table to WordExport an Access table to Word Export an Access table to ExcelExport an Access table to Excel Export an Access report to WordExport an Access report to Word

3 Microsoft Office 2007-Illustrated Unit Introduction Business applications:Business applications: Use Access to create databases to contain customer, supplier, and inventory informationUse Access to create databases to contain customer, supplier, and inventory information Merge the Access database with Word to create form letters, catalogs, and labelsMerge the Access database with Word to create form letters, catalogs, and labels Export Access tables to Excel and WordExport Access tables to Excel and Word Export Access reports to WordExport Access reports to Word

4 Microsoft Office 2007-Illustrated Merging from Access to Word Access contains the contact information:Access contains the contact information: Names, addresses, etc.Names, addresses, etc. Word contains the text of the form letterWord contains the text of the form letter The merged Word letter contains fields from the Access databaseThe merged Word letter contains fields from the Access database

5 Merging from Access to Word Creating a query table in AccessCreating a query table in Access Data from three tables is includedData from three tables is included The three tables must be relatedThe three tables must be related Three versions of the query table appear in the list of database objectsThree versions of the query table appear in the list of database objects Each version is identicalEach version is identical Microsoft Office 2007-Illustrated

6 Merging from Access to Word Microsoft Office 2007-Illustrated Click the More button in the Export group to access the Merge function

7 Microsoft Office 2007-Illustrated Filtering an Access Data Source Choose the records to mergeChoose the records to merge Edit the recipients list in WordEdit the recipients list in Word Use filtering options to select only records that conform to specific criteriaUse filtering options to select only records that conform to specific criteria

8 Filtering an Access Data Source Filtering MethodFiltering Method Select the field to filterSelect the field to filter Select the filterSelect the filter OrOr AndAnd Select a Comparison OperatorSelect a Comparison Operator Equal to, Greater than, Less than, etc.Equal to, Greater than, Less than, etc. Specify criteriaSpecify criteria Microsoft Office 2007-Illustrated

9 Filtering an Access Data Source Microsoft Office 2007-Illustrated Select a Field to filter Select a filter Select a Comparison Operator Specify criteria

10 Exporting an Access Table to Word An Access table is exported as a Rich Text Format file (RTF) in WordAn Access table is exported as a Rich Text Format file (RTF) in Word Use table tools to format the exported table in WordUse table tools to format the exported table in Word Microsoft Office 2007-Illustrated

11 Exporting an Access Table to Word Microsoft Office 2007-Illustrated Export RTF File dialog box in AccessExport RTF File dialog box in Access

12 Exporting an Access Table to Excel Export an Access table to Excel in order to use Excel tools to:Export an Access table to Excel in order to use Excel tools to: Manipulate dataManipulate data Analyze dataAnalyze data Filter recordsFilter records Edit dataEdit data Microsoft Office 2007-Illustrated

13 Exporting an Access Table to Excel Click the External Data tabClick the External Data tab Click the Excel button in the Export groupClick the Excel button in the Export group Be careful not to click the Excel button in the Import groupBe careful not to click the Excel button in the Import group Click Browse in the Export – Excel Spreadsheet dialog box, then specify the destination for the exported fileClick Browse in the Export – Excel Spreadsheet dialog box, then specify the destination for the exported file Microsoft Office 2007-Illustrated

14 Exporting an Access Table to Excel In Excel use the Subtotal function to calculate subtotals of records sorted by categoryIn Excel use the Subtotal function to calculate subtotals of records sorted by category Click the Data tab, then click the Subtotal button in the Outline groupClick the Data tab, then click the Subtotal button in the Outline group Microsoft Office 2007-Illustrated

15 Exporting an Access Table to Excel Microsoft Office 2007-Illustrated Collapse the Subtotal list to level 2Collapse the Subtotal list to level 2 Click 2 in the Grouping pane to collapse the Subtotal list to Level 2

16 Exporting an Access Table to Excel Microsoft Office 2007-Illustrated Chart data in the Subtotal list appears in the Cone chart

17 Exporting an Access Report to Word Export an Access report to a Rich Text Format (.rtf) fileExport an Access report to a Rich Text Format (.rtf) file Open and modify the exported file in WordOpen and modify the exported file in Word Use Word tools to convert the report into a tableUse Word tools to convert the report into a table Use Table tools to format the table in WordUse Table tools to format the table in Word Microsoft Office 2007-Illustrated

18 Exporting an Access Report to Word Create the report in AccessCreate the report in Access Use the mouse to modify column widthsUse the mouse to modify column widths Microsoft Office 2007-Illustrated Click and drag column divisions to resize columns in an Access report

19 Exporting an Access Report to Word In Access:In Access: Click the External Data tabClick the External Data tab Click the Word button in the Export groupClick the Word button in the Export group Specify the location to export the fileSpecify the location to export the file Select the Open file optionSelect the Open file option Click OKClick OK Microsoft Office 2007-Illustrated

20 Exporting an Access Report to Word Remove extra Tab characters in WordRemove extra Tab characters in Word Microsoft Office 2007-Illustrated One tab character separates each column

21 Microsoft Office 2007-Illustrated Summary Merge data from Access into Word to create form lettersMerge data from Access into Word to create form letters Use filter options in Word to select the records to merge according to specific criteriaUse filter options in Word to select the records to merge according to specific criteria

22 Summary Export an Access table to Word and apply table formattingExport an Access table to Word and apply table formatting Export an Access table to Excel and use Excel tools to analyze dataExport an Access table to Excel and use Excel tools to analyze data Export an Access report to Word, remove extra Tab characters, convert the tabbed list to a table, and apply table formattingExport an Access report to Word, remove extra Tab characters, convert the tabbed list to a table, and apply table formatting Microsoft Office 2007-Illustrated


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