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Pasewark & Pasewark Microsoft Office XP: Introductory Course 1 INTRODUCTORY MICROSOFT ACCESS Lesson 6 – Integrating Access.

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Presentation on theme: "Pasewark & Pasewark Microsoft Office XP: Introductory Course 1 INTRODUCTORY MICROSOFT ACCESS Lesson 6 – Integrating Access."— Presentation transcript:

1 Pasewark & Pasewark Microsoft Office XP: Introductory Course 1 INTRODUCTORY MICROSOFT ACCESS Lesson 6 – Integrating Access

2 Access – Lesson 6 Microsoft Office XP: Introductory Course Pasewark & Pasewark 2 Objectives Import and export data between Office applications. Create a form letter. Edit the recipient list to print only selected form letters. Create and print mailing labels. Create a data access page.

3 Access – Lesson 6 Microsoft Office XP: Introductory Course Pasewark & Pasewark 3 Terms Used in This Lesson Data access page Data source Form letter Main document Merge fields

4 Access – Lesson 6 Microsoft Office XP: Introductory Course Pasewark & Pasewark 4 Importing and Exporting Data Because Office is an integrated suite of programs, you can easily import and export data between applications. Word to Access – you can easily paste or import a list of names and addresses from a Word document into an Access database. Access to Word – you can also export table records from an Access database into a Word document, or merge database records with a Word document to create a form letter.

5 Access – Lesson 6 Microsoft Office XP: Introductory Course Pasewark & Pasewark 5 Importing and Exporting Data Access to Excel – you can export Access data into an Excel worksheet and apply calculation and data analysis features. Each record appears as a row in the worksheet and each field converts to a column. Excel to Access – you can also import data from an Excel worksheet into an Access database table. The copied or cut cells will appear in the table beginning with the highlighted entry.

6 Access – Lesson 6 Microsoft Office XP: Introductory Course Pasewark & Pasewark 6 Creating a Form Letter A form letter is a word processor document that uses information inserted from a database in specified areas to personalize a document. To create a form letter, you export recipient information from a data source, such as an Access database, to a document in Word, called a main document. You can insert merge fields in the main document where you want to print the recipient information from the data source.

7 Access – Lesson 6 Microsoft Office XP: Introductory Course Pasewark & Pasewark 7 Creating a Form Letter Word provides a Mail Merge task pane that makes it easy to create a form letter. To access the Mail Merge task pane, choose Letters and Mailings on Word’s Tools menu. Choose Mail Merge Wizard from the submenu and the task pane appears.

8 Access – Lesson 6 Microsoft Office XP: Introductory Course Pasewark & Pasewark 8 Creating a Form Letter Follow the six steps in the Mail Merge task pane to create a form letter: – Step 1 – choose Letters as the main document. – Step 2 – select the starting document. – Step 3 – specify a data source. – Step 4 – insert the merge fields. – Step 5 – preview the letters and edit the recipients to be included in the merge. – Step 6 - complete the merge and print the letters.

9 Access – Lesson 6 Microsoft Office XP: Introductory Course Pasewark & Pasewark 9 Creating Mailing Labels Creating mailing labels is very similar to creating form letters. Choose Labels as the starting document. Specify a main document and a data source. Choose the label options. Insert the merge fields that contain the address information. Print your mailing labels.

10 Access – Lesson 6 Microsoft Office XP: Introductory Course Pasewark & Pasewark 10 Creating a Data Access Page A data access page is an object created in a database that lets you publish other objects, such as tables, forms, and reports, to the Web. You can then view the database using the Web. You can create a data access page using the Page Wizard, which will ask you questions about the fields, format, and layout, and then create a page based on your answers.

11 Access – Lesson 6 Microsoft Office XP: Introductory Course Pasewark & Pasewark 11 Data Access Page

12 Access – Lesson 6 Microsoft Office XP: Introductory Course Pasewark & Pasewark 12 Summary Because Office is an integrated suite of programs, you can easily import and export data between applications. A form letter is a word processor document that uses information from a database in specified areas to personalize a document. To create form letters, you insert merge fields in the main document that are replaced with information from the data source.

13 Access – Lesson 6 Microsoft Office XP: Introductory Course Pasewark & Pasewark 13 Summary Creating mailing labels is very similar to creating form letters. The Mail Merge task pane makes it easy to create form letters or mailing labels. A data access page is an object created in a database that lets you publish other objects, such as tables, forms, and reports, to the Web. You can then view the database using the Web.


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