© Paradigm Publishing, Inc. 1

2 Access 2010 Level 1 Unit 2Creating Forms and Reports Chapter 8Importing and Exporting Data

© Paradigm Publishing, Inc. 3 Importing and Exporting Data  Export Data Export Data  CHECKPOINT 1 CHECKPOINT 1  Import and Link Data to a New Table Import and Link Data to a New Table  Use the Office Clipboard Use the Office Clipboard  CHECKPOINT 2 CHECKPOINT 2 Quick Links to Presentation Contents

© Paradigm Publishing, Inc. 4 Export Data  One of the advantages of a suite like Microsoft Office is the ability to exchange data between one program and another.  Like other programs in the suite, Access offers a feature to export data from Access into Excel and/or Word.

© Paradigm Publishing, Inc. 5 Export Data…continued To export data to Excel: 1.Click the desired table, query, or form. 2.Click the External Data tab. 3.Click the Excel button in the Export group. continues on next slide… Excel button

© Paradigm Publishing, Inc. 6 Export Data…continued 4.Make the desired changes at the Export - Excel Spreadsheet dialog box. 5.Click OK. Export - Excel Spreadsheet dialog box

© Paradigm Publishing, Inc. 7 Export Data…continued To export data to Word: 1.Click the desired table, query, form, or report. 2.Click the External Data tab. 3.Click the More button in the Export group. 4.Click the Word option at the drop-down list. continues on next slide… Word option

© Paradigm Publishing, Inc. 8 Export Data…continued 5.Make the desired changes at the Export - RTF File dialog box. 6.Click OK. Export - RTF File dialog box

© Paradigm Publishing, Inc. 9 Export Data…continued To merge data with Word: 1.Click the desired table or query. 2.Click the External Data tab. 3.Click the Word Merge button in the Export group. 4.Make the desired choices at each wizard dialog box. Word Merge button

© Paradigm Publishing, Inc. 10 Export Data…continued To insert fields for merging: 1.In Word, click the Mailings tab. 2.Click the Insert Merge Field button arrow in the Write & Insert Fields group. 3.Click the desired field at the drop-down list. Insert Merge Field button arrow

© Paradigm Publishing, Inc. 11 Export Data…continued  You can insert a field that will insert all of the fields required for the inside address of a letter with the Address Block button in the Write & Insert Fields group in the Mailings tab.  The «AddressBlock» field is an example of a composite field that groups a number of fields together.

© Paradigm Publishing, Inc. 12 Export Data…continued  With the PDF or XPS button in the Export group in the External Data tab, you can export an Access object to a PDF or XPS file.  As you learned in Chapter 7, the letters PDF stand for Portable Document Format, which is a file format that captures all of the elements of a file as an electronic image.  The letters XPS stand for XML Paper Specification and the letters XML stand for Extensible Markup Language, which is a set of rules for encoding files electronically.

© Paradigm Publishing, Inc. 13 Export Data…continued To export an Access object to a PDF file: 1.Click the object in the Navigation pane. 2.Click the External Data tab. 3.Click the PDF or XPS button in the Export group. 4.Navigate to the desired folder. 5.Click the Publish button. PDF or XPS button

© Paradigm Publishing, Inc. 14 1)The Export group is located in this tab. a.Database Tools b.External Data c.Home d.File 1)The Export group is located in this tab. a.Database Tools b.External Data c.Home d.File 3)RTF stands for this. a.real time file b.real text format c.rich time file d.rich text format 3)RTF stands for this. a.real time file b.real text format c.rich time file d.rich text format 2)To export data to Word, click this button in the Export group. a.Export b.Transfer c.More d.Word 2)To export data to Word, click this button in the Export group. a.Export b.Transfer c.More d.Word 4)If you save an Access object in PDF format, the Access object opens in this. a.browser window b.Word c.Adobe Reader d.Excel 4)If you save an Access object in PDF format, the Access object opens in this. a.browser window b.Word c.Adobe Reader d.Excel Next Question Next Slide Answer

© Paradigm Publishing, Inc. 15 Import and Link Data to a New Table  In this chapter, you learned how to export Access data to Excel and Word.  You can also import data from other programs into an Access table.  For example, you can import data from an Excel worksheet and create a new table in a database using data from the worksheet.

© Paradigm Publishing, Inc. 16 Import and Link Data to a New Table…continued To import data from an Excel spreadsheet to a new table: 1.Click the External Data tab. 2.Click the Excel button in the Import & Link group. 3.Click the Browse button. 4.Double-click the desired file name. 5.Make the desired choices at each wizard dialog box. Excel button

© Paradigm Publishing, Inc. 17 Import and Link Data to a New Table…continued  Imported data is not connected to the source program.  If you know that you will use your data only in Access, import it.  However, if you want to update data in a program other than Access, link the data.

© Paradigm Publishing, Inc. 18 Import and Link Data to a New Table…continued To link data to an Excel worksheet: 1.Click the External Data tab. 2.Click the Excel button in the Import group. 3.Click the Browse button. 4.Double-click the desired file name. 5.Click the Link to the data source by creating a linked table option. 6.Make the desired choices at each wizard dialog box. Link to the data source by creating a linked table option

© Paradigm Publishing, Inc. 19 Use the Office Clipboard To display the Clipboard task pane: 1.Click the Clipboard group dialog box launcher. Clipboard task pane

© Paradigm Publishing, Inc. 20 Use the Office Clipboard…continued To copy data from Word and paste it into an Access table: 1.In the Word document, display the Clipboard task pane. 2.Select the item. 3.Click the Copy button in the Clipboard group in the Home tab. 4.Continue selecting items and clicking the Copy button. continues on next slide… Copy button

© Paradigm Publishing, Inc. 21 Use the Office Clipboard…continued 5.In the Access table, click in the desired field. 6.Display the Clipboard task pane. 7.Click the desired item in the Clipboard task pane. Clipboard task pane

© Paradigm Publishing, Inc. 22 Use the Office Clipboard…continued To remove all entries from the Clipboard: 1.Click the Clear All button in the Clipboard task pane. Clear All button

© Paradigm Publishing, Inc. 23 1)The Import & Link group is located in this tab. a.File b.Home c.Database Tools d.External Data 1)The Import & Link group is located in this tab. a.File b.Home c.Database Tools d.External Data 3)You can collect up to this many items in the Office Clipboard. a.12 b.24 c.36 d.48 3)You can collect up to this many items in the Office Clipboard. a.12 b.24 c.36 d.48 2)If you want imported data connected to the original program, do this to the data. a.link b.paste c.format d.select 2)If you want imported data connected to the original program, do this to the data. a.link b.paste c.format d.select 4)To remove all entries from the Office Clipboard, click this button in the task pane. a.Remove All b.Remove c.Clear All d.Clear 4)To remove all entries from the Office Clipboard, click this button in the task pane. a.Remove All b.Remove c.Clear All d.Clear Next Question Next Slide Answer

© Paradigm Publishing, Inc. 24 Importing and Exporting Data Export Access data to Excel Export Access data to Word Merge Access data with a Word document Import data to a new table Link data to a new table Use the Office Clipboard Save a database in an earlier version of Access Summary of Presentation Concepts