1. Database Applications – Microsoft Access Lesson 5 Shared Data

2. Importing, Exporting, & Linking Data In previous tutorials you have imported data from other sources into Access. In this lesson, you will review the concepts of importing, and learn how to export and link data from Access to other applications.

3. Shared Data Vocabulary Source – the location in which the original data is stored; the location from which data is sent to another location Destination – the location which receives data

4. Importing Importing data is bringing data from other applications into Access. Importing is a useful tool when a system that has previously been based on Excel is being converted to Access. Instead of re- entering data already stored in Excel into Access, the data may simply be imported. Data may be imported into existing Access tables or used to create a new table.

5. Exporting Exporting data is sending data from Access to another application. Data from Access tables or queries can be exported to Excel for analysis of the data using Excel tools. Data from Access tables or queries can be exported to Word for inclusion in Word documents such as memos and reports.

6. Linking Linking data is forming a connection between the same data stored in different applications. When data is linked, data can be changed in the source application and updated in the destination application. Data may be imported into existing Access tables or used to create a new table.

7. Instructions on Importing and Exporting See the handout INSTRCUTIONS FOR EXPORTING, IMPORTING AND LINKING DATA accessible from the Lesson 5 page.

8. Creating a Hyperlink Field Hyperlinks can be added to tables and forms. To enter hyperlinks with website addresses, you must first add a Hyperlink field to the table in which the web address will be stored. Recall that new fields are added to tables in Design view. Once the hyperlink field is created, you may enter web addresses in this field in either table datasheet view or form view (if a form has been developed based on the table).

9. Creating an Attachment Field In addition to storing data in a database, you can attach external files such as Excel workbooks, Word documents, and image files to the database. Attachment fields are similar to hyperlink fields but link to documents rather than websites. Multiple documents may be attached to any record. Follow the instructions on Adding an Attachment Field accessible from the Lesson 5 page.

10. End of Lesson Work through the mini-tutorial on Adding an Attachment Field. Complete the Lesson 5 Exercises following the exercise instructions accessible from the Lesson 5 page.