Exploring Microsoft® Access® 2016 Series Editor Mary Anne Poatsy

Exploring Microsoft® Access® 2016 Series Editor Mary Anne Poatsy
Exploring Microsoft Office 2016 Series Editor Mary Anne Poatsy Cameron |Williams Series Created by Dr. Robert T. Grauer

Copyright © 2017 Pearson Education, Inc.
Chapter 8 In Chapter 8, you will learn how to exchange data between Access and other Office applications or websites. Get Connected Exchanging Data Between Access and Other Applications Copyright © 2017 Pearson Education, Inc.

Objectives Create a Hyperlink Field Add an Attachment Field Add Attachment Controls to Forms and Reports Export Data to Excel Export Data to Word Export Data to a PDF or XPS Document The objectives for this chapter are: Create a Hyperlink Field Add an Attachment Field Add Attachment Controls to Forms and Reports Export Data to Excel Export Data to Word Export Data to a PDF or XPS Document Additional objectives are listed on the next slide. Copyright © 2017 Pearson Education, Inc.

Objectives Export Objects to Another Access Database Link to an Access Table Link to versus Import an Excel Spreadsheet Import an Excel Spreadsheet Import a Text File The objectives for this chapter are: Export Objects to Another Access Database Link to an Access Table Link to versus Import an Excel Spreadsheet Import an Excel Spreadsheet Import a Text File Copyright © 2017 Pearson Education, Inc.

Objective 1: Create a Hyperlink Field
In this section, the skills include: Add a Hyperlink Field in Design View Enter Hyperlinks in Datasheet View Edit a Hyperlink in Datasheet View Skills:  Add a Hyperlink Field in Design View  Enter Hyperlinks in Datasheet View  Edit a Hyperlink in Datasheet View Copyright © 2017 Pearson Education, Inc.

Create a Hyperlink Field
Select Hyperlink The hyperlink data is used to link to a file on your computer, to a webpage on the Internet, or to an address. Adding a hyperlink field is the same process as entering other fields. A uniform resource locator (URL) is the location of an Internet website or webpage. To add a hyperlink field in Design view, you: Open the table, and add the new field name to the table. Select Hyperlink from the Data Type list. Save the changes, and switch to Datasheet view. Copyright © 2017 Pearson Education, Inc.

Text that displays Click to create a ScreenTip To edit a hyperlink value in Datasheet view, you: Right-click the hyperlink field value, point to Hyperlink, and from the shortcut menu, select Edit Hyperlink to display the Edit Hyperlink dialog box. Change the Text in the Text to display box to show what the user sees. Select the Address box, and change the address that Access uses to locate and open the link with the appropriate software. Click ScreenTip to create a descriptive text that will display when the user points to the hyperlink text. Web address Copyright © 2017 Pearson Education, Inc.

Objective 2: Add an Attachment Field
In this section, the skills include: Create an Attachment Field in Design View Add Attachments in Datasheet View Remove an Attachment in Datasheet View Skills:  Create an Attachment Field in Design View  Add Attachments in Datasheet View  Remove an Attachment in Datasheet View Copyright © 2017 Pearson Education, Inc.

Add an Attachment Field
The data in an Access database is usually typed directly into the tables or entered using an Access form. Sometimes you may want to store a reference to an external file such as an image, a scanned document, or an Excel spreadsheet and then open that file from within Access. To do this, you would add an attachment field to a table. An attachment field is similar to an attachment to an message. Adding an attachment field is the same process as entering other fields. To add an attachment field in Design view, you: Open the table and add the new field name to the table. Select Attachment from the Data Type list. Save the changes and switch to Datasheet view. Select Attachment Copyright © 2017 Pearson Education, Inc.

Add an Attachment Field
In Datasheet view: Double-click the attachment field’s paperclip icon to open the Attachments dialog box. Click Add to add the attachment. Use the Choose File dialog box to locate and select the file to attach. Click Open to attach the file to the record. Click OK, and click the record below the current record to save the attached files. The process to remove an attachment is similar. To remove an attached file, you: Select the file to remove, and click Remove. Selected file appears here Click Open Click Add Click paperclip icon Copyright © 2017 Pearson Education, Inc.

Objective 3: Add Attachment Controls to Forms and Reports
In this section, the skills include: Add an Attachment Control in Layout View Use an Attachment Control in a Form Skills:  Add an Attachment Control in Layout View  Use an Attachment Control in a Form Copyright © 2017 Pearson Education, Inc.

Add Attachment Controls to Forms and Reports
Click Add Existing Fields Parent field name An attachment control is a control that is used to manage attached files in forms and reports. Note: If the attachment is an image, the control displays the image, however, if the attachment is a document, only an icon representing the application used to create the file is displayed. To add an attachment control to a form in Layout view, you: Click Add Existing Fields in the Tools group on the Design tab. In the Field List pane, the attachment field displays as a parent field with three child fields. Drag the parent field name from the Field List pane to the form, drop it in the desired location, and resize as needed. Attachment control Copyright © 2017 Pearson Education, Inc.

In a similar manner, to add an attachment control to an existing report, you: Open the report in Layout view. Click Add Existing Fields in the Tools group on the Design tab. Drag the parent field name from the Field List pane to the report, and then drop it in the desired location. As shown in the slide, the image is displayed in the Attachment control. Copyright © 2017 Pearson Education, Inc.

Objective 4: Export Data to Excel
In this section, the skills include: Export a Query to Excel Export a Report to Excel Skills:  Export a Query to Excel  Export a Report to Excel Copyright © 2017 Pearson Education, Inc.

Export Data to Excel Although Access is a powerful database, one may want to export data to Excel to take advantage of Excel’s charting capabilities and the ability to use Excel’s Scenario Manager. This slide shows the Customers table in Access. Copyright © 2017 Pearson Education, Inc.

Export Data to Excel Select file name and destination
Select file format Keep formatting and layout To export a table or query to Excel, you: Select the table or query in the Navigation Pane. Click Excel in the Export group on the External Data tab to open the Export – Excel Spreadsheet dialog box. Specify the file name and destination. Specify the format for the exported file and whether to export the data with formatting and layout. Specify if you want to open the destination file after the export operation is complete. Specify if you want to export only the selected records and click OK. Open file after exported Copyright © 2017 Pearson Education, Inc.

Export Data to Excel This slide shows the Customers worksheet with the data from the Access table. Because no records were selected or filtered, this is the complete table. An exported query would look similar. Copyright © 2017 Pearson Education, Inc.

Export Data to Excel Customer form Exporting tables and queries to Excel usually yields predictable and consistent results. However, when you export forms and reports from Access to Excel, the results can be unpredictable. For example, if you export a form that contains customers’ data and a subform showing the orders for each customer, the customers’ data exports but the orders (subform data) do not. This slide shows the Customer form for the Customer table with the Orders subform for the Orders table. Orders subform Copyright © 2017 Pearson Education, Inc.

Objective 5: Export Data to Word
In this section, the skills include: Export a Query to Word Modify an RTF File in Word Skills:  Export a Query to Word  Modify an RTF File in Word Copyright © 2017 Pearson Education, Inc.

Export Data to Word Select file name and destination
Keep formatting and layout The process for exporting data from Access to Word is similar to that for exporting data to Excel. When an object is exported from Access to Word, Access exports the file in the Rich Text Format. The Rich Text Format (RTF) is a format that allows documents created in one software application to be opened with a different software application. To export a table or query to Word, you: Select the table or query in the Navigation Pane. Click More in the Export group and click Word to open the Export RTF dialog box. Specify the file name and destination. Specify whether to export the data with formatting and layout. Specify if you want to open the destination file after the export operation is complete. Specify if you want to export only the selected records and click OK. Open file after exported Copyright © 2017 Pearson Education, Inc.

Export Data to Word Save As dialog box Select Word Document After you export an Access table to an RTF file, you can edit the file in Word and add additional text to the content. After editing the file, if you save the file, it will still be in the RTF format. However, you can save it as a Word document. Copyright © 2017 Pearson Education, Inc.

Objective 6: Export Data to a PDF or XPS Document
In this section, the skills include: Export to a PDF or XPS Document Skills:  Export to a PDF or XPS Document Copyright © 2017 Pearson Education, Inc.

Export Data to a PDF or XPS Document
Select destination Enter file name Portable Document Format (PDF) is a file format that was developed so that documents could be exchanged independent of software application and operating system environment. XML Paper Specification (XPS) is a file format designed to display a printed page on screen identically on any computer platform and is considered an alternative to PDF. Exporting data from Access to a PDF or XPS document is similar to exporting data to Word, except that you may not be able to edit the exported document. To export to a PDF or XPS document, you: Select the object that you want to export, and click PDF or XPS in the Export group to open the Publish as PDF or XPS dialog box. Select the folder where the document should be saved, type the name of the exported document, and then select the document type, either PDF or XPS Document. Click Publish to create the document. Select document type Click Publish Copyright © 2017 Pearson Education, Inc.

This slide shows the Customers table that has been exported as a PDF file. As you can see, this file looks very much like the Access table that was displayed on a earlier slide. Copyright © 2017 Pearson Education, Inc.

This slide shows the Customers table that has been exported as an XPS file. As you can see, this file also looks very much like the Access table that was displayed on a earlier slide. Copyright © 2017 Pearson Education, Inc.

Objective 7: Export Objects to Another Access Database
In this section, the skills include: Export a Table to Another Database Export a Form to Another Database Skills:  Export a Table to Another Database  Export a Form to Another Database Copyright © 2017 Pearson Education, Inc.

Export Objects to Another Access Database
Database to which the table will be exported Name table You can only export data objects to an existing database. Several of the steps for exporting an object to another database should be familiar to you. To export a object—table, query, form, or report—from one database to another, you: Select the table. Click the External Data tab. Click Access in the Export group to display the Export – Access Database dialog box. Browse to locate the destination file, in the File Save dialog box, click the file to select it, and then click Save. Click OK, enter the object name (you can accept the default name) and whether to export the Definition and Data or Definition Only. Click Ok, and close the Save Export Steps window. This slide show the exportation of a table. Copyright © 2017 Pearson Education, Inc.

Objective 8: Link to an Access Table
In this section, the skills include: Examine the Tables in the Source Database Link to an Access Table Skills:  Examine the Tables in the Source Database  Link to an Access Table Copyright © 2017 Pearson Education, Inc.

Link to an Access Table Database from which the table will be linked
Products table In the previous objective, you learned how to export information from Access to Excel, Word, PDF, or XPS, and from one Access database to another. Sometimes you need to do the opposite and import data into Access, which enables you to copy external data directly into your databases. Before linking to a table in another Access database, it is best to examine the table in the source database to make sure the contents, field names, and other elements are correct prior to linking. Some of the steps will be familiar to you. To link to an Access table in another database, you: Click Access in the Import & Link group to display the Get External Data – Access Database dialog box. Click Link to the data source by creating a linked table. Browse to locate the Access database you want to link to. Click the file to select it, and click Open. Ensure that the Link to the data source by creating a linked table option is selected, and click OK. In the Link Tables dialog box, select the table you want to link to, and click OK. Click Select All if the database contains multiple tables and you want to link to all of them. In this example, we will only link to the Products table. Check Link to … option Copyright © 2017 Pearson Education, Inc.

Link to an Access Table Linked Access table icon Linked ??? tables
Note the linked icon on this table identifying the linked table. Look at the last two tables. What do you think these tables are? If you are not sure, you will find out in the next objective. Linked ??? tables Copyright © 2017 Pearson Education, Inc.

Objective 9: Link to versus Import an Excel Spreadsheet
In this section, the skills include: Examine the Format of an Excel Spreadsheet Link to an Excel Spreadsheet Skills:  Examine the Format of an Excel Spreadsheet  Link to an Excel Spreadsheet Copyright © 2017 Pearson Education, Inc.

Link to versus Import an Excel Spreadsheet
Linking to an Excel worksheet Does not increase file size Modifications not done in Access Modifications done in Excel and must be redisplayed Importing an Excel worksheet Increases file size Modifications done in Access Table is a distinct copy of Excel worksheet Without having to retype the information, there are two ways to use data from an Excel spreadsheet: You can create a link from Access to an Excel worksheet. You can import the data into your Access database. Linking enables you to view the Excel data without increasing the size of the Access database. Linking does not enable you to modify data from within Access. Any modification of the data must be done in Excel and redisplayed in the linked table in Access. Importing will increase the size of the Access database. Importing enables you to modify the data in the imported table, which is a separate and distinct copy of the Excel worksheet. Copyright © 2017 Pearson Education, Inc.

Excel file from which the table will be imported To link the Excel spreadsheet to Access, you: Click Excel in the Import & Link group to display the Get External Data – Excel Spreadsheet dialog box. Browse to locate the Excel file you want to link to, click the file to select it, and then click Open. Click the Link to the data source option, and click OK to display the Link Spreadsheet Wizard. Remaining steps are given on the next slide. Check Link to … option Copyright © 2017 Pearson Education, Inc.

Select worksheet Steps continued: In the Link Spreadsheet Wizard, select the worksheet from the list of worksheets, and click Next. Name the linked table, and click Finish Notice that the first row contains headings Copyright © 2017 Pearson Education, Inc.

Objective 10: Import an Excel Spreadsheet
In this section, the skills include: Examine and Import a Spreadsheet into Access Skills:  Examine and Import a Spreadsheet into Access Copyright © 2017 Pearson Education, Inc.

Import an Excel Spreadsheet
First row contains column headings Before importing an Excel spreadsheet, you should examine it to determine that the data will properly import to Access. In this example, you can see that the first row contains column headings. Copyright © 2017 Pearson Education, Inc.

Import an Excel Spreadsheet
Select primary key To import the Excel spreadsheet to Access you will repeat some familiar steps: Click Excel in the Import & Link group to display the Get External Data – Excel Spreadsheet. Browse to locate the Excel file you want to import, click the file to select it, and click Open. Ensure that the Import the source data option is selected, and click OK to display the Import Spreadsheet Wizard. Select the worksheet from the list of worksheets, and click Next. Click the First Row Contains Column Headings check box, and click Next two times. Click the Choose my own primary key option if the imported data has a field that is acceptable as a primary key, and click Next. Enter the new table name in the Import to Table box, and click Finish. Copyright © 2017 Pearson Education, Inc.

Objective 11: Import a Text File
In this section, the skills include: Examine the Text File Before Importing Import a Text File into Access Skills:  Examine the Text File Before Importing  Import a Text File into Access Copyright © 2017 Pearson Education, Inc.

Import a Text File In this objective, you will learn how to import a text file directly into an existing Access database. When importing text, the two most common text file formats are comma-separated values (CSV) and fixed-length files. CSV text files use a comma to separate one column from the next column, and fixed-length text files allocate a certain number of characters for each field. Before importing a text file, you should examine the file. You need to confirm that the contents of the text file are relevant to your database. You also need to verify that the format of the file is consistent and that the fields and data values correspond to your Access tables. This slide shows a text file in the .csv format, where commas separate the fields and records are on separate lines. Copyright © 2017 Pearson Education, Inc.

Import a Text File Select file formatting —CSV in this example
To import a text file into Access you will repeat some familiar steps: Click Text File in the Import & Link group to display the External Data – Text File dialog box. Browse to locate the CSV file you want to import, click the file to select it, and then click Open. Ensure that the Import the source data into a new table option is selected, and click OK to open the Import Text Wizard dialog box. Click Next, click the First Row Contains Field Names check box, and click Next two times. Click the Choose my own primary key option, and click Next. Enter the new table name in the Import to Table box, and click Finish. Click Close when shown the Save Import Steps prompt. Because these steps have been performed several times, only the Import Text Wizard is shown. Copyright © 2017 Pearson Education, Inc.

Summary You can connect Access to external files by: Adding a hyperlink field Adding an attachment field You can export Access data to: Office applications RTF, PDF, and XPS files You can link tables to Access or Excel You can import tables from Excel or a text file You can connect Access to external files by: Adding a hyperlink field, which links to a file on your computer, to a webpage on the Internet, or to an address. Adding an attachment field, which is similar to an attachment in an message. You can export Access data to Office and other applications—Excel, Word, RTF, PDF, and XPS files. You can link Access tables to another Access database table or an Excel spreadsheet. You can import Access tables from an Excel spreadsheet or properly formatted text files like CSV or fixed-length files. Copyright © 2017 Pearson Education, Inc.

Exploring Microsoft® Access® 2016 Series Editor Mary Anne Poatsy

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