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

Access 2010 Level 1 Unit 2 Creating Forms and Reports Chapter 8 Importing and Exporting Data. Importing and Exporting Data. Quick Links to Presentation Contents. Export Data CHECKPOINT 1 Import and Link Data to a New Table Use the Office Clipboard CHECKPOINT 2. Export Data.

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

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

  2. Importing and Exporting Data Quick Links to Presentation Contents • Export Data • CHECKPOINT 1 • Import and Link Data to a New Table • Use the Office Clipboard • CHECKPOINT 2

  3. 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.

  4. Export Data…continued To export data to Excel: • Click the desired table, query, or form. • Click the External Data tab. • Click the Excel button in the Export group. continues on next slide… Excel button

  5. Export Data…continued • Make the desired changes at the Export - Excel Spreadsheet dialog box. • Click OK. Export-Excel Spreadsheet dialog box

  6. Export Data…continued To export data to Word: • Click the desired table, query, form, or report. • Click the External Data tab. • Click the More button in the Export group. • Click the Word option at the drop-down list. continues on next slide… Word option

  7. Export Data…continued • Make the desired changes at the Export - RTF File dialog box. • Click OK. Export - RTF File dialog box

  8. Export Data…continued To merge data with Word: • Click the desired table or query. • Click the External Data tab. • Click the Word Merge button in the Export group. • Make the desired choices at each wizard dialog box. Word Merge button

  9. Export Data…continued To insert fields for merging: • In Word, click the Mailings tab. • Click the Insert Merge Field button arrow in the Write & Insert Fields group. • Click the desired field at the drop-down list. Insert Merge Field button arrow

  10. 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.

  11. 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.

  12. Export Data…continued To export an Access object to a PDF file: • Click the object in the Navigation pane. • Click the External Data tab. • Click the PDF or XPS button in the Export group. • Navigate to the desired folder. • Click the Publish button. PDF or XPS button

  13. CHECKPOINT 1 • The Export group is located in this tab. • Database Tools • External Data • Home • File • RTF stands for this. • real time file • real text format • rich time file • rich text format Answer Answer Next Question Next Question • To export data to Word, click this button in the Export group. • Export • Transfer • More • Word • If you save an Access object in PDF format, the Access object opens in this. • browser window • Word • Adobe Reader • Excel Answer Answer Next Question Next Slide

  14. 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.

  15. Import and Link Data to a New Table…continued To import data from an Excel spreadsheet to a new table: • Click the External Data tab. • Click the Excel button in the Import & Link group. • Click the Browse button. • Double-click the desired file name. • Make the desired choices at each wizard dialog box. Excel button

  16. 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.

  17. Import and Link Data to a New Table…continued To link data to an Excel worksheet: • Click the External Data tab. • Click the Excel button in the Import group. • Click the Browse button. • Double-click the desired file name. • Click the Link to the data source by creating a linked table option. • Make the desired choices at each wizard dialog box. Link to the data source by creating a linked table option

  18. Use the Office Clipboard To display the Clipboard task pane: • Click the Clipboard group dialog box launcher. Clipboard task pane

  19. Use the Office Clipboard…continued To copy data from Word and paste it into an Access table: • In the Word document, display the Clipboard task pane. • Select the item. • Click the Copy button in the Clipboard group in the Home tab. • Continue selecting items and clicking the Copy button. continues on next slide… Copy button

  20. Use the Office Clipboard…continued • In the Access table, click in the desired field. • Display the Clipboard task pane. • Click the desired item in the Clipboard task pane. Clipboard task pane

  21. Use the Office Clipboard…continued To remove all entries from the Clipboard: • Click the Clear All button in the Clipboard task pane. Clear All button

  22. CHECKPOINT 2 • The Import & Link group is located in this tab. • File • Home • Database Tools • External Data • You can collect up to this many items in the Office Clipboard. • 12 • 24 • 36 • 48 Answer Answer Next Question Next Question • If you want imported data connected to the original program, do this to the data. • link • paste • format • select • To remove all entries from the Office Clipboard, click this button in the task pane. • Remove All • Remove • Clear All • Clear Answer Answer Next Question Next Slide

  23. Importing and Exporting Data Summary of Presentation Concepts • 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

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