Microsoft Office 2007-Illustrated

1. Microsoft Office 2007-Illustrated Integrating Word, Excel, and Access

2. Objectives • Merge from Access to Word • Filter an Access data source • Export an Access table to Word • Export an Access table to Excel • Export an Access report to Word Microsoft Office 2007-Illustrated

3. Unit Introduction • Business applications: • Use Access to create databases to contain customer, supplier, and inventory information • Merge the Access database with Word to create form letters, catalogs, and labels • Export Access tables to Excel and Word • Export Access reports to Word Microsoft Office 2007-Illustrated

4. Merging from Access to Word • Access contains the contact information: • Names, addresses, etc. • Word contains the text of the form letter • The merged Word letter contains fields from the Access database Microsoft Office 2007-Illustrated

5. Merging from Access to Word • Creating a query table in Access • Data from three tables is included • The three tables must be related • Three versions of the query table appear in the list of database objects • Each version is identical Microsoft Office 2007-Illustrated

6. Merging from Access to Word Click the More button in the Export group to access the Merge function Microsoft Office 2007-Illustrated

7. Filtering an Access Data Source • Choose the records to merge • Edit the recipients list in Word • Use filtering options to select only records that conform to specific criteria Microsoft Office 2007-Illustrated

8. Filtering an Access Data Source • Filtering Method • Select the field to filter • Select the filter • Or • And • Select a Comparison Operator • Equal to, Greater than, Less than, etc. • Specify criteria Microsoft Office 2007-Illustrated

9. Filtering an Access Data Source Select a Comparison Operator Specify criteria Select a Field to filter Select a filter Microsoft Office 2007-Illustrated

10. Exporting an Access Table to Word • An Access table is exported as a Rich Text Format file (RTF) in Word • Use table tools to format the exported table in Word Microsoft Office 2007-Illustrated

11. Exporting an Access Table to Word • Export RTF File dialog box in Access Microsoft Office 2007-Illustrated

12. Exporting an Access Table to Excel • Export an Access table to Excel in order to use Excel tools to: • Manipulate data • Analyze data • Filter records • Edit data Microsoft Office 2007-Illustrated

13. Exporting an Access Table to Excel • Click the External Data tab • Click the Excel button in the Export group • Be careful not to click the Excel button in the Import group • Click Browse in the Export – Excel Spreadsheet dialog box, then specify the destination for the exported file Microsoft Office 2007-Illustrated

14. Exporting an Access Table to Excel • In Excel use the Subtotal function to calculate subtotals of records sorted by category • Click the Data tab, then click the Subtotal button in the Outline group Microsoft Office 2007-Illustrated

15. Exporting an Access Table to Excel • Collapse the Subtotal list to level 2 Click 2 in the Grouping pane to collapse the Subtotal list to Level 2 Microsoft Office 2007-Illustrated

16. Exporting an Access Table to Excel Chart data in the Subtotal list appears in the Cone chart Microsoft Office 2007-Illustrated

17. Exporting an Access Report to Word • Export an Access report to a Rich Text Format (.rtf) file • Open and modify the exported file in Word • Use Word tools to convert the report into a table • Use Table tools to format the table in Word Microsoft Office 2007-Illustrated

18. Exporting an Access Report to Word • Create the report in Access • Use the mouse to modify column widths Click and drag column divisions to resize columns in an Access report Microsoft Office 2007-Illustrated

19. Exporting an Access Report to Word • In Access: • Click the External Data tab • Click the Word button in the Export group • Specify the location to export the file • Select the Open file option • Click OK Microsoft Office 2007-Illustrated

20. Exporting an Access Report to Word • Remove extra Tab characters in Word One tab character separates each column Microsoft Office 2007-Illustrated

21. Summary • Merge data from Access into Word to create form letters • Use filter options in Word to select the records to merge according to specific criteria Microsoft Office 2007-Illustrated

22. Summary • Export an Access table to Word and apply table formatting • Export an Access table to Excel and use Excel tools to analyze data • Export an Access report to Word, remove extra Tab characters, convert the tabbed list to a table, and apply table formatting Microsoft Office 2007-Illustrated