1 / 34

Exploring Microsoft Office Access 2003

Learn how to create hyperlinked fields, attach files and graphics, export objects as HTML, and import and export XML data in Microsoft Office Access 2003.

semmes
Download Presentation

Exploring Microsoft Office Access 2003

An Image/Link below is provided (as is) to download presentation Download Policy: Content on the Website is provided to you AS IS for your information and personal use and may not be sold / licensed / shared on other websites without getting consent from its author. Content is provided to you AS IS for your information and personal use only. Download presentation by click this link. While downloading, if for some reason you are not able to download a presentation, the publisher may have deleted the file from their server. During download, if you can't get a presentation, the file might be deleted by the publisher.

E N D

Presentation Transcript

  1. Exploring Microsoft Office Access 2003 Chapter 8 Exchanging Data Between Access and Other Applications Robert Grauer, Keith Mulbery, Maurie Wigman Lockley Committed to Shaping the Next Generation of IT Experts.

  2. Objectives • Create a hyperlinked field • Attach files and graphics to records • Add and use a table attachment field • Export database objects as HTML

  3. Objectives Import and link to HTML files Share XML data Share data with Excel Collect data through e-mail messages Manage e-mail replies

  4. World Wide Web Terminology • Hypertext Markup Language (HTML) • Markup language used to display data • Extensible Markup Language (XML) • Markup language that defines data • Extensible Hypertext Markup Language (XHTML) • Compromise between XML and HTML

  5. Hyperlinked Fields Hyperlinked Field • Stores the Universal Resource Locater • Does not store the value • Appropriate application launched when clicked • Access runs in background • Changes to values • Must be saved in host application

  6. Creating a Hyperlinked Field • In Design view • Define the data type as Hyperlink Hyperlink data type

  7. Types of Hyperlinked Fields • URL • Path/filename • E-mail URL hyperlink Path/filename hyperlink E-mail hyperlink

  8. Editing a Hyperlinked Field Retype entire value • Tab to select record • Entire value must be retyped • Clicking the value does not work • Link will be followed if clicked

  9. Attaching Files and Graphics to Records • Previous version of Access used OLE • Stores a bitmap image of file/graphic • Needed appropriate OLE server software to view • Access 2007 stores the true file • No OLE server software needed • Uses storage more efficiently

  10. Creating an Attachment Field • Specify the Attachment data type for the field • Can be added to existing datasheet • Can be specified in Design view during creation Specifying attachment field data type in an existing table New field

  11. Creating an Attachment Field Attachment dialog box Paperclip symbol in header and rows • Field header/rows display paperclip symbol • Double-click records paperclip symbol • Click Add in Attachment dialog box • Browse to selected file, click Open • Clicking Ok closes Attachment dialog box

  12. Attachment Controls in Reports and Forms • Open report/form in Design view • Click Add Existing Field • Drag field from Field list • Control is automatically bound Attachment control added to report

  13. Using an Attachment Field in a Report/Form • Double-click on field … OR … • Single-click and use mini toolbar Mini toolbar Attachment Control in Report

  14. Data Connections • Access allows data connections via • Importing and Exporting • HTML files • XML data • Excel workbooks

  15. Exporting Database Objects as HTML Files • Only single database objects are converted • Breaks the connection to the database • Different views used to export • Depends on database object being exported Report opened in layout view HTML Document export command

  16. Exporting Database Objects as HTML Files • Open source in appropriate view • Click More in the Export group • Export dialog box opens • Specify export options, click OK • Select output options, click OK Specify export options Specify output options

  17. Importing HTML files • “Clean” source code • Paste source code into Excel • Examine and “fix” data • Save as Excel workbook • Use as import source in Access HTML Source Code Excel Workbook Access Object

  18. Import Wizard and HTML Files Select path to source code Choose to link, append or create new table • Select path to source code • Specify how and where • New table • Linked Table • Appended to existing table

  19. XML Data - Terminology • XML (Extensible Markup Language • Defines data • XMLs Schema Definition • Describes how data is structured • XSL (Extensible Stylesheet Language) • Describes how data is presented

  20. Importing XML Data Identify XML source • Use the XML tool • External Data tab, Import Group • Identify source in Wizard XML Import Tool

  21. Importing XML Data • Select Import options • Structure only • Structure and data • Append Data to existing table Expand data structure Select import options

  22. Export XML Data • Open Access object and select More • External data tab, Export group • Choose XML File Select XML File

  23. Export XML Data • Select the destination file/location • Select options desired • Select to save/not save export steps Select destination file Select export options

  24. Exporting Data with Excel Select path and name for exported file • Click Excel • External Data tab, Export group • Export Excel Spreadsheet dialog box opens • Select path/name and specify options Specify options

  25. Export to Excel Options Select field(s) for column headings • Retain formatting and layout • Open the file after exportation • Export only selected records • Only available if records are selected • AND formatting and layout is being retained

  26. Sharing Between Access and Outlook • Facilitates e-mail delivery • Handles response management • Must have both Outlook/Access installed • Must have an e-mail distribution list • May reside in Outlook and/or Access

  27. Collect Data Through E-mail • Open source (host) table • Click the Create E-mail button • External Data tab, Export Group • Collect data through e-mail wizard launches Create E-mail command Wizard Getting Started Screen

  28. Collect Data Through E-mail • Select type of form to use • HTML – most compatible choice • Infopath Specify the type of form to use

  29. Collect Data Through E-mail • Specify Fields for the form • Specify labels for each field Specify fields for form Specify field labels

  30. Collect Data Through E-mail • Specify Fields for the form • Specify labels for each field Specify fields for form Specify field labels

  31. Collect Data Through E-mail Choose what to do with replies • Choose what to do with replies • Specify where recipient addresses are stored Specify where recipient addresses are stored

  32. Collect Data Through E-mail • Customize e-mail subject and instructions • Specify where recipients address is displayed

  33. Manage E-mail Replies • To manage e-mail responses • Export to Access using Export to Access tool OR • Use Outlook to preview, respond, organize

More Related