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Data I mport and Export

M icr osoft Access and M icr osoft Excel
Expor ting to a M icr osoft Excel Spr eadsheet
As a spreadsheet applicat ion wit h various analysis t ools, pr ovides som e feat ures t hat are not available in Microsoft r esult s can be difficult t o get in t he dat abase. Ther efor e, unusual t hat you want t o use t he dat a of a t able in You have var ious opt ions. Probably t he easiest way t o t ransfer dat a from Micr osoft Access t o a spr eadsheet involves copying and past ing. To st art , in Microsoft Access, you can open a t able in Dat asheet View t hen select one, a few , or all recor ds. Aft er select ing t he record( s) , you can copy t hem , open Micr osoft Excel, click t he cell t hat w ould host t he t op- left value, and past e. I f you use t he copy and past e t echnique, you w ould have t o open t he t able fir st . Anot her t echnique consist s of export ing, and you can do it w it hout first opening t he t able:

Microsoft Excel Access or som e it w ould not be a spreadsheet .

Before expor t ing a t able, in t he Navigat ion Pane, you can first click t he t able. Then, on t he Ribbon, click Ext er nal Dat a . I n t he Export

sect ion, click t he Excel but t on

I n t he Navigat ion Pane, right - click t he desired t able, posit ion t he m ouse on Export , and click Excel

This would open t he Export - Excel Spreadsheet dialog box w it h t he pat h w here t he file will be saved. The default folder is t he My Docum ent s:

The dialog box pr ovides var ious opt ions. For exam ple, if you have Micr osoft Office Excel 2007 , you can accept t he form at w it h .xlsx ext ension. I f you have a previous version, click t he ar row of t he File Form at com bo box and select t he ver sion. Aft er m aking t he select ions, you can click OK. When t he export ing is over, a m essage box would let you know.

Pr actical Lear ning: U sing a Spr eadsheet
1. St art Micr osoft Access 2. Open t he Clarksville I ce Cr eam 1 dat abase you st ar t ed in Lesson 2 and cont inued in Lesson 4 3. To creat e a new t able, on t he Ribbon, click Cr eat e and, in t he Tables sect ion, click Table

I m por ting a M icr osoft Excel Spr eadsheet
I f you had worked on a spr eadsheet t o cr eat e a list of it em s and you w ant t o conver t t hat list int o a t able useful in a dat abase, you can. Microsoft Access allows you t o im port a spreadsheet from Microsoft Excel, Cor el Paradox, Lot us 1 - 2- 3, or one of m any ot her spreadsheet applicat ions on t he m arket . Before im por t ing t he spr eadsheet , you should prepare it and you have m any opt ions. When creat ing t he spreadsheet , you m ay have cr eat ed a list anyw her e on t he docum ent , w it hout a t it le, and only t he list of values. Here is an exam ple:

Here is an exam ple: . On t he ot her hand. Micr osoft Access can even ident ify t he colum n nam es and t heir r ecor ds ( w here t he records st art and w here t hey end) . The dat abase engine can also ident ify t he dat a t ype of each colum n. When you im port such a spreadsheet . Microsoft Access w ould be able t o figur e out where t he list st ar t s and w here it ends. t he spreadsheet is ready.I n t his case. you m ay have cr eat ed a spreadsheet t hat includes sect ions ot her t han t he list you want t o use in your dat abase. based on t he values used in t heir fields.

2. I t w ould not know w her e t he act ual list st art s and where it ends. t he dat abase engine m ay get confused.3.I f you t ry t o direct ly im port such a spreadsheet . you can st ill im port t he spreadsheet but you w ould get unpr edict able result s. Corel Paradox. or Lot us 1. I f you creat e a spreadsheet in Micr osoft Excel. select t he list : . and if t he spreadsheet cont ains a m ix of t he desir ed list and ot her it em s. To creat e a nam e in Microsoft Excel. you can cr eat e a " nam e" for t he list . I f you insist .

click t hat t able. You would t hen have t o specify t he file t hat holds t he spreadsheet . click Form ulas. I n t he New Nam e dialog box. you w ould be asked t o ident ify t he sect ion ( sheet ) wher e t he t able exist s. you can im port it . on t he Ribbon. To cr eat e a nam e in t he ot her applicat ions. but t on. click t he Excel but t on I f you have creat ed a t able t hat w ill r eceive t he dat a. in t he Navigat ion Pane. pr eparing and saving t he spr eadsheet . check t heir docum ent at ion. copy t hem . you can select t he values in a spr eadsheet . click t he Define Nam e. To do t his in Microsoft Access. posit ion t he m ouse on I m por t . You w ould also have t he opport unit y t o provide som e det ails about t he dat a being im por t ed. and past e t hem in a t able in Microsoft Access. I n t he Defined Nam es sect ion. I n t he second page of t he w izar d. I n t he I m por t sect ion.Then.. and click OK.. Pr actical Lear ning: I m por ting a M icr osoft Excel Spr eadsheet .Excel Spreadsheet wizar d. I nst ead of m anually im por t ing a spr eadsheet . st art a dat abase:   On t he Ribbon. right . specify t he nam e and click OK. click Ext ernal Dat a. Aft er cr eat ing. and click Excel This would st art t he Get Ext ernal Dat a .

Not ice a spr eadsheet nam ed Em ployees 2. Double. click Ext er nal Dat a 2.Excel Spr eadsheet . open t he Clar ksville I ce Cream . click Copy 4. con t inu e t h e le sson h e r e 1. sk ip t h is sect ion 1. click t he Save but t on 9. click Yes 7. Select cells from C5 t o F10 3. t ype Em ploye eI D and press Ent er 8. click Payr ollI nfor m at ion ... I n t he Get Ext ernal Dat a . Ret urn t o Microsoft Access and click t he Hom e t ab on t he Ribbon 5. Close t he t able W h et he r you h a ve M icr osoft Off ice Ex ce l 2 0 0 7 or n ot . On t he t able. Locat e t he folder t hat cont ains t he r esources for our lessons and select it 5. When you r eceive a m essage box let t ing you know t hat a few records w ould be creat ed. Select t he Clarksville I ce Cream .xlsx file. I n t he I m port sect ion. on t he t it le bar. click Hom e and.xlsx file and click Open 6. Type Em ploye e s as t he nam e of t he new t able and click OK 10. I n t he Get Ext ernal Dat a .click I D. in t he Clipboard sect ion. click t he Show Nam ed Ranges r adio but t on and. 4. From t he resour ces t hat accom pany t hese lessons. On t he r ibbon. in t he list .Excel Spr eadsheet . in t he Clipboard sect ion of t he Hom e t ab of t he Ribbon. On t he Ribbon. click t he Past e but t on 6. click Browse.I f you do n ot h ave M icr osoft Office Ex ce l 2 0 0 7 . click Add New Field and. To save t he t able. click OK 7. I n t he first page of t he w izard. click Excel 3.

click t he Fir st Row Con t a ins Colum n H e a din gs check box 10. Set t he nam e of t he t able t o Pa yr oll and click Finish 14. I n t he t hir d page of t he w izar d. click Close . Click Next 11. I n t he last page of t he w izar d. Click Next 9. accept all default s and click Next 12.8. I n t he fourt h page of t he wizard. I n t he second page of t he wizar d. accept all default s and click Next 13.

follow t h e sa m e st eps t o im por t t h e Em ploye e s spre a dsh ee t . I f t he file is from anot her t ype of applicat ion. you can enclose t he cont ent of each field in double quot es. t he delim it at ion of a r ecor d is done by pressing Ent er at t he end of each record. click t he Text File but t on I f you had pr eviously creat ed a t able t hat w ould receive t he values. click Text File 5. in t he Navigat ion Pane. you can also use a com m a or a sem i. form at it so t hat Microsoft Access can r ecognize where a field st ar t s and where it ends. posit ion t he m ouse on I m port . t ype Pa yr ollI D and press Ent er 17. I n t he Get Ext ernal Dat a .click t he Payroll t able t o open it 16. Double. I f you are cr eat ing t he file in a t ext edit or .t xt and click Open 8.Text File dialog box. On t he fir st page of t he I m por t Text Wizar d. I nst ead of t he Tab key. accept t hat t he t ext be Delim it ed and click Next . On t he Ribbon. r ight . Locat e t he r esources t hat accom pany t hese lessons and select it 7.colon t o separat e t wo fields. Set t he nam e t o Red Oa k H igh Sch ool 3. I f you ar e creat ing t he ( t ext ) file in Not epad. double.click t hat t able.15. I f you int end t o im por t a t ext docum ent . Click St udent s. Close t he Payr oll t able I f you do not h a ve M icr osoft Office Ex ce l 2 0 0 7 . click OK 9. in t he I m port sect ion. To im port a t ext file in Microsoft Access:   On t he Ribbon. and t hen im port it . Since a field is usually m ade of m ore t han one w ord ( such as an address) . To st ar t a new dat abase. The file can be creat ed using Not epad. click t he Brow se but t on 6. I n t he I m port sect ion.click I D. you can first conver t it s dat a t o t ext . A file t hat cont ains t he dat a t o be im por t ed m ust also indicat e w her e a r ecor d st art s and wher e it ends. click Ext ernal Dat a and. t he delim it at ion of a field is usually done by pressing Tab aft er creat ing t he fields' cont ent . save it as a t ext file. On t he dialog box. M icr osoft Access and Text Files I m por ting a Text File You can creat e a t able using dat a from a t ext file. I n t he Navigat ion Pane. click Ext er nal Dat a 4. as in "1600 Pennsylvania Avenue" . and click Text File Pr actical Lear ning: I m por ting a Text D ocum ent 1. click t he Office but t on and click New 2.

Accept t o im por t t o t able St u den t s and click Finish 15. Click Next 12. I n t he second page. Accept t o cont ent s of t he four t h page of t he w izard and click Next 14.10. accept t hat t he delim it er be set t o Com m a and check t he box st at ing: First Row Cont ains Field Nam es 11. Accept t he default s of t he t hir d page of t he wizar d and click Next 13. You receive a confir m at ion m essage w hen t he t able has been im por t ed. Click Close .

t xt ext ension.click t he St udent s t able t o open it 17. Save and close t he St udent s t able Expor ting a Text File The easiest w ay t o use dat a from a Micr osoft Access dat abase t o an ext ernal applicat ion is t o save it as plain t ext .16. you should be fam iliar wit h it s st ruct ure. This is only possible if t he t ext file is appr opriat ely for m at t ed. A t ypical XML file st ar t s w it h a root node: <?xm l ver s i on=" 1. double.click t he t able t hat holds t he dat a. if you ask Microsoft Access t o save a t able t o t ext . Ther efore. you can click OK. On t he Ribbon. in t he Export sect ion. and click Text File  This w ould open t he Expor t . Double. posit ion t he m ouse on Export . t he t able is ver y w ell st r uct ur ed because t hat 's t he essence of XML. To save a t able as t ext :  I n t he Navigat ion Pane. I f you want anot her . The reason is t hat alm ost ever y applicat ion t hat deals w it h dat abases can im port t ext and conver t it int o a spreadsheet or a dat abase t able . I n t he Navigat ion Pane. Once you ar e r eady t o export . click t he Text File but t on I n t he Navigat ion Pane.click I D. right .Text File dialog box w it h t he nam e of t he file using t he . An XML docum ent can cont ain dispar at e dat a w it h various parent s and different child nodes all over t he place. before im port ing an XML file t o your dat abase. 0" st andal one=" yes" ?> . click Ext er nal Dat a and. t ype St ude nt I D and press Ent er 18. M icr osoft Access and X M L I m por ting an X M L File An XML file is essent ially a docum ent m ade of at least one t able. it w ould t ake care of for m at t ing it . For t unat ely. This w ould open t he Export Text Wizard t hat you can follow: You would have various opt ions t o specify how you want Micr osoft Access t o form at t he docum ent . click t he t able you w ant t o expor t . You would also choose w het her t o include t he colum n header s or not . The default folder w her e t he file would be saved is My Docum ent s. Norm ally. you can select it by clicking t he Br owse but t on.

I t is j ust our choice. you should have a node t hat would represent a t able and it can repeat it self as m any t im es as necessar y: <?xm l ver s i on=" 1. Aft er select ing t he file and clicking OK. 0" st andal one=" yes" ?> <FunFur ni t ur e> <Em pl oyees > </ Em pl oy ees> <Em pl oyees > </ Em pl oy ees> </ FunFur ni t ur e> Not ice t hat . 0" st andal one=" yes" ?> <FunFur ni t ur e> </ FunFur ni t ur e> This global par ent node is not t he t able. click XML File 5. in t he Ext ernal Dat a t ab of t he Ribbon and in t he I m port sect ion. click Ext ernal Dat a 4. click t he Em ployees node and accept t o im port bot h t he st ruct ur e and t he dat a of t he t able . This is not requir ed.xm l and click Open 8. Set t he nam e t o Fun Fu rn it u r e 3. a dialog w ould com e up t o help you ident ify t he t able t o use in t he docum ent . t he global parent node st ar t s and closes it self: <?xm l ver s i on=" 1. I n t he Get Ext ernal Dat a .XML File dialog box. I n t he list . I nside each t able. w hat we refer t o as a record is in plural. I n t he I m port sect ion. I n t his exam ple. 0" st andal one=" yes" ?> <FunFur ni t ur e> <Em pl oyees > <Em pl oyeeNum ber >924795</ Em pl oy eeNum ber > <Fi r st Nam e>Donal d</ Fi r st Nam e> <Las t Nam e>Tr i pl et on</ Las t Nam e> <Ti t l e>Sal es M anager </ Ti t l e> </ Em pl oy ees> <Em pl oyees > <Em pl oyeeNum ber >274957</ Em pl oy eeNum ber > <Fi r st Nam e>J eanne</ Fi r st Nam e> <Las t Nam e>W ool ey </ Last Nam e> <Ti t l e>Sal es Ass oc i at e</ Ti t l e> </ Em pl oy ees> <Em pl oyees > <Em pl oyeeNum ber >684078</ Em pl oy eeNum ber > <Fi r st Nam e>I r ene</ Fi r s t Nam e> <Las t Nam e>Pol s en</ Last Nam e> <Ti t l e>Sal es Ass oc i at e</ Ti t l e> </ Em pl oy ees> <Em pl oyees > <Em pl oyeeNum ber >297149</ Em pl oy eeNum ber > <Fi r st Nam e>M oni c a</ Fi r st Nam e> <Las t Nam e>Jack son</ Las t Nam e> <Ti t l e>Sal es Ass oc i at e</ Ti t l e> </ Em pl oy ees> </ FunFur ni t ur e> The group of nodes inside t he t able r epresent s t hat colum ns and t heir values. To do t his. Put it anot her w ay. Aft er creat ing and saving an XML file. This would display t he Get Ext ernal Dat a .XML File dialog box. Of course an XML docum ent can be m ore t han t hat but t his is a t ypical st ruct ur e of a norm al XML docum ent t hat can be im port ed. click t he XML File but t on . you can im port it in Microsoft Access. t he Em ployees node is our t able. Pr actical Lear ning: I m por ting an X M L File 1.Under it . Click em ployees. you should have t he nam e of each colum n followed by it s value: <?xm l ver s i on=" 1. in our exam ple. click t he Brow se but t on 6. Locat e t he resour ces t hat accom pany t hese lessons and select it 7. each Em ployees node r epresent s t he t able we want . To st art a new dat abase. On t he Ribbon. I nside t hat node. I t w ould display t he node( s) t hat indicat e( s) a t able. click t he Office but t on and click New 2.

one way you can t ransfer it is t o change it s for m at int o XML.click I D. You receive a confirm at ion m essage. A dialog box w ould com e up asking which one( s) of t he t hree files you w ant t o have creat ed: I f you want t o cr eat e a m or e elabor at e XML applicat ion wit h advanced opt ions. For t unat ely Micr osoft Access can t ake care of t he whole process for you. On t he Ribbon. besides export ing a t able. you can click t he More Opt ions but t on. To expor t a t able t o XML form at . in t he Navigat ion Pane:   Right . t ype Em ploye e I D and press Ent er 13. click Ext ernal Dat a and. I n t he Navigat ion Pane.9.com plet e) dat abase t hat you want t o use out side of Micr osoft Access. Click Close 11. This w ould close t he previous dialog box and open anot her one: . Close t he Em ployees t able Expor ting to X M L I f you have creat ed a ( com plet e or sem i. in t he Expor t sect ion. double. and click XML File Click t he t able you w ant t o expor t . click Mor e . you can click OK. Once you are r eady. Click OK 10.click t he t able t hat holds t he dat a.XML File dialog box t hat com es up allows you t o ver ify t he nam e of t he file t hat w ill be creat ed and t he pat h w here it will go.click t he Em ployees t able t o open it 12. Double. I n fact .> XML File The Expor t . posit ion t he m ouse on Expor t . you can also ask Microsoft Access t o cr eat e bot h a schem a file and a st yle sheet for t he t able.

Like a norm al t ext file. a t ypical HTML docum ent can cont ain anyt hing. and t d ( for t he colum ns) . By default .Text File dialog box. click Ext er nal Dat a 4. This allow s you eit her t o select a different file or t o creat e t he file w it h a different nam e.16 ( if you are planning t o use Unicode or int er nat ional charact ers) for char act er s refer red t o as wide char act ers. Locat e t he r esources t hat accom pany t hese lessons and select it 7. click t he Office but t on and click New 2.8 ( w hich should be enough for char act ers in US English) and UTF. you can click t he Transform s but t on. This m eans t hat you should not at t em pt t o im port j ust any HTML file int o your dat abase. As long as t he t able is well cr eat ed inside of t he docum ent . click t he More but t on and click HTML Docum ent . you should first check it . Click fundraising. Aft er m aking your select ions. To st ar t a new dat abase. it creat es an XSD file using t he sam e nam e as t he t able. The st eps t o follow ar e t he sam e for a t ext docum ent . and decide whet her it is ready t o be im port ed. Microsoft Access can ident ify. I n t he Get Ext ernal Dat a . it would creat e t he file using t he sam e nam e as t he t able. analyze. I f you w ant a different nam e. Pr actical Lear ning: I m por ting a Text D ocum ent 1. in t he I m por t sect ion.ht m and click Open 8. w hen you ask Micr osoft Access t o cr eat e an ext ensible st yle sheet ( XSL) . I n t he I m port sect ion. M icr osoft Access and the W eb I m por ting an H TM L File I f you have a t able on a web page and t he t able is w ell st ruct ur ed for a dat abase. That is. To im port an HTML file in Micr osoft Access. if you ask Micr osoft Access t o cr eat e a schem a. click First Row Cont ains Field Nam es . you can click OK. you can click t he Schem a t ab and specify anot her nam e for t he file. For exam ple. On t he Ribbon. t r ( for t he r ecor ds) . click t he Brow se but t on 6. click Ext ernal Dat a and. by default . Click OK 9. you can im por t it in Microsoft Access. I f you w ant a different nam e.This dialog box allow s you t o specify m ore det ails on how t he t able should be export ed. you can use it as a t able of your dat abase. Set t he nam e t o Con t r ibut or Fu n dr a isin g 3. The file( s) you specified would be cr eat ed in t he folder t hat w as indicat ed. on t he Ribbon. A good candidat e t o be im port ed should have all t he necessar y t ags of an HTML t able: t a ble . When in doubt . you can change t he encoding schem e you w ant . click Mor e and click HTML Docum ent 5. The t w o opt ions available are UTF. I n t he first page of t he I m port HTML Wizar d. Also.

click t he sect ion you want on t he w eb page and click Past e. Press Ct rl + C t o copy. Make t he select ion. Accept t he suggest ed nam e of t he t able as Fu n dr a isin g and click Finish 14. right . r ight . double. open t he t able in Microsoft Access. I n t he w eb page of t he applicat ion ( such as Micr osoft Fr ont Page or Micr osoft Expression Web) . r ight . click t he sect ion you w ant on t he web page and press Ct rl + V t o past e I f you want t o copy only som e colum ns and/ or som e records. You receive a confir m at ion m essage. Her e is an exam ple: Em ployees Em ploye e s 9▓♫ ▄ ◘Ŧśś L 5C ╜ ʼn ℓĊbĂ ▓ś [Ă ℓĊbĂ ▓ś Ç ╜ Ċ ▄ ś I ◘ĵ ʼn ▄ Ŧ{Ă ▄ Ă ʼn Ŧ ‫و‬W ◘╙■ {╜ ▓ℓ◘■ wś┼ ╜ ◘■Ă ▄ a Ă■Ă┼ śʼn ‫ي ﯾ ﻮﻰﺨ‬ ‫ ﻮ‬5Ăʼn ╜ ĵℓ { Ă■ŕ Ċ { Ă▄ śℓ wś♫ ʼn śℓś■Ċ ĂĊ ╜ ōś ‫ﮭﻲ  ﯿوﺨ‬ ‫ ى‬9ʼn ■śℓĊ ╜ ■ś Yʼn Ăūĵ ľ ╫ ╜ t ĵ Ľ▄ ╜ ľ wś▄ ĂĊ ╜ ◘■ℓ a Ă ■Ă ┼ śʼn ‫يو  ﯿﻮﺨ‬ ‫ ﻰ‬t Ăĵ ▄ a ◘Ċ Ċ ◘ { Ă▄ śℓ wś♫ ʼn śℓś■Ċ ĂĊ ╜ ōś ‫يﻰ ﻲوﺨ‬  I f you want t o copy all colum ns and all r ecor ds.click t he Em ployees t able t o open it 16. in t he Navigat ion Pane of Microsoft Access. Close t he Fundr aising t able A M icr osoft Access Table on a W eb Page You can t ransfer a Micr osoft Access t able and it s dat a t o a w eb page and you have m any opt ions. I n t he Navigat ion Pane. t ype Fu n dr a isin gI D and pr ess Ent er 17.10. you can copy and past e.click I D. Click Close 15. I n t he w eb page of t he applicat ion. Accept t o cont ent s of t he t hird page of t he wizard and click Next 13. An alt ernat ive is t o expor t t he t able t o HTML.click t he sect ion you want on t he web page and click Past e or click t he sect ion and press Ct r l + V  Som e ot her applicat ions do not suppor t copy and past e.click t he select ion and click Copy. I f you are using an applicat ion such as Micr osoft Front Page or Microsoft Expression Web. in t he Navigat ion Pane: . Accept t he default s of t he second page of t he wizard and click Next 12. To save a t able as HTML. Right . press Ct rl + A t o select everyt hing. open t he t able in Microsoft Access. I n t he w eb applicat ion. Double.click t he t able and click Copy. To do t his:  I f you want t o copy all colum ns and all r ecor ds. Click Next 11.

and ot her docum ent s t hat requir e ext ernal dat a originat ing from anot her docum ent . a PHP w eb sit e. you can change t he pat h t o point t o your w eb folder. I f you want t he file t o dir ect ly be part of a w eb sit e or a web proj ect . you m ay want t he r ever se. let t he file be saved. A M icr osoft Access D atabase on the W eb Micr osoft Access does not pr ovide it s ow n nat ive m eans of connect ing a dat abase t o t he I nt ernet . I n t he Export sect ion. select t he t able in a docum ent and copy it . Right . I f you w ant t o creat e a new docum ent . M ail M er ge Mail m erging allow s you t o use dat a on your dat abase t o creat e let t er s. click Ext ernal Dat a. it would be com plet e w it h all t he norm al HTML t ags. This w ould include t he nam es and addr esses of t he recipient s. labels. followed by t he nam e of t he file it self and it s . open t he code of t he docum ent . The sim plest w ay consist s of copying and past ing. To t ransfer a dat abase t able. in t he Navigat ion Pane:  Click t he t able t hat holds t he inform at ion you w ant t o use. and t hen past e t hem in a Microsoft Wor d docum ent . click Ext ernal Dat a and. et c. in Microsoft Word. The w hole t able. but it can be used as a ser ver dat abase accessed from t he web.ht m l ext ension. including it s colum ns and all t he r ecor ds.click t he t able.click t he t able t hat holds t he dat a. As opposed t o copying fr om a dat abase t able and past ing t o a t able. To do t his. select only som e colum ns and/ or som e r ecor ds.NET. you can do ever yt hing m anually or you w ould use an ext er nal applicat ion such as Microsoft Visual St udio. click More . To st ar t a m ail m erge.click a t able and click Copy. On t he Ribbon. M icr osoft Access and M icr osoft W or d I ntr oduction Ther e ar e various ways you can use Microsoft Wor d w it h a Micr osoft Access dat abase.NET proj ect . That is.> HTML Docum ent  This would open t he Expor t . When perform ing a m ail m er ge. you can past e in t he desired sect ion. posit ion t he m ouse on Expor t . copy only t he code of t he t able and past e it in t he desir ed sect ion of your act ual w eb page. I n a Microsoft Wor d docum ent . You can creat e an ASP applicat ion. or m any ot her applicat ions. Alt hough you can use all fields on a t able. you can copy a t able fr om a Microsoft Wor d docum ent . click Mor e . w hich you can do w it h any t ext edit or such as Not epad. would be creat ed in t he docum ent . and click HTML Docum ent Click t he t able you w ant t o expor t .> Mer ge it wit h Microsoft Office Wor d Right . you usually do not need all t he fields t hat ar e par t of a t able. you can creat e a query m ade only of fields you need for your docum ent .HTML Docum ent dialog box indicat ing t he folder w her e t he file will be saved. in t he Navigat ion Pane of Micr osoft Access. click t he second r adio but t on: . Event ually. I f you are only int erest ed in t he t able. first open a t able in Microsoft Access. Then. in t he Expor t sect ion. St art a t able in Microsoft Access and past e in t he Add New Field box. when t he file has been saved. an ASP. I nst ead of t he w hole obj ect . On t he Ribbon. Microsoft Expression Web. CodeGear Delphi. you can r ight . envelopes. copy t hem . posit ion t he m ouse on Export and click Mer ge it wit h Micr osoft Office Word  This w ould open t he Micr osoft Wor d Mail Merge Wizard. To m ake t his happen.

The t hir d page of t he w izard w ant s you t o specify t he list t hat holds t he fields t hat will be used. I f you w ant t o creat e a new list . For our exam ple. accept t he Let t ers r adio but t on Ot herw ise. you would accept t o use t he current docum ent and click t he Next link. if you want t o creat e a let t er t o be sent out .And click OK. t o use t he t able you select ed in Microsoft Access. You would t hen have t o creat e t he docum ent . you can specify w het her t o cont inue w it h t he current ly opened docum ent or you want t o use a t em plat e. I n t he Mail Mer ge w indow . click t he Next link. Micr osoft Word would open. Then click t he Next link. I n t he second page of t he w izard. you can click anot her r adio but t on for t he t ype of docum ent you w ant t o cr eat e. Ot herwise. accept t he first radio but t on and m ake sur e it is specified in t he Use An Exist ing List sect ion: Once t he list is ready. you can click t he Type A New List r adio but t on.

This w ould open t he I nser t Mer ge Field dialog box: I n t he I nser t Merge Field.When cr eat ing t he let t er. in t he Mail Mer ge w indow. You can cont inue doing t his for each field you want t o add: . To add a field from t he list . you can click More I t em s. you can edit t o insert differ ent t ypes of it em s. you can click t he field you want t o add and click I nsert .

and m anage t he docum ent . a Par adox t able. Aft er review ing t he docum ent . I t allows you t o specify a t ype of greet ing and ot her pieces of infor m at ion t o be insert ed in t he docum ent . including files cr eat ed from known Microsoft Office applicat ions and files fr om any ot her t ype of applicat ion. in t he Mail Mer ge w indow . you can click OK. click More and click t he t ype of file you want t o im port : . in t he Mail Merge window . you can creat e labels or envelopes. To im port a dBase t able. as long as t he docum ent has been pr epar ed appropr iat ely. To r eview t he docum ent wit h t he ot her values. in t he I m port sect ion of t he Ext ernal Dat a t ab of t he Ribbon. in t he Mail Mer ge window . To do t his. t he let t er appears wit h t he value( s) of t he first record. in t he Mail Merge w indow. Aft er creat ing t he docum ent and adding t he necessar y fields t o it . print . you can click t he Next : Com plet e The Mer ge link. you can pr eview and r eview it .To inser t ot her t ypes of it em s. you can click t he previous or t he next but t ons. Aft er m aking t he select ion( s) . I n t he sam e way. You can t hen save. or a Lot us 1 .3 spr eadsheet . you can click t he Addr ess Block link.2. click t he Next : Pr eview Your Let t ers link. M icr osoft Access and Other D ocum ents I ntr oduction Ther e are unlim it ed t ypes of files you can im por t in a Microsoft Access dat abase. t he I nser t Addr ess Block dialog box w ould com e up: The I nsert Address Block dialog box is m ade of var ious sect ions. When you do t his.

This w ould open t he Get Ext ernal Dat a . To im por t an addr ess book. I n m ost cases. The next pages of t he w izar d w ould assist you in ident ifying t he colum ns of t he list and com plet e t he t able. or t he addr ess book. you can use it t o creat e a t able in your dat abase. M icr osoft Office Outlook I f you had cr eat ed an address book in Microsoft Office Out look. click Next . Lesson Sum m ar y . click Mor e . on t he Ribbon. You can expand a node and select t he desired obj ect : Aft er select ing t he obj ect . Micr osoft Access is able t o recognize all t he fields you w ould have used in t he address book and cr eat e t he t able colum ns. in t he I m por t sect ion. This would st ar t t he I m port Exchange/ Out look Wizard wit h som e of t he folder s fr om your Microsoft Out look inst allat ion. t he file. a wizar d w ould com e up and guide you. When you do t his. you can accept it and click OK.> Out look Folder.Depending on t he t ype of file.Out look Folder dialog box w it h t he t op radio but t on select ed as t he default . You w ould im por t it . you can click Ext ernal Dat a and.

St a t e . renam e t he t able as Cu st om e r s . Open t he Wat t s A Loan1 dat abase 2. Aft er im por t ing. im port t he yugo_nat ional_bank_cust om er s. Let t he wizard cr eat e a pr im ar y key and accept all default s. Save t he t able as Em ploye e s and a dd t he r e cor ds t o it . Cit y . Addr ess .ht m file ( it is an HTML docum ent ) . Cou nt r y . Use t he Table but t on of t he Tables sect ion of t he Ribbon t o cr eat e a new t able. La st N a m e . Open t he t able in Dat asheet View and change t he nam e of t he fir st colum n from I D t o Em ploye e I D 3. renam e t he t able as Em ploye e s . Use t he Add New Field colum n t o cr eat e t he following addit ional colum ns Fir st N a m e . Fr om t he r esources t hat accom pany t hese lessons. im port t he yugo_nat ional_bank_em ployees. and H om e Ph one . W or k Ph on e . Tit le . Let t he wizar d creat e a prim ary key and accept all default s. Specify t hat t he t op r ow will pr ovide t he colum ns nam es.M CAS: U sing M icr osoft Office Access 20 0 7 Topics E5 I m port dat a Exer cises Yugo N ational Bank 1. ZI PCode . Replace I D w it h Em ploye eI D . Aft er im por t ing.t xt file ( it is a t ext file) . Open t he Yugo Nat ional Bank1 2. Fr om t he r esources t hat accom pany t hese lessons. Specify t hat t he t op r ow will provide t he colum ns nam es. Open t he t able in Dat asheet View and change t he nam e of t he first colum n fr om I D t o Cu st om e r I D W atts A Loan 1.