Access Lesson 6 Integrating Access - PowerPoint PPT Presentation

Loading...

PPT – Access Lesson 6 Integrating Access PowerPoint presentation | free to download - id: 72c0d5-MzRhZ



Loading


The Adobe Flash plugin is needed to view this content

Get the plugin now

View by Category
About This Presentation
Title:

Access Lesson 6 Integrating Access

Description:

Access Lesson 6 Integrating Access Microsoft Office 2007: Introductory Pasewark & Pasewark * – PowerPoint PPT presentation

Number of Views:9
Avg rating:3.0/5.0
Slides: 13
Provided by: Connie247
Learn more at: http://faculty.rio.edu
Category:

less

Write a Comment
User Comments (0)
Transcript and Presenter's Notes

Title: Access Lesson 6 Integrating Access


1
Access Lesson 6Integrating Access
  • Microsoft Office 2007 Introductory

2
Objectives
  • Import data from other Office programs into a
    database.
  • Export data from a database to other Office
    programs.
  • Create a form letter.
  • Merge a form letter with a data source.
  • Edit a data source to print specific form letters.

3
Vocabulary
  • Comma-separated values (CSV)
  • Data source
  • Delimited data
  • Delimiter
  • Export
  • Form letter
  • Import
  • Main document
  • Merge field

4
Importing and Exporting Data
  • When you save database data in another file
    format, you export the data from the database.
  • You can export data to a Word document, an Excel
    workbook, or a text file. Access also exports
    data to another Access database, another database
    format, or an HTML document (Web page).
  • If you need to add data stored in a different
    format to an Access database, you can import the
    new data into the database.
  • When you import data, you copy it from another
    Access database, an Excel workbook, a text file,
    or other file format into an existing or new
    table in the current database.

5
Importing and Exporting Documents
  • When you need to export data from a database
    table to a Word document, it will be saved as an
    RTF file (Rich Text Format).
  • You can import data from a Word document into an
    existing database table when the data has the
    same number of columns and the same type of data
    as the database table.
  • When data is stored in another format, such as a
    text file, you may use a comma-separated values
    (CSV) format. When data is formatted using comma
    separators, it is called delimited data and the
    comma is called a delimiter. A paragraph mark
    indicates the end of a record.

6
Importing and Exporting Workbooks
  • When you export data from a database table to an
    Excel workbook, it will be saved in Excel format,
    with each field in the table stored in a
    worksheet column and each record in the table
    stored as a row in the worksheet.
  • You can also import data stored in a workbook
    into a new or existing database table. When you
    use the data in a workbook to add records to a
    database table, the columns in the worksheet must
    be the same as the fields in the database and
    contain the same type of data. When you need to
    create a new table using the data in a workbook,
    the Import Spreadsheet Wizard will guide you.

7
Creating Form Letters
  • A form letter is a document that includes codes
    that print information from a data source. The
    data source might be stored in Word, Excel,
    Access, or another file format. When you merge
    the data source with the form letter, one letter
    is printed for each record in the data source.
  • Creating a Form Letter A form letter is a
    document that you create using Microsoft Word and
    that contains codes to tell Word where to insert
    the record from the data source. The codes are
    the same as the field names used in the data
    source. When you insert the codes in a main
    document, they are called merge fields.

8
Creating Form Letters (continued)
  • When you insert a merge field in a Word document,
    the field name is enclosed in angle brackets such
    as ltltFirst_Namegtgt.
  • You can use any documents as a form letter,
    including documents that you create from scratch
    or a template. You can start a mail merge from
    Word or from Access.
  • If you want to merge selected records in the data
    source, open the Mail Merge Recipients dialog
    box. A check box is shown to the left of the
    first field for each record a check mark
    indicates that the record will be printed. If you
    want to remove a record, clear its check box.

9
Creating Form Letters (continued)
  • You can filter records by clicking the Filter
    link in the Refine recipient list section, which
    opens the Filter and Sort dialog box with the
    Filter Records tab selected.
  • Word provides several options for adding merge
    fields to a document.
  • Use the Address block link in the Mail Merge pane
    to add an address to the letter in the location
    of the insertion point.
  • Add merge fields individually at the location of
    the insertion point by clicking the Insert Merge
    Field button in the Write Insert Fields group
    on the Mailings tab.
  • You can insert individual fields from the data
    source wherever necessary in the main document.

10
Creating Form Letters (continued)
  • After adding the merge fields to the letter,
    click the Next Preview your letters link at the
    bottom of the Mail Merge pane.
  • Editing the Recipient List The default setting
    for a mail merge is to print all the records in
    the data source. If you want to restrict the
    printout to certain records, you can set a filter
    or choose specific records individually.

11
Summary
  • You can import and export data from a database
    and use it in other programs. When importing
    data, you can append records to an existing table
    or create a new table. When appending records to
    an existing table, the data source must have the
    same number of fields and contain the same type
    of data as the existing table.
  • Delimited data contains commas or other
    separators to separate the fields in a data
    source. When the delimiter is a comma, the data
    is called comma-separated values (CSV). Access,
    Excel, and other programs can read and process
    CSV files.

12
Summary (continued)
  • A form letter is a document that includes codes
    that print information from a data source. The
    data source might be information stored in a Word
    document, an Excel workbook, an Access database,
    or another file format. When you merge the data
    source with the form letter, one letter is
    printed for each record in the data source.
  • A merge field tells Word where to print data from
    the data source.
  • To print certain records from a data source in a
    form letter, edit the recipient list by applying
    a filter or by selecting individual records.
About PowerShow.com