Importing

Reported By ICT Untold GROUP

Exporting and Linking

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 PICTURE
START
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 Importing and Exporting
Access allows you to easily exchange data with other programs.
Importing is to bring information from another program into
ACCESS. Exporting is to bring ACCESS data into another
Program or another access data base file.
TYPES OF FILES ACCESS CAN READ
FILE TYPE FILE EXTENSION
Microsoft Access *.mdb *.adp *.mde *.ade
Microsoft Excel *.xls
Exchange
Outlook
Paradox *.db
Text Files *.txt *.csv *.tab *.asc
HTML Documents *.html *.htm
XML Documents *.xml
ODBC
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 Importing from Excel to Access
You can import a worksheet from MS Excel into MS Access.
1. On the EXTERNAL Data tab, go to the Import & Link Group
And click Excel Button.

2. On the GET EXTERNAL DATA – EXCEL SPREAD SHEET

Dialog box, type the path and Excel file name in the name FIELD
3. You can also click BROWSE to locate your Excel File.
4. On the FILE OPEN DIALOG BOX, select the file you want to
Import and click OPEN.
5. Click the IMPORT THE SOURCE DATA INTO A NEW
TABLE IN THE CURRENT DATABASE radio button.
6. Click OK.

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 MS Access File

1. Excel External Data

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 7. On the IMPORT SPREADSHEET WIZARD DIALOG BOX, click the sheet you want
To import.
8. Click the SHOW WORKSHEETS radio button.
9. You will see preview of the data that you will be importing.
10. Click NEXT.

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 11. Check the FIRST ROW CONTAINS COLUMN HEADINGS check Box.
12. Click NEXT.

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13. On the FIELD NAME, you can change the field name for the first field in the FIELD OPTIONS
Area
14. Click the down arrow to select the data type.
15. Click the down arrow to select whether the field should be indexed or not.
16. Check or uncheck DO NOT IMPORT FIELD (SKIP).
17. Click NEXT.

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18. Select the radio button whether you would LET ACCESS ADD PRIMARY KEY,
CHOOSE MY OWN PRIMARY KEY or NO PRIMARY KEY. In this example
Select CHOOSE MY OWN PRIMARY KEY.
19.Select your primary from the drop-down list.
20. Click NEXT.

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 21. Type the name of the table.
22. Click FINISH.

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Linking to an Excel Worksheet
Linking is a way to connect data from another application to Access without importing
It . That way, you can view both files in their original application. You can use link if you
Regularly import the same data from Excel. With the use of link, the data is always
Updated.

1. On the EXTERNAL DATA TAB, go to the IMPORT & LINK GROUP and click
EXCEL button.

2. On the GET EXTERNAL DATA – EXCEL SPREADSHEET dialog box, type

the path and Excel file name in the name field.
3. You can also click BROWSE to locate your Excel file from the File open dialog
Box.

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 MS Access File

1. Excel External Data

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6. On the LINK SPREADSHEET WIZARD DIALOG BOX, click the sheet that you want
To import.
7. Click the SHOW WORKSHEETS radio button.
8. The Preview of the data will be displayed.
9. Click NEXT.
10.Check the FIRST ROW CONTAINS COLUMN HEADINGS.
11. Click NEXT.
12 Type the name of the linked table
13. When the Confirmation window appears click OK.
14. Click FINISH.

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 Managing Linked Tables
You can use the linked table manager in order to update all linked tables at once
Without opening each one.
1. Right click on one of the linked tables.
2. On the context menu, click LINKED TABLE MANGER.
3. On the LINKED TABLE MANAGER, click the text box for each linked table
that you want to update. You can also select ALL.
4. Click OK.
5. A notification window will appear, click OK.

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 Exporting Data to other Programs
You can export Access Data, table, query, form or report to other programs such as
MS Excel.
1. Select the table that you want to export to excel.
2. On the EXTERNAL DATA TAB go to the EXPORT GROUP and click EXCEL
Button
3. On the EXPORT- EXCEL SPREADSHEET DIALOG BOX, type the path and file
Name of the file to be exported.
4. Click the down arrow to select file format
5. You can check or uncheck the EXPORT DATA WITH FORMATTING AND
LAYOUT check box.
6. You can also check or uncheck OPEN THE DESTINATION FILE AFTER
AFTER THE EXPORT OPERATION IS COMPLETE check box.
7. Click OK.
8. Click CLOSE.

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 EXPORTING TO A PLAIN TEXT FILE
You can export Access data, table, query, form or report to a plain text file such as
Notepad
1. Select the table to be exported.
2. On the EXTERNAL DATA TAB, go to the EXPORT GROUP and click TEXT FILE
3. On the EXPORT-TEXT FILE DIALOG BOX, type the file name for the file to be
Exported. You can click BROWSE to locate a file or folder.
4. You can check or uncheck the EXPORT DATA WITH FORMATTING AND
LAYOUT check box.
5. You can check or uncheck OPEN DESTINATION FILE AFTER THE EXPORT
OPERATION IS COMPLETE check box.
6. Click OK.
7. On the FILE SAVE DIALOG BOX, select the file name where you will save your
Document.
8. You can also type the file name in the FILE NAME box.
9. In the ENCODE ‘file name’ AS DIALOG BOX, click the WINDOWS radio button
And click ok.
10. Click SAVE
11. Click CLOSE.

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