Transcript Chapter 8 - Computer Science 101

by Mary Anne Poatsy, Keith
Mulbery, Eric Cameron, Jason
Davidson, Rebecca Lawson, Linda
Lau, Jerri Williams
Chapter 8
Get Connected
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Create a Hyperlink field
Add an Attachment field
Add attachment controls to forms and reports
Export data to Excel
Export data to Word
Export data to a PDF or XPS document
Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.
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Export objects to another Access database
Link to an Access table
Link to an Excel spreadsheet
Import an Excel spreadsheet
Import a text file
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• Hyperlink – data type that links to any file or
Web page
• Uniform resource locator (URL) – location
of a Web page on the Internet
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• Edit a hyperlink in datasheet view
– To avoid launching the hyperlink, right-click and
select Edit Hyperlink
• Remove a hyperlink
– Right-click and select Remove Hyperlink
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• Attachment field – allows you to attach files to
a database
– Similar to an attachment in an e-mail
– Attach multiple files
– Files are copied into the database
– Files open within Access
– To edit, files must be opened in their native
application
– Attachments increase size of database
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• Add attachment field in Design view
– Add field and select Attachment as the data type
• Add or edit attachments in Datasheet view
– Double-click the paperclip icon in the attachment
field to open the Attachments Dialog Box
• Remove attachments in Datasheet view
– Double-click the paperclip icon in the attachment
field to open the Attachments Dialog Box
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• Examples of external files used with an
attachment field
– Images
– Scanned documents
– Excel spreadsheets
– PDF documents
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• Attachment control – lets you manage attached
files in forms and reports
• Attachment toolbar – enables you to open and
to advance through multiple attachments
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• Exporting an Access table to Excel
– Generally uncomplicated
– Data in Access tables is structured in a manner that
Excel understands
– Field names become the column headings
– Table records become the rows
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• Exporting an Access query to Excel
– Allows you to export only a subset of a table
– Same rules for exporting a table apply
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• Exporting Access forms and reports to Excel
– Results unpredictable
– Subform data in forms does not export
– Report grouping in Access may not match grouping
in Excel
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• Select data with a tabular layout
– Tables, queries, tabular reports
– Other objects have unpredictable results
• Rich Text Format (RTF) – format that files
exported from Access to Word are created in
– Universal file format that supports basic formatting
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• Modify an RTF file in Word
– After exporting an Access table to an RTF file, it can
be modified in Word
– Save in Word format to access advanced formatting
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• Reasons to export to PDF or XPS format
– Portable Document Format (PDF) files can be
opened and viewed with a free reader download
– XML Paper Specification (XPS) files can be
opened and viewed with a free reader download
– No special software to buy
– Cannot edit once exported to PDF or XPS format
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• Reasons to export tables to another database
– To use same structure in another database
– Saves time vs. creating tables from scratch
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• Importing creates a copy of external data
– Does not link to source file
– Increases size of database
– Three most common import formats: Access, Excel, text
• Linking connects without importing data
– Can link to tables in another database
– Creates a new table with connection to source table
– Cannot link to queries, forms, reports, macros, or
modules
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• Examine the tables in the source database
– Examine before you link
– Verify contents, field names, and other elements
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• Three options for using data from an Excel
spreadsheet
– Manually enter data into a database table
– Link from Access to Excel
– Import into Access from Excel
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• Verify the Format of an Excel Spreadsheet
– Continuous rows and columns
– No blank rows or columns
– No extraneous or explanatory text
– Column headings should match
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• Factors to consider when importing an Excel
spreadsheet into an Access database
– A large Excel file will increases file size of database
– More control over imported data
– No dependency to an external source
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• Examine the Spreadsheet Before Importing
– No extra rows of data that do not comply with the
format of an Access table
– Column headings should appear in first row
– Remove blank rows
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• Text files – common methods of exchanging
information between two computer systems
• Created by software, not created by people
• Common text file formats
– CSV text files use a comma to separate one column
from the next
– Fixed-length text files allocate a certain number of
characters for each field
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• Examine text files before importing
– Open in Notepad
– Confirm contents are relevant to database
– Verify format of file is consistent
– Verify fields and data values correspond to Access
tables
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• In this chapter you learned to:
– Create a Hyperlink field
– Add an Attachment field
– Add attachment controls to forms and reports
– Export data to Excel
– Export data to Word
– Export data to a PDF or XPS document
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– Export objects to another Access database
– Link to an Access table
– Link to an Excel spreadsheet
– Import an Excel spreadsheet
– Import a text file
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Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.
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recording, or otherwise, without the prior written permission of the publisher. Printed in the
United States of America.
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