Office 2003Introductory Concepts

and Techniques

M i c r o s o f t

Access Web Feature

Sharing Data among Applications

2Access Web Feature: Sharing Data among Applications

Objectives

• Import or link an Excel worksheet

• Export data to Excel and Word

• Create report snapshots

• Export and import XML data

3Access Web Feature: Sharing Data among Applications

Creating a New Database

• Click the Start button on the Windows taskbar, click All Programs on the Start menu, point to Microsoft Office on the All Programs submenu, and then click Microsoft Office Access 2003 on the Microsoft Office submenu

• Click the New button on the Database toolbar, and then click Blank database in the New area of the New File task pane

• Click the Save in box arrow in the File New Database dialog box and then click USB flash drive

• Erase the current entry in the File name text box, type Harton-Janes Clinic as the file name, and then click the Create button

4Access Web Feature: Sharing Data among Applications

Importing an Excel Worksheet

• With the Harton-Janes Clinic database open, right-click in the open area of the Database window

• Click Import• When Access displays the Import dialog box,

click the Files of type box arrow and then click Microsoft Excel

• If necessary, select USB flash drive in the Look in list

• Make sure the Patient workbook is selected, and then click the Import button

5Access Web Feature: Sharing Data among Applications

Importing an Excel Worksheet

• When Access displays the Import Spreadsheet Wizard dialog box, if necessary, click Show Worksheets and then click the Next button

• Be sure the Patient worksheet is selected, and then click the Next button

• If necessary, click First Row Contains Column Headings to select it

• Click the Next button• If necessary, click In a New Table to select it and

then click the Next button

6Access Web Feature: Sharing Data among Applications

Importing an Excel Worksheet

• Because the Field Options need not be specified, click the Next button

• Click Choose my own primary key• Because the Patient Number field, which is the

current field, is already selected as the primary key, click the Next button.

• Be sure the Patient appears in the Import to Table text box

• Click the Finish button. Click the OK button

7Access Web Feature: Sharing Data among Applications

Importing an Excel Worksheet

8Access Web Feature: Sharing Data among Applications

Closing a Database

• Click the Close button for the Harton-Janes Clinic : Database window

9Access Web Feature: Sharing Data among Applications

Opening a Database

• Click the Open button on the Database toolbar

• If necessary, click USB flash drive in the Look in box. Click the Ashton James College database name

• Click the Open button in the Open dialog box. If a Security Warning dialog box appears, click Open

10Access Web Feature: Sharing Data among Applications

Using the Export Command to Export Data to Excel• Click Queries on the Objects bar, and then right-

click Client-Trainer Query• Click Export• If necessary, click the Save in box arrow and

then click USB flash drive• Click the Save as type box arrow, and then click

Microsoft Excel 97-2003 in the Save as type list• Be sure the file name is Client-Trainer Query,

and then click the Export button

11Access Web Feature: Sharing Data among Applications

Using the Export Command to Export Data to Excel

12Access Web Feature: Sharing Data among Applications

Using Drag-and-Drop to Export Data to Word• Click the Start button on the Windows taskbar,

click All Programs on the Start menu, point to Microsoft Office on the All Programs submenu, and then click Microsoft Office Word 2003 on the Microsoft Office submenu

• Close the Getting Started task pane• Click the Microsoft Access button on the taskbar

to return to Microsoft Access• Click the Restore Down button or resize the

Access window so the Access window does not occupy the full screen

13Access Web Feature: Sharing Data among Applications

Using Drag-and-Drop to Export Data to Word• Be sure the Queries object is selected• Drag the Client-Trainer Query icon to the upper-

left corner of the Word document. Do not release the mouse button

• Release the mouse button and then click the Save button on the Standard toolbar in Microsoft Word

• Type Client-Trainer Query in the File name text box, and then click the Save button in the Save As dialog box

14Access Web Feature: Sharing Data among Applications

Using Drag-and-Drop to Export Data to Word• Click in the Word window to deselect the

table

• Quit Word by clicking its Close button

• Maximize the Microsoft Office Access window by double-clicking its title bar

15Access Web Feature: Sharing Data among Applications

Using the Export Command to Create a Snapshot• If the Microsoft Access Database window is not

maximized, maximize the window by double-clicking its title bar

• Click the Reports object, right-click the Client Amount Report, and then click Print Preview on the shortcut menu

• Right-click the preview of the report• Click Export• If necessary, click the Save in box arrow and

then click USB flash drive

16Access Web Feature: Sharing Data among Applications

Using the Export Command to Create a Snapshot• Click the Save as type box arrow, select

Snapshot Format, be sure the Autostart check box is checked, and then click the Export button

• If a Microsoft Office Access dialog box is displayed asking if you want to install Snapshot Viewer, click the No button and see your instructor

• Click the Close button on the Print Preview toolbar

• Click the C button for the Snapshot Viewer – [Client Amount Report] window

17Access Web Feature: Sharing Data among Applications

Using the Export Command to Create a Snapshot

18Access Web Feature: Sharing Data among Applications

Exporting XML Data

• Click the Tables object, and then right-click Client

• Click Export on the shortcut menu

• Click the Save as type box arrow, scroll down, and then click XML in the list

• If necessary, select USB flash drive in the Save in list

• Click the Export button

19Access Web Feature: Sharing Data among Applications

Exporting XML Data

• Click the More Options button• Click the expand indicator (the plus sign)

to the left of [Lookup Data], and then click the Trainer check box to select the Trainer table

• Click the OK button• Click the Close button for the Microsoft

Access [Ashton James College : Database (Access 2000 file format)] window

20Access Web Feature: Sharing Data among Applications

Exporting XML Data

21Access Web Feature: Sharing Data among Applications

Creating a New Database

• Click the New button on the Database toolbar, and then click Blank database in the New area of the New File task pane

• If necessary, click the Save in box arrow in the File New Database dialog box and then click USB flash drive

• Type AJ Consulting in the File name text box and then click the Create button

22Access Web Feature: Sharing Data among Applications

Importing XML Data

• Right-click in the Database window• Click Import on the shortcut menu• Click the Files of type box arrow, scroll down,

and then click XML in the list• If necessary, select USB flash drive in the Look

in list• Click the Client file (Do not click the xsd version.

If you do, you will import both tables, but none of the data. That is, the tables will be empty)

23Access Web Feature: Sharing Data among Applications

Importing XML Data

• Click the Import button

• Click the OK button

• Click the OK button

24Access Web Feature: Sharing Data among Applications

Importing XML Data

25Access Web Feature: Sharing Data among Applications

Closing the Database and Quitting Access• Click the Close Window button for the AJ

Consulting : Database window

• Click the Close button for the Microsoft Access window

26Access Web Feature: Sharing Data among Applications

Summary

• Import or link an Excel worksheet

• Export data to Excel and Word

• Create report snapshots

• Export and import XML data

Office 2003Introductory Concepts

and Techniques

M i c r o s o f t

Access Web Feature Complete