1Committed to Shaping the Next Generation of IT

Experts.

Chapter 8

Exchanging Data Between Access and Other Applications

Exploring Microsoft Office Access 2003

Robert Grauer, Keith Mulbery, Maurie Wigman Lockley

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Objectives

Create a hyperlinked field Attach files and graphics to records Add and use a table attachment field Export database objects as HTML

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Objectives

Import and link to HTML files Share XML data Share data with Excel Collect data through e-mail messages Manage e-mail replies

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World Wide Web Terminology

Hypertext Markup Language (HTML) Markup language used to display

data Extensible Markup Language

(XML) Markup language that defines data

Extensible Hypertext Markup Language (XHTML) Compromise between XML and

HTML

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Hyperlinked Fields

Stores the Universal Resource Locater Does not store the value

Appropriate application launched when clicked Access runs in background

Changes to values Must be saved in host

application

Hyperlinked Field

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Creating a Hyperlinked Field

In Design view Define the data type as Hyperlink

Hyperlink data type

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Types of Hyperlinked Fields

URL Path/filename E-mail

URL hyperlink

Path/filename hyperlink

E-mail hyperlink

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Editing a Hyperlinked Field

Tab to select record Entire value must be retyped Clicking the value does not work

Link will be followed if clicked

Retype entire value

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Attaching Files and Graphics to Records

Previous version of Access used OLE Stores a bitmap image of file/graphic Needed appropriate OLE server software

to view Access 2007 stores the true file

No OLE server software needed Uses storage more efficiently

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Creating an Attachment Field

Specify the Attachment data type for the field Can be added to existing datasheet Can be specified in Design view during

creation

Specifying attachment field data type in an existing table

New field

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Creating an Attachment Field

Field header/rows display paperclip symbol Double-click records paperclip symbol Click Add in Attachment dialog box Browse to selected file, click Open Clicking Ok closes Attachment dialog box

Attachment dialog box Paperclip symbol in header and rows

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Attachment Controls in Reports and Forms

Open report/form in Design view Click Add Existing Field Drag field from Field list

Control is automatically bound

Attachment control added to report

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Using an Attachment Field in a Report/Form

Double-click on field … OR …

Single-click and use mini toolbar

Mini toolbar Attachment Control in Report

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Data Connections

Access allows data connections via Importing and Exporting

HTML files XML data Excel workbooks

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Exporting Database Objects as HTML Files

Only single database objects are converted Breaks the connection to the database Different views used to export

Depends on database object being exported

Report opened in layout view

HTML Document export command

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Exporting Database Objects as HTML Files Open source in

appropriate view Click More in the

Export group Export dialog box

opens Specify export

options, click OK Select output

options, click OK

Specify export options

Specify output options

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Importing HTML files

“Clean” source code Paste source code into Excel Examine and “fix” data

Save as Excel workbook Use as import source in Access

HTML Source Code Excel Workbook Access Object

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Import Wizard and HTML Files

Select path to source code Specify how and where

New table Linked Table Appended to existing table

Select path to source code

Choose to link, append or create new table

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XML Data - Terminology

XML (Extensible Markup Language Defines data

XMLs Schema Definition Describes how data is structured

XSL (Extensible Stylesheet Language) Describes how data is presented

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Importing XML Data

Use the XML tool External Data tab, Import Group

Identify source in Wizard

Identify XML source

XML Import Tool

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Importing XML Data

Select Import options Structure only Structure and data Append Data to existing table

Select import options

Expand data structure

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Export XML Data

Open Access object and select More External data tab, Export group

Choose XML File

Select XML File

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Export XML Data

Select the destination file/location Select options desired Select to save/not save export steps

Select destination file

Select export options

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Exporting Data with Excel

Click Excel External Data tab, Export group

Export Excel Spreadsheet dialog box opens Select path/name and specify options

Select path and name for exported file

Specify options

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Export to Excel Options

Retain formatting and layout Open the file after exportation Export only selected records

Only available if records are selected AND formatting and layout is being retained

Select field(s) for column headings

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Sharing Between Access and Outlook

Facilitates e-mail delivery Handles response management Must have both Outlook/Access

installed Must have an e-mail distribution list

May reside in Outlook and/or Access

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Collect Data Through E-mail

Open source (host) table Click the Create E-mail button

External Data tab, Export Group Collect data through e-mail wizard launches

Wizard Getting Started Screen

Create E-mail command

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Collect Data Through E-mail

Select type of form to use HTML – most compatible choice Infopath

Specify the type of form to use

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Collect Data Through E-mail

Specify Fields for the form Specify labels for each field

Specify field labels

Specify fields for form

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Collect Data Through E-mail

Specify Fields for the form Specify labels for each field

Specify field labels

Specify fields for form

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Collect Data Through E-mail

Choose what to do with replies Specify where recipient addresses are stored

Specify where recipient addresses are stored

Choose what to do with replies

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Collect Data Through E-mail

Customize e-mail subject and instructions Specify where recipients address is displayed

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Manage E-mail Replies

To manage e-mail responses Export to Access using Export to Access tool

OR Use Outlook to preview, respond, organize

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