Microsoft Office 2007-Illustrated Integrating Word, Excel, and Access

Microsoft Office 2007-IllustratedMicrosoft Office 2007-Illustrated

Integrating Word, Excel, Integrating Word, Excel, and Accessand Access

Microsoft Office 2007-Illustrated

ObjectivesObjectives

• Merge from Access to WordMerge from Access to Word

• Filter an Access data sourceFilter an Access data source

• Export an Access table to WordExport an Access table to Word

• Export an Access table to ExcelExport an Access table to Excel

• Export an Access report to WordExport an Access report to Word


Unit IntroductionUnit Introduction

• Business applications:Business applications:• Use Access to create databases to Use Access to create databases to

contain customer, supplier, and inventory contain customer, supplier, and inventory informationinformation

• Merge the Access database with Word to Merge the Access database with Word to create form letters, catalogs, and labelscreate form letters, catalogs, and labels

• Export Access tables to Excel and WordExport Access tables to Excel and Word• Export Access reports to Word Export Access reports to Word


Merging from Access to WordMerging from Access to Word

• Access contains the contact Access contains the contact information:information:• Names, addresses, etc.Names, addresses, etc.

• Word contains the text of the form Word contains the text of the form letterletter

• The merged Word letter contains fields The merged Word letter contains fields from the Access databasefrom the Access database


• Creating a query table in AccessCreating a query table in Access• Data from three tables is includedData from three tables is included• The three tables must be relatedThe three tables must be related

• Three versions of the query table Three versions of the query table appear in the list of database objectsappear in the list of database objects• Each version is identicalEach version is identical




Click the More button in the Export group to access the Merge function


Filtering an Access Data Filtering an Access Data SourceSource

• Choose the records to mergeChoose the records to merge

• Edit the recipients list in WordEdit the recipients list in Word

• Use filtering options to select only Use filtering options to select only records that conform to specific criteriarecords that conform to specific criteria

Filtering an Access Data Filtering an Access Data SourceSource• Filtering MethodFiltering Method

• Select the field to filterSelect the field to filter• Select the filterSelect the filter

• OrOr• AndAnd

• Select a Comparison OperatorSelect a Comparison Operator• Equal to, Greater than, Less than, etc.Equal to, Greater than, Less than, etc.

• Specify criteriaSpecify criteria


Filtering an Access Data Filtering an Access Data SourceSource


Select a Field to filter

Select a filter

Select a Comparison Operator

Specify criteria

Exporting an Access Table to Exporting an Access Table to WordWord• An Access table is exported as a An Access table is exported as a

Rich Text Format file (RTF) in WordRich Text Format file (RTF) in Word

• Use table tools to format the Use table tools to format the exported table in Word exported table in Word


Exporting an Access Table to Exporting an Access Table to WordWord


• Export RTF File dialog box in AccessExport RTF File dialog box in Access

Exporting an Access Table to Exporting an Access Table to ExcelExcel• Export an Access table to Excel in Export an Access table to Excel in

order to use Excel tools to:order to use Excel tools to:• Manipulate dataManipulate data• Analyze dataAnalyze data• Filter recordsFilter records• Edit dataEdit data


Exporting an Access Table to Exporting an Access Table to ExcelExcel• Click the Click the External Data External Data tabtab

• Click the Click the Excel button Excel button in the Export in the Export groupgroup• Be careful not to click the Excel button Be careful not to click the Excel button

in the Import groupin the Import group

• Click Click BrowseBrowse in the Export – Excel in the Export – Excel Spreadsheet dialog box, then specify Spreadsheet dialog box, then specify the destination for the exported filethe destination for the exported file


Exporting an Access Table to Exporting an Access Table to ExcelExcel• In Excel use the Subtotal function to In Excel use the Subtotal function to

calculate subtotals of records sorted calculate subtotals of records sorted by categoryby category

• Click the Click the Data tabData tab, then click the , then click the Subtotal button Subtotal button in the Outline groupin the Outline group


Exporting an Access Table to Exporting an Access Table to ExcelExcel


• Collapse the Subtotal list to level 2Collapse the Subtotal list to level 2Click 2 in the Grouping pane to collapse the Subtotal list to Level 2

Exporting an Access Table to Exporting an Access Table to ExcelExcel


Chart data in the Subtotal list appears in the Cone chart

Exporting an Access Report to Exporting an Access Report to WordWord• Export an Access report to a Rich Export an Access report to a Rich

Text Format (.rtf) fileText Format (.rtf) file

• Open and modify the exported file in Open and modify the exported file in WordWord

• Use Word tools to convert the report Use Word tools to convert the report into a tableinto a table

• Use Table tools to format the table in Use Table tools to format the table in WordWord


Exporting an Access Report to Exporting an Access Report to WordWord• Create the report in AccessCreate the report in Access

• Use the mouse to modify column widthsUse the mouse to modify column widths


Click and drag column divisions to resize columns in an Access report

Exporting an Access Report to Exporting an Access Report to WordWord• In Access:In Access:

• Click the External Data tabClick the External Data tab• Click the Word button in the Export Click the Word button in the Export

groupgroup• Specify the location to export the fileSpecify the location to export the file• Select the Open file optionSelect the Open file option• Click OKClick OK


Exporting an Access Report to Exporting an Access Report to WordWord• Remove extra Tab characters in Remove extra Tab characters in

WordWord


One tab character separates each column


SummarySummary

• Merge data from Access into Word to Merge data from Access into Word to create form letterscreate form letters

• Use filter options in Word to select Use filter options in Word to select the records to merge according to the records to merge according to specific criteriaspecific criteria

SummarySummary

• Export an Access table to Word and Export an Access table to Word and apply table formattingapply table formatting

• Export an Access table to Excel and Export an Access table to Excel and use Excel tools to analyze datause Excel tools to analyze data

• Export an Access report to Word, Export an Access report to Word, remove extra Tab characters, convert remove extra Tab characters, convert the tabbed list to a table, and apply the tabbed list to a table, and apply table formattingtable formatting


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Microsoft Office 2007-Illustrated Integrating Word, Excel, and Access