1 committed to shaping the next generation of it experts. chapter 8 exchanging data between access...
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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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