how to do everything with microsoft office access 2003 phần 9 pptx

HowTo-Tght (8) / How to Do Everything with Microsoft Office Access 2003 / Andersen / 222938-1 / Chapter 18 blind folio 425 Chapter 18 Exchange Database Objects and Text P:\010Comp\HowTo8\938-1\ch18.vp Friday, August 08, 2003 11:33:31 AM Color profile: Generic CMYK printer profile Composite Default screen How to… ■ Copy objects from one Access database to another ■ Import or link database objects and text files objects ■ Use imported or linked tables ■ Export database objects and text files You can get your development work done faster if you don’t have to create everything from scratch. Access provides a number of useful functions and tools that enable you to exchange database objects between Access databases. You can even exchange Access objects with other types of databases such as dBASE, Paradox, or SQL tables and databases that support the Open Database Connectivity (ODBC) protocol. You also can make use of text files in Access or send Access data out as text. Copy Objects among Access Databases It is often easier to modify an existing object than it is to develop a table, form, or report from scratch. The first step in the modification of existing Access database objects is to copy the objects you want to edit. Standard copy-and-paste operations and drag-and-drop techniques can be used to copy objects from one Access database to another. Copy and Paste To copy and paste an Access database object, first select the object you want to copy in the Database window. With the new Office 2003 clipboard, you can copy as many as 24 objects before you need to paste them into their ultimate destination and clear space for more copied objects. For example, to make a copy of the Alpha Card table in the Police database: 1. Click Tables under Objects in the Database window. 2. Select the Alpha Card table from the list of tables. 3. Use one of the following to copy the table to the clipboard: ■ Click the Copy toolbar button. ■ Choose File | Copy. ■ Right-click the table name and choose Copy from the shortcut menu or press CTRL-C. If you want to copy the table to the same database, there are three ways to paste the table: ■ Click the Paste toolbar button. ■ Select Edit | Paste. ■ Right-click in the Tables page outside any table name and choose Paste from the shortcut menu or press CTRL-V. 426 How to Do Everything with Microsoft Office Access 2003 HowTo-Tght (8) / How to Do Everything with Microsoft Office Access 2003 / Andersen / 222938-1 / Chapter 18 P:\010Comp\HowTo8\938-1\ch18.vp Friday, August 08, 2003 11:33:32 AM Color profile: Generic CMYK printer profile Composite Default screen 18 CHAPTER 18: Exchange Database Objects and Text 427 HowTo-Tght (8) / How to Do Everything with Microsoft Office Access 2003 / Andersen / 222938-1 / Chapter 18 When you copy a table, the Paste Table As dialog box asks for a name for the table and presents the following options: ■ Pasting the structure of the table (without its data) ■ Pasting the structure of the table and its data ■ Appending the data to an existing table If you choose to paste the data to an existing table, you might have problems with duplicate primary key fields or unique index values. You also need to consider differing table structures. See Chapter 8 for information on solving problems with append queries. If you want to copy an object to another Access database instead of within its own database with a different name, do the following: 1. Start up a second instance of Access and open the destination database. 2. Choose Windows | Tile Vertically to tile the two Access windows in a split screen format. 3. Copy the object in the source database. 4. Select the object category in the destination Database window and paste it into the destination database. If you don’t want to use two instances of Access, close the source database after you copy the object, then open the corresponding object page in the destination database and click Paste. Copying an object generates a copy of all the properties of that object. For example, when a form is copied, the format, source data, event specifications, filters, and all other properties are copied with the form. Drag and Drop A drag-and-drop technique can also be used to copy objects between databases. To use drag and drop, you need to have two instances of Access active at the same time. P:\010Comp\HowTo8\938-1\ch18.vp Friday, August 08, 2003 11:33:32 AM Color profile: Generic CMYK printer profile Composite Default screen 428 How to Do Everything with Microsoft Office Access 2003 HowTo-Tght (8) / How to Do Everything with Microsoft Office Access 2003 / Andersen / 222938-1 / Chapter 18 To drag an object from one window to another: 1. Make sure both Database windows are open to the same object page, then select the object you want to copy in the source database. 2. While holding the left mouse button down, drag the item to the destination database. 3. Release the mouse button; the new object appears in the destination database. When drag-and-drop techniques are used to copy tables, the Paste Table As dialog box does not appear. As a result, when tables are copied this way, the table structure and its data are pasted into the destination database while the original object remains in the source database. If you want just the structure, open the copied table and delete all the records. Import or Link Access Data Two other important techniques for adding Access data to an Access database or project are importing and linking. Importing is used to actually copy Access data or other objects into an Access database from other Access databases. Linking is a way of connecting to and using data in an Access database without actually copying the data from the other database. You can import or link data from Access versions 2.0, 7.0/95, 8.0/97, 9.0/2000, and 10.0/2002 to Access 2003 databases. If you are importing or linking a database that requires a password, you must enter the password before you can proceed. Import Objects You can import every object in a database but let’s start with the simplest case. The first case to look at is the importing of a couple of objects from one Access database to another. To import the objects: 1. Choose File | Get External Data | Import. The Import dialog box opens (see Figure 18-1) where you locate and select the database file that contains the objects you want to import. You can also right-click in the Database window and choose Import from the shortcut menu. Make sure the Files of Type box in the Import dialog box shows Microsoft Office Access. 2. When you locate the database file from which you want to import objects, select it and click Import. The Import Objects dialog box opens where you choose the objects to import. In this example, the Northwind database is selected from sample Access applications, and the Products and Categories tables are imported. P:\010Comp\HowTo8\938-1\ch18.vp Friday, August 08, 2003 11:33:33 AM Color profile: Generic CMYK printer profile Composite Default screen 18 3. To choose which objects to import, click the desired object tab and do one of the following: ■ Select each object name individually. ■ Click Select All. ■ To remove an object from the import list, select it again, or click Deselect All to remove all selected objects. CHAPTER 18: Exchange Database Objects and Text 429 HowTo-Tght (8) / How to Do Everything with Microsoft Office Access 2003 / Andersen / 222938-1 / Chapter 18 FIGURE 18-1 Choosing a file in the Import dialog box Choose Whether to Import or Link You should choose to import data into an Access database if you expect to use the data only in Access and not depend on another program to maintain the data. Access is more efficient when working with its own tables and you can modify the data just the same as native-grown data. You should link with data in another program if you rely on the source program to update the information. Linking is also useful in a multiuser environment where you split an existing database and place the data on a network server. Users can then share the database and create their own forms, reports, and other objects. P:\010Comp\HowTo8\938-1\ch18.vp Friday, August 08, 2003 11:33:33 AM Color profile: Generic CMYK printer profile Composite Default screen 4. Repeat step 3 for all the desired object types. 5. After selecting all the objects you want to import, click OK to return to the Database window, where you can see the objects that have been imported. Figure 18-2 shows the Police Database window with the newly imported Categories and Products tables. The imported tables are now part of the Police database and do not appear different from the native tables. If you import a table that includes Lookup fields, you must remember to import the tables or queries to which the fields refer and from which they get their values. If you don’t want to or can’t import the supporting value tables or queries, you can change the imported table design by changing the field Display Control property on the Lookup tab to Text Box for each Lookup field. If you try to import a table that is already linked to another table, you link to the source table data instead of importing it. Set Import Options There are several options you can set to customize the import process. When you click Options in the Import Objects dialog box, the box expands to show a lower pane with three sets of import options. The first set of options presents other table features that can be imported: ■ The Relationships option is selected by default and includes the relationships you have defined for the tables and queries you import. 430 How to Do Everything with Microsoft Office Access 2003 HowTo-Tght (8) / How to Do Everything with Microsoft Office Access 2003 / Andersen / 222938-1 / Chapter 18 FIGURE 18-2 The Database window includes imported tables. P:\010Comp\HowTo8\938-1\ch18.vp Friday, August 08, 2003 11:33:34 AM Color profile: Generic CMYK printer profile Composite Default screen 18 HowTo-Tght (8) / How to Do Everything with Microsoft Office Access 2003 / Andersen / 222938-1 / Chapter 18 ■ The Menus and Toolbars option includes all the custom menus and toolbars in the database from which you are importing. However, Access will not import any menu or toolbar that has the same name as one in the destination database. ■ The Import/Export Specs option includes all the import and export specifications set for the source database. See the section “Import and Link Text Files” for information about setting import specifications. The second set of options, Import Tables, determines whether to import both the table definition and the data (default) or only the definition. This is useful for creating a copy of the table structures for a new database without including any existing data. The third set of options, Import Queries, applies to any queries you have selected to import and specifies whether to import queries as queries (the default setting) or run the query and import the resulting recordset as a table. Once opened, the Options pane remains open as you click other object tabs. When choosing which objects to import, consider the options carefully. For example, importing a form without importing its underlying tables or queries can result in problems that might be difficult to resolve. Logical, useful groupings of objects should be imported together. This means that tables should be imported to provide the field definitions and data for all the forms, queries, reports, pages, macros, and modules you choose to import. Link Access Tables Linking to tables in another Access database makes them available without copying them into the active database. Linking saves space and reduces the need to maintain redundant data. Linking also ensures that you always have access to current information. However, linking also means that you are dependent on an object that actually resides in another environment, where it can be renamed, moved, or deleted. To link to a table in another Access database: 1. Open the destination database—in this example, Police. 2. Start the linking process by choosing File | Get External Data | Link Tables from any page in the Database window. You can also right-click in the Database window and choose Link Tables from the shortcut menu. CHAPTER 18: Exchange Database Objects and Text 431 P:\010Comp\HowTo8\938-1\ch18.vp Friday, August 08, 2003 11:33:34 AM Color profile: Generic CMYK printer profile Composite Default screen 432 How to Do Everything with Microsoft Office Access 2003 HowTo-Tght (8) / How to Do Everything with Microsoft Office Access 2003 / Andersen / 222938-1 / Chapter 18 3. In the Link dialog box, select the Microsoft Office Access file type and then select the database that you want to link to your active database. 4. Click Link. The Link Tables dialog box opens, showing only a Tables tab because tables are the only Access objects to which you can link. 5. Select one or more of the available tables and click OK. In this example, the Suppliers table is linked to the Police database, as shown by the arrow next to the table icon. Import from or Link to Other Data Sources Access can import data or link to existing tables in other database management systems. Access provides specific recognition of some database table formats. Acquiring data and other objects from foreign databases is not much different than importing or linking Access databases. You can both import and link dBASE III, IV, 5, and 7 files as well as Paradox 3.x, 4.x, 5.0, and 8.0 files. For version dBASE 7 and Paradox 8.0, you need the updated ISAM drivers available from Microsoft Technical Support. You can also import and link data from ODBC data sources such as the Microsoft SQL Server and Visual FoxPro. You will need a connection to the appropriate ODBC data source and the data source defined. P:\010Comp\HowTo8\938-1\ch18.vp Friday, August 08, 2003 11:33:34 AM Color profile: Generic CMYK printer profile Composite Default screen 18 CHAPTER 18: Exchange Database Objects and Text 433 HowTo-Tght (8) / How to Do Everything with Microsoft Office Access 2003 / Andersen / 222938-1 / Chapter 18 Data types are generally compatible among these database management systems, although they aren’t labeled consistently. For example, dBASE Character and Paradox Alphanumeric data types both become Text fields in Access. dBASE Float and Paradox Currency types become Number fields in Access with the Field Size property set to Double. dBASE calls Yes/No fields Logical. Use Data from dBASE or Paradox Importing a dBASE table or a Paradox file into an Access database is similar to importing a table from an Access database. Other database programs such as FileMaker Pro can export .dbf formatted files that you can import into Access the same as an original dBASE file. For example, to import a dBASE table: 1. Choose File | Get External Data | Import or right-click in the Database window and choose Import from the shortcut menu. 2. In the Files of Type box in the Import dialog box, select the database file type—dBASE IV in this example. Locate and select the file you want to import. 3. Select the filename—Employee.dbf in this example—and click Import. 4. After a few seconds, you should see a message indicating Employee.dbf has been successfully imported into the open Access database. 5. Click OK, then locate and import other files as necessary or click Close to close the dialog box and return to the Police database window. Once the table is imported, it looks and behaves just like an Access table. You use the same procedure to import Paradox files. Another approach to making use of data from a dBASE or Paradox database is to use the Link Tables operation by choosing File | Get External Data | Link Tables. You can also right-click in the Database window and choose Link Tables from the shortcut menu. The Link dialog box appears, in which you select the appropriate file type and the specific file to be linked. When you import a dBASE file, Access creates a table with the same name as the .dbf file and imports the data. Conversely, when you link to a dBASE file, Access also requires that the associated dBASE index files be linked. If you choose to link to a dBASE file, the Select Index Files dialog box appears, in which you can choose the indexes (.ndx and .mdx files) that are associated with the .dbf file. ■ If there are none, click Cancel and proceed with the link operation. ■ If you select one or more index files, the Select Unique Record Identifier dialog box prompts you to select the corresponding index field. Your index must have a unique value for each record, or difficulties might occur when you try to update records. After importing or linking a dBASE file, you can set field properties for the table. If you import a file with no primary index, you can set the index in Access. When you update the file with Access, the index is also automatically updated. If you use dBASE to update the file, you must also update the corresponding index in dBASE before trying to open the file in Access. P:\010Comp\HowTo8\938-1\ch18.vp Friday, August 08, 2003 11:33:35 AM Color profile: Generic CMYK printer profile Composite Default screen Figure 18-3 shows a linked dBASE file in the Database window by displaying the arrow and a dB icon indicating that NewCats is a linked dBASE file. If you select a Paradox table to link to, you need the index (.px) file and the memo (.mb) file (if the table has any). Without these files you will not be able to open the linked table in Access. If the Paradox table does not have a primary index, you must create one in Paradox to be able to update the table in Access. Work with Linked or Imported Tables You can use linked or imported tables the same as any other Access table, with some precautions. Imported tables essentially have become new tables within your Access database. However, linked tables still reside within the environments in which they were created. Thus, issues such as renaming the table or changing its characteristics have implications for relating the linked table to its original source environment. Rename a Linked Table in Access The linked table might have a name that is not very meaningful in your Access database. You can give it a more relevant name without disturbing the link. Select the table in the Database window and choose Edit | Rename or right-click the table and choose Rename from the shortcut menu, then edit the old name or enter a new name. 434 How to Do Everything with Microsoft Office Access 2003 HowTo-Tght (8) / How to Do Everything with Microsoft Office Access 2003 / Andersen / 222938-1 / Chapter 18 FIGURE 18-3 A linked dBASE file in the Access Database window P:\010Comp\HowTo8\938-1\ch18.vp Friday, August 08, 2003 11:33:35 AM Color profile: Generic CMYK printer profile Composite Default screen [...]... AutoStart option becomes available If checked, this option launches Word for editing the file when you click Export to complete the process Figure 19- 1 shows the Alpha Card table as an RTF file in the Word 2003 window FIGURE 19- 1 An Access table saved as an RTF file 19 454 How to Do Everything with Microsoft Office Access 2003 Save an Access Table or Query as a Mail Merge Data Source An easy way to. .. between Access and Word is established, you can open Word any time to print form letters, envelopes, or labels using the current data from Access FIGURE 19- 2 Results of publishing a query with Microsoft Word 19 456 How to Do Everything with Microsoft Office Access 2003 Prepare for Mail Merge A query might be the ideal way to simplify Access data structures for this mail merge function Your table for customer... helps to transmit Access data in a text format There are four ways to use Access data in Word other than the simple cut-and-paste or drag process: ■ ■ ■ ■ Save the Access data as Rich Text Format, then open with Word Send the Access data to Word as a mail merge source file Load Access data into Word with the Publish It with Microsoft Word Office Link Use the Merge It with Microsoft Word Office Link to. .. range of cells within the spreadsheet Usually, you create a new table from the imported or linked 19 458 How to Do Everything with Microsoft Office Access 2003 spreadsheet data; however, you can also append the data to an existing datasheet if the spreadsheet column headings are the same as the table field names Access tries to assign appropriate data types to the imported data fields, but it does not always... are accepted To publish an Access object into Word: 1 Select the name of the table, query, form, or report you want to save and load into Word If you want to load only part of a datasheet, open the datasheet first and select the records you want to load 2 Choose Tools | Office Links or click the Office Links toolbar button, then click Publish It with Microsoft Office Word The list of Office Links commands... FIGURE 18-11 445 Selecting the text file type with the Export Text Wizard 18 FIGURE 18-12 Setting the text file characteristics with the Export Text Wizard 446 How to Do Everything with Microsoft Office Access 2003 9 If you agree with the default settings, click Next 10 If you do not agree, adjust the selections (for the delimiting character, the text indicator, and whether the first row contains field... to specify the file format (fixed-width or delimited); the language and code page settings; the specifications for dates, times, and numbers; and field information The options are the same as for importing FIGURE 18-13 Exporting the text as fixed-width Chapter 19 Exchange Data with Outside Sources 448 How to Do Everything with Microsoft Office Access 2003 How to ■ ■ ■ ■ Copy or move records Save Access. .. from the shortcut menu 19 452 How to Do Everything with Microsoft Office Access 2003 3 In the Export Table To dialog box, select a file type in the Save as Type box and click OK Depending on your choice of file type, the dialog box title bar might show Export Table As Scroll down the list in the Save as Type box to see the available export file formats 4 Use the Save In box to locate the destination... Access database, it might be quicker to open the destination database and choose File | Get External Data | Import, which can be used to import multiple objects at once 18 FIGURE 18-10 Choosing a destination in the Export Table To dialog box 444 How to Do Everything with Microsoft Office Access 2003 Export to Another Database Format Access supports exporting data to the same database, and text formats... spreadsheet 19 460 How to Do Everything with Microsoft Office Access 2003 8 Click in the next field header and make other changes After making the desired changes to each field, click Next 9 In the next dialog box, choose one of the fields as the primary key You can also let Access add a field as the primary key or choose not to have a primary key at all Then click Next You might need to adjust the . press CTRL-V. 426 How to Do Everything with Microsoft Office Access 2003 HowTo-Tght (8) / How to Do Everything with Microsoft Office Access 2003 / Andersen / 22 293 8-1 / Chapter 18 P:10CompHowTo8 93 8-1ch18.vp Friday,. How to Do Everything with Microsoft Office Access 2003 HowTo-Tght (8) / How to Do Everything with Microsoft Office Access 2003 / Andersen / 22 293 8-1 / Chapter 18 FIGURE 18-2 The Database window. field column to make changes. 438 How to Do Everything with Microsoft Office Access 2003 HowTo-Tght (8) / How to Do Everything with Microsoft Office Access 2003 / Andersen / 22 293 8-1 / Chapter