Database Applications

1
Database Applications Microsoft Access

• Lesson 5Shared Data

2
Importing, Exporting, Linking Data

• In previous tutorials you have imported data from
  other sources into Access.
• In this lesson, you will review the concepts of
  importing, and learn how to export and link data
  from Access to other applications.

3
Shared Data Vocabulary

• Source the location in which the original data
  is stored the location from which data is sent
  to another location
• Destination the location which receives data

4
Importing

• Importing data is bringing data from other
  applications into Access.
• Importing is a useful tool when a system that has
  previously been based on Excel is being converted
  to Access. Instead of re-entering data already
  stored in Excel into Access, the data may simply
  be imported.
• Data may be imported into existing Access tables
  or used to create a new table.

5
Exporting

• Exporting data is sending data from Access to
  another application.
• Data from Access tables or queries can be
  exported to Excel for analysis of the data using
  Excel tools.
• Data from Access tables or queries can be
  exported to Word for inclusion in Word documents
  such as memos and reports.

6
Linking

• Linking data is forming a connection between the
  same data stored in different applications.
• When data is linked, data can be changed in the
  source application and updated in the destination
  application.
• Data may be imported into existing Access tables
  or used to create a new table.

7
Instructions on Importing and Exporting

• See the handout INSTRCUTIONS FOR EXPORTING,
  IMPORTING AND LINKING DATA accessible from the
  Lesson 5 page.

8
Creating a Hyperlink Field

• Hyperlinks can be added to tables and forms.
• To enter hyperlinks with website addresses, you
  must first add a Hyperlink field to the table in
  which the web address will be stored.
• Recall that new fields are added to tables in
  Design view.
• Once the hyperlink field is created, you may
  enter web addresses in this field in either table
  datasheet view or form view (if a form has been
  developed based on the table).

9
Creating an Attachment Field

• In addition to storing data in a database, you
  can attach external files such as Excel
  workbooks, Word documents, and image files to the
  database.
• Attachment fields are similar to hyperlink fields
  but link to documents rather than websites.
• Multiple documents may be attached to any record.
• Follow the instructions on Adding an Attachment
  Field accessible from the Lesson 5 page.

10
End of Lesson

• Work through the mini-tutorial on Adding an
  Attachment Field.
• Complete the Lesson 5 Exercises following the
  exercise instructions accessible from the Lesson
  5 page.