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Skills© Paradigm Publishing, Inc. 2 Skills© Paradigm Publishing, Inc. 2

Integrating ProgramsWord, Excel, and Access

2.1 Export Access Data to Excel

2.2 Export an Access Table to Word

2.3 Export an Access Report to Word

2.4 Import Excel Data to a New Access Table

2.5 Link Excel Data to a New Access Table

2.5 Edit Linked Data

CHECKPOINT

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Export Access Data to ExcelTo export an Access table, form, or query to Excel:1. Open the database.2. Click the desired object in

the Navigation pane.3. Click the External Data

tab.4. Click the Excel button in

the Export group.steps continued on next slide… Excel button

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Export Access Data to Excel…continued5. At the Export – Excel

Spreadsheet dialog box, click the Browse button.

6. At the File Save dialog box, navigate to the desired folder and then click the Save button.

7. Click the desired options at the Export – Excel Spreadsheet dialog box.

8. Click OK. Export – Excel Spreadsheet dialog box

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Export an Access Table to WordTo export an Access table to Word:1. Open the database.2. Click the table in the

Navigation pane.3. Click the External Data

tab.4. Click the More button in

the Export group and then click the Word option at the drop-down list.

steps continued on next slide…

Word option

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Export an Access Table to Word…continued5. At the Export – RTF File

dialog box, click the Browse button.

6. At the File Save dialog box, navigate to the desired folder and then click the Save button.

7. Click the desired options at the Export –RTF File dialog box.

8. Click OK. Export – RTF File dialog box

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Export an Access Table to Word…continuedTo change the orientation to landscape:1. Click the Page Layout tab.2. Click the Orientation

button in the Page Setup group.

3. Click Landscape at the drop-down list. Orientation

button

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Export an Access Table to Word…continuedTo AutoFit the contents of the table:1. Click the Table Tools

Layout tab.2. Click the AutoFit button

in the Cell Size group.3. Click AutoFit Window at

the drop-down list. AutoFit button

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Export an Access Table to Word…continued

Option ActionAutoFit Contents Adjusts table to accommodate the

table textAutoFit Window Resizes table to fit within the window

or browser; if browser changes size, table size automatically adjusts to fitwithin window

Fixed Column Width Adjusts each column to a fixed width using the current widths of the columns

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Export an Access Report to WordTo export an Access report to Word:1. Open the database.2. Click the report in the

Navigation pane.3. Click the External Data

tab.4. Click the More button in

the Export group and then click the Word option at the drop-down list.

steps continued on next slide…

report

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Export an Access Report to Word…continued5. At the Export – RTF File

dialog box, click the Browse button.

6. At the File Save dialog box, navigate to the desired folder and then click the Save button.

7. Click the desired options at the Export –RTF File dialog box.

8. Click OK. Export – RTF File dialog box

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Export an Access Report to Word…continuedTo convert the text to a table:1. Click the Show/Hide button

in the Home tab.2. Move the insertion point to

the left of the tab symbol.3. Press F8.4. Press Ctrl + End.5. Click the Insert tab.6. Click the Table button.7. Click the Convert Text to

Table option at the drop-down list.

steps continued on next slide…

Convert Text to Table option

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Export an Access Report to Word…continued8. A the Convert Text to Table

dialog box, select the desired options.

9. Click OK.10. Turn off the display of

nonprinting characters by clicking the Show/Hide button.

Convert Text to Table dialog box

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Export an Access Report to Word…continuedTo delete a column:1. Click in any cell in the

desired column to be deleted.

2. Click the Table Tools Layout tab.

3. Click the Delete button in the Rows & Columns group.

4. Click Delete Columns at the drop-down list.

Delete Columns

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Export an Access Report to Word…continuedTo apply a table design:1. Click the Table Tools Design

tab.2. Click the More button at

the right side of the style thumbnails in the Table Styles group.

3. Click the desired option.

table styles

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Export an Access Report to Word…continued

Word includes a mail merge feature that you can use to create letters and envelopes and much more, with personalized information.

Generally, a merge requires two documents—the data source and the main document. The data source contains the variable information that will be inserted in the main document.

You create a data source document in Word or create a data source using data from an Access table.

When merging Access data, you can either type the text in the main document or merge Access data with an existing Word document.

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Import Excel Data to a New Access TableTo import data to a new table:1. Open the database.2. Click the table in the

Navigation pane.3. Click the External Data tab.4. Click the Excel button in the

Import & Link group.5. At the Get External Data –

Excel Spreadsheet dialog box, click the Browse button.

steps continued on next slide…

Get External Data – Excel Spreadsheet dialog box

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Import Excel Data to a New Access Table…continued6. At the File Open dialog box,

navigate to the desired folder and then double-click the desired file.

7. At the first Import Spreadsheet Wizard dialog box, click the Next button.

8. At the second dialog box, insert a check mark in the First Row Contains Column Headings option and then click the Next button.

steps continued on next slide…

First Row Contains Column Headings option

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Import Excel Data to a New Access Table…continued9. At the third dialog box, click

the Next button.10. At the fourth dialog box, click

the Choose my own primary key option and then click the Next button.

11. At the fifth dialog box, type in the Import to Table text box and then click the Finish button.

12. At the Get External Data - Excel Spreadsheet dialog box, click the Close button.

Choose my own primary key option

Import to Table text box

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Import Excel Data to a New Access Table…continued

You can import data from another program into an Access table or you can link the data.

Choose the method depending on how you are going to use the data.

Consider linking an Excel file instead of importing if you want to keep data in an Excel worksheet but use Access to perform queries and create reports.

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Link Excel Data to a New Access TableTo link data to a new table:1. Open the database.2. Click the table in the

Navigation pane.3. Click the External Data

tab.4. Click the Excel button in

the Import & Link group.5. At the Get External Data –

Excel Spreadsheet dialog box, click the Browse button.

steps continued on next slide…

Browse button

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Link Excel Data to a New Access Table…continued6. At the File Open dialog

box, navigate to the desired folder and then double-click the desired file.

7. Click the Link to the data source by creating a linked table option at the Get External Data - Excel Spreadsheet dialog box.

8. Click OK.steps continued on next slide…

Link to the data source by creating a linked table option

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Link Excel Data to a New Access Table…continued9. At the first Link

Spreadsheet Wizard dialog box, click the Next button.

10. At the second dialog box, make sure the First Row Contains Column Headings option contains a check mark and then click the Next button.

11. At the third dialog box, type in the Linked Table Name text box and then click the Finish button.

12. Click OK.

Linked Table Name text box

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Edit Linked Data

To edit linked data:1. Make Excel the active

program.2. Make the desired edits.3. Save and close the

worksheet and exit Excel.4. Open the linked table in

Access and notice the changes.

5. Close the table and exit Access.

edits in Excel

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Edit Linked Data…continued

If you want to delete the link to a table, open the database and then click the table in the Navigation pane.

Click the Home tab and then click the Delete button in the Records group.

At the question asking if you want to remove the link to the table, click Yes.

Access deletes the link and removes the table’s name from the Navigation pane.

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CHECKPOINT1) When you export an Access table

to Word, this is the default file extension.a. .docxb. .accdbc. .rtfd. .txt

3) Generally, a merge requires two documents—the data source and this document.a. secondaryb. mainc. blankd. primary

2) In Word, this keyboard shortcut turns on the select mode.a. F9b. F8c. F2d. F1

4) Access uses these to represent linked tables and tables that are stored in the current database.a. iconsb. tabsc. groupsd. links

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