Importing and Exporting Information

Core Training for Microsoft Access 2002

Importing Data from Excel

1	To see if the Customers table contains any data, double-click Customers.
2	To close the Customers table, in the upper-right corner of the window, click the lower of the two Close buttons.
3	To begin importing data, click the File menu, point to Get External Data, and then click Import.
4	To define the location of the file to be imported, in the Import dialog box, double-click the Garden Company folder, and then, double-click the Catalog subfolder.
5	To display all Excel files in the Catalog subfolder, click the arrow next to the Files of type box, and then click Microsoft Excel.
6	To select the appropriate file, in the Import dialog box, click Customers, and then, click Import.
7	To accept the default selection of Show Worksheets, in the Import Spreadsheet Wizard dialog box, click Next.
8	To assign the Excel column headings to the field names in the table, click the First Row Contains Column Headings checkbox, and then click Next.
9	To define the location where the data from the Excel worksheet will be stored, click the In an Existing Table option button.
10	To specify the table in which to store the data, click the arrow next to the In an Existing Table textbox, click Customers, and then click Next.
11	To import the data from Excel, click Finish.
12	To complete the process of importing, in the message box that appears, click OK.
13	To open the Customers table and confirm that Access has imported the customer list from the Excel worksheet, in the Tables pane, double-click Customers.
14	To close the Customers table, in the upper-right corner of the window, click the lower of the two Close buttons.

Importing Data from Text Files

1	To begin importing data from a delimited text file, click the File menu, point to Get External Data, and then click Import.
2	To define the location of the file to be imported, in the Import dialog box, double-click the Garden Company folder, and then double-click the Catalog subfolder.
3	To select a file type, in the Catalog subfolder, click the arrow next to the Files of type box.
4	To display all text files, click two times below the scroll box on the Files of type scroll bar, and then click Text Files.
5	To select the appropriate file, in the Import dialog box, click Employees, and then click Import.
6	The default option setting is fine. To display the default import specifications for the file, Employees, in the Import Text Wizard dialog box, click Advanced.
7	To close the Employees Import Specification dialog box and to accept the default settings of the Import Text Wizard dialog box, click Cancel, and then click Next.
8	To assign the first row of the delimited text file as field names, click the First Row Contains Field Names check box, and then click Next.
9	To define the location where the data from the Employees delimited text file will be stored, press TAB.
10	To specify the table in which to store the data, click the arrow next to the In an Existing Table text box, click Employees, and then click Next.
11	To import the delimited text file into the Employees table, click Finish.
12	To complete the process of importing, in the message box that appears, click OK.
13	To open the Employees table and confirm that Access has imported all nine records from the Employees text file, in the Tables pane, double-click Employees.
14	To close the Employees table, in the upper-right corner of the window, click the lower of the two Close buttons.
15	To begin importing data from a fixed width text file, click the File menu, point to Get External Data, and then click Import.
16	To select the appropriate file, in the Catalog subfolder, click Suppliers, and then click Import.
17	The wizard, finding that the portions of text seemed to line up, selected fixed width as the format. To accept the default option selection, in the Import Text Wizard, click Next.
18	To view all the fields, on the horizontal scroll bar of the Import Text Wizard, position the mouse pointer on the scroll box, press and hold down the mouse button, drag the scroll box to the extreme right of the bar, and release the mouse button.
19	The wizard has broken each phone number into two fields because a column of spaces separates the area code from the number. To remove the line between these fields, double-click the dividing line at column 201.
20	To remove the dividing line in the second column of phone numbers, double-click the dividing line at column 221, and then click Next.
21	To define the location where the data from the Suppliers text file will be stored, click the In an Existing Table option button.
22	To specify the table in which to store the data, click the In an Existing Table textbox, click Suppliers, and then click Next.
23	To import the fixed width text file into the Suppliers table, click Finish.
24	To complete the process of importing, in the message box that appears, click OK.
25	To open the Suppliers table and confirm that Access has imported all the records from the Suppliers text file, in the Tables pane, double-click Suppliers.
26	To close the Suppliers table, in the upper-right corner of the window, click the lower of the two Close buttons.

Importing Data from an Access Database

1	To begin importing data from an Access database, click the File menu, point to Get External Data, and then click Import.
2	To define the location of the file to be imported, in the Import dialog box, double-click the Garden Company folder, and then double-click the Catalog subfolder.
3	To display all Access files in the Catalog subfolder, click the arrow next to the Files of type box.
4	To select the file type, position the mouse pointer on the scroll box of the drop-down list, press and hold down the mouse button, drag the scroll box to the top of the bar, release the mouse button, and then click Microsoft Access.
5	To select the appropriate file, in the Import dialog box, click Products, and the click Import.
6	To display the import options, in the Import Objects dialog box, click Options.
7	The default options selected for the Tables tab are fine. To select the Categories and Products tables listed in the Import Objects dialog box, click Select All.
8	To complete the process of importing the Products database into the GardenCo database, in the Import Objects dialog box, click OK.
9	To open the Products table, and confirm that Access has imported the records from the Products database, in the Tables pane, double-click the Products table.
10	To close the Products table, in the upper-right corner of the window, click the lower of the two Close buttons.
11	To open the Categories table, and confirm that Access has imported the records from the Products database, in the Tables pane, double-click the Categories table.
12	To close the Categories table, in the upper-right corner of the window, click the lower of the two Close buttons.

Importing Data from Other Databases

1	To begin importing data from a dBASE file, click the File menu, point to Get External Data, and then click Import.
2	To define the location of the file to be imported, in the Import dialog box, double-click the Garden Company folder, and then double-click the Catalog subfolder.
3	To display all dBASE files in the Catalog subfolder, click the arrow next to the Files of type box.
4	To select the latest version of dBASE file type, click dBASE 5.
5	To select the appropriate file, in the Import dialog box, click Shippers, and then click Import.
6	To accept the confirmation that the dBASE file has been imported, in the message box, click OK.
7	To close the Import dialog box, click Close.
8	To open the Shippers table and confirm that Access has imported the records from the Shippers database, double-click the Shippers table.
9	To close the Shippers table, in the upper-right corner of the window, click the lower of the two Close buttons.

Importing Data from an HTML File

1	To view the number of records in the Customers table, double-click the Customers table.
2	The number of records displayed is 107. To close the Customers table, in the upper-right corner of the window, click the lower of the two Close buttons.
3	To begin importing data from an HTML file, click the File menu, point to Get External Data, and then click Import.
4	To define the location of the file to be imported, in the Import dialog box, double-click the Garden Company folder, and then double-click the Catalog subfolder.
5	To select the file type, in the Catalog subfolder, click the arrow next to the Files of type box.
6	To display all HTML files, click the down arrow on the Files of type scroll bar, and then click HTML documents.
7	To select the appropriate file, in the Import dialog box, double-click NewCust.
8	To identify the column headings, in the Import HTML Wizard dialog box, click the First Row Contains Column Headings check box.
9	To view the import specifications, in the Import HTML Wizard dialog box, click Advanced.
10	To modify the PostalCode field setting, in the Field Information section, position the mouse pointer at the intersection of the Data Type column and the PostalCode row, and click in the cell.
11	To select the appropriate setting, in the current cell, click the arrow, and then in the drop-down list, click Text.
12	To accept the settings, in the NewCust Import Specifications dialog box, click OK.
13	To display the next page of the wizard, in the Import HTML Wizard dialog box, click Next.
14	To define the location where the data from the HTML document will be stored, click the In an Existing Table option button.
15	To specify the table in which to store the data, click the arrow next to the In an Existing Table text box, click Customers, and then click Next.
16	To import the data from the NewCust HTML document, click Finish.
17	To complete the process of importing, in the message box that appears, click OK.
18	To open the Customers table and confirm that Access has imported the data from the NewCust document, double-click the Customers table.
19	The number of records displayed is now 110. To close the Customers table, in the upper-right corner of the window, click the lower of the two Close buttons.

Exporting Data to Other Applications

1	To select the table to be exported, click Suppliers.
2	To begin exporting data from the Access database, click the File menu, and then, click Export.
3	To specify the file type in which to export the selected table, in the Export Table ‘Suppliers’ To dialog box, click the arrow next to the Save as type box.
4	To select the file type, click once below the scroll box on the Save as type scroll bar, and then click Microsoft Excel 97-2002.
5	Notice that Suppliers appears automatically in the File name box when the file type is selected in the Save as type box. To finish exporting the table, click Export.
6	To confirm that Access has exported the Suppliers table to an Excel file, on the Windows taskbar, click Start, point to All Programs, and then, click Microsoft Excel.
7	To open the Excel file, on the Standard toolbar, click the Open button.
8	To view the contents of the Suppliers file, in the Open dialog box, double-click Suppliers.
9	To close the Excel file after viewing the contents, in the upper-right corner of the window, click the Close button.
10	To begin exporting the Suppliers table from the Access database to HTML, click the File menu, and then, click Export.
11	To specify the file type in which to export the selected table, in the Export Table ‘Suppliers’ To dialog box, click the arrow next to the Save as type box.
12	To select the file type, click once below the scroll box on the Save as type scroll bar, and then click HTML Documents.
13	To finish exporting, click Export.
14	To open the Suppliers HTML file and confirm that the Suppliers table has been exported to it, on the Windows taskbar, click the Internet Explorer Browser icon.
15	To open the Suppliers file, click the File menu, and then click Open.
16	To find the appropriate file, in the Open dialog box that appears, click Browse.
17	To select the correct file, in the Microsoft Internet Explorer dialog box, double-click Suppliers.
18	To view the contents of the Suppliers file, in the Open dialog box, click OK.
19	To close the HTML document after viewing the contents, in the upper-right corner of the window, click the Close button.

Sharing Access Data in Other Ways

1	To view the contents of the Customers table, in the Tables pane, double-click Customers.
2	To select a range of data, position the mouse pointer over the row selector of the first record, until the pointer changes to a right arrow, click the mouse button, press and hold down the SHIFT key, click on the row selector of the record BENMA, and release the SHIFT key.
3	To copy the selected records, on the Standard toolbar, click the Copy button.
4	To start pasting the selected records in Excel, on the Windows taskbar, click Start, point to All Programs, and click Microsoft Excel.
5	To paste the records, click the Edit menu, and then click Paste.
6	Excel pastes the records with the same column headings. To switch back to the Customers table, on the Windows taskbar, click the Customers : Table tab.
7	To select another block of cells, in the First Name column, click the cell containing the word David, press and hold down the SHIFT key, in the CONST row, click the Country field, and then release the SHIFT key.
8	To copy the selected records, on the Standard toolbar, click the Copy button.
9	To paste the selected records in Excel, on the Windows taskbar, click the Microsoft Excel - Book1 tab.
10	To select the location and paste the records, click cell A8, click the Edit menu, and then click Paste.
11	Excel pastes the records with column headings. To copy the same record in Word, on the Windows taskbar, click Start, point to All Programs, and, click Microsoft Word.
12	To paste the selected data that is still in the Clipboard, on the Standard toolbar, click the Paste button.
13	Word pastes the selection into a nicely formatted table with the title Customers, which reflects the name of the table from which this data came. To close Word, in the upper-right corner of the window, click the Close button.
14	To exit without saving the changes, in the warning box that appears, click No.
15	To exit Excel without saving the changes, in the upper-right corner of the window, click the Close button, and then in the warning box that appears, click No.
16	To close the Customers table, in the upper-right corner of the window, click the lower of the two Close buttons.