2. Objectives
Access Lesson 6
2
Import data from other programs into an
Access database.
Export data from an Access database to other
programs.
Prepare a form letter for merging with a data
source.
Merge a form letter with a data source.
Edit a data source to print specific form letters.
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Microsoft Office 2010 Introductory
4. Importing and Exporting Data
Access Lesson 6
4
When you save data in another file format,
you export the data from the database. You
can export data to many other formats.
When you import data, you copy it from
another compatible file format into an
existing or new table in the current database.
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Microsoft Office 2010 Introductory
5. Importing and Exporting Documents
Access Lesson 6
5
When you export data, it is saved as an RTF
file, which stands for Rich Text Format.
In a CSV file, commas separate the field
values in each record in the data source.
When data is formatted using comma
separators, it is called delimited data and
the comma is called a delimiter.
The primary key field stores unique values
for each record in a table.
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Microsoft Office 2010 Introductory
6. Importing and Exporting Documents
(continued)
Exported data in Word
Access Lesson 6
6
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Microsoft Office 2010 Introductory
7. Importing and Exporting Workbooks
Data exported from a database table to an
Excel workbook is saved in Excel format.
Each field is stored in a worksheet column
and each record is stored in a worksheet row.
You can also import data stored in a
workbook into a new or existing database
table.
Access Lesson 6
7
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Microsoft Office 2010 Introductory
8. Importing and Exporting Workbooks
(continued)
Get External Data – Excel Spreadsheet dialog box
Access Lesson 6
8
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Microsoft Office 2010 Introductory
9. Creating Form Letters
Access Lesson 6
9
A form letter is a document that includes
codes that insert information from a data
source.
When you merge the data source with the
form letter, one letter is created for each
record in the data source. In this case, the
form letter is also called the main document.
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Microsoft Office 2010 Introductory
10. Creating Form Letters (continued)
Access Lesson 6
10
A form contains codes to tell Word where to
insert the fields in records in the data source.
Inserted codes are called merge fields and
appear enclosed in double angle brackets.
Options are available for sorting and filtering
data and locating a specific recipient.
The default setting for a mail merge is to
merge all the records in the data source.
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Microsoft Office 2010 Introductory
11. Creating Form Letters (continued)
Document with merge fields inserted
Access Lesson 6
11
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Microsoft Office 2010 Introductory
12. Access Lesson 6
Summary
12
In this lesson, you learned:
You can import and export data from a database and
use it in other programs. When importing data, you
can append records to an existing table or create a
new table. When appending records to an existing
table, the data source must have the same number of
fields and contain the same type of data as the
existing table.
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Microsoft Office 2010 Introductory
13. Summary (continued)
Access Lesson 6
13
Delimited data contains commas or other separators to
separate the fields in a data source. When the delimiter is
a comma, the data is called comma-separated values
(CSV). Access, Excel, and other programs can read and
process CSV files.
A form letter is a document that includes codes that merge
information from a data source. The data source might be
information stored in a Word document, an Excel
workbook, an Access database, or another file format.
When you merge the data source with the form letter, one
letter is merged for each record in the data source.
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Microsoft Office 2010 Introductory
14. Summary (continued)
Access Lesson 6
14
A merge field tells Word where to insert data from the
data source.
To merge certain records from a data source in a form
letter, edit the recipient list by applying a filter or by
selecting individual records.
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Microsoft Office 2010 Introductory
