Skills© Paradigm Publishing, Inc. 1

Marquee Series Microsoft Office 2016

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 an Access Table

2.5 Edit Linked Data

CHECKPOINT

Skills© Paradigm Publishing, Inc. 3

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

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

Export group.

steps continue on next slide…

Excel button

Skills© Paradigm Publishing, Inc. 4

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.

7. Click the Save button.8. Click options at the Export -

Excel Spreadsheet dialog box.9. Click OK.

Export - Excel Spreadsheet dialog box

Skills© Paradigm Publishing, Inc. 5

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.5. Click the Word option at the drop-down list.steps continued on next slide… Word option

Skills© Paradigm Publishing, Inc. 6

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 options at the Export - RTF File dialog box.

8. Click OK.Export - RTF File dialog box

Skills© Paradigm Publishing, Inc. 7

Export an Access Table to Word…continued

To change to landscape orientation: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

Skills© Paradigm Publishing, Inc. 8

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

Skills© Paradigm Publishing, Inc. 9

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

Skills© Paradigm Publishing, Inc. 10

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

Skills© Paradigm Publishing, Inc. 11

Export an Access Report to Word…continued

5. 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 options at the Export - RTF File dialog box.

8. Click OK.Export - RTF File dialog box

Skills© Paradigm Publishing, Inc. 12

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

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

left of the tab symbol.3. Press they F8 function key.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 continue on next slide…

Convert Text to Table option

Skills© Paradigm Publishing, Inc. 13

Export an Access Report to Word…continued

8. At the Convert Text to Table dialog box, select options.

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

characters by clicking the Show/Hide button.

Convert Text to Table dialog box

Skills© Paradigm Publishing, Inc. 14

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

Skills© Paradigm Publishing, Inc. 15

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 style option.

table styles

Skills© Paradigm Publishing, Inc. 16

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 file and the main document. The data source file contains the variable information that will be inserted in the main document.

Create a data source file in Word or using data from an Access table.

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

Skills© Paradigm Publishing, Inc. 17

Import Excel Data to a New Access TableTo import data to a new table:1. Open the database.2. Click the External Data tab.3. Click the Excel button in the

Import & Link group.4. At the Get External Data -

Excel Spreadsheet dialog box, click the Browse button.

steps continue on next slide…

Get External Data - Excel Spreadsheet dialog box

Skills© Paradigm Publishing, Inc. 18

Import Excel Data to a New Access Table…continued5. At the File Open dialog box,

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

6. At the Get External Data - Excel Spreadsheet dialog box, click OK.

7. At the first Import Spreadsheet Wizard dialog box, insert a check mark in the First Row Contains Column Headings check box and then click the Next button.

steps continue on next slide…

First Row Contains Column Headings option

Skills© Paradigm Publishing, Inc. 19

Import Excel Data to a New Access Table…continued8. At the second dialog box, click

the Next button.9. At the third dialog box, click

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

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

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

Choose my own primary key option

Import to Table text box

Skills© Paradigm Publishing, Inc. 20

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.

Skills© Paradigm Publishing, Inc. 21

Link Excel Data to a New Access TableTo link data to a new table:1. Open the database.2. Click the External Data tab.3. Click the Excel button in the Import & Link group.4. At the Get External Data - Excel Spreadsheet dialog box, click

the Browse button.

steps continue on next slide…Browse button

Skills© Paradigm Publishing, Inc. 22

Link Excel Data to a New Access Table…continued5. At the File Open dialog box, navigate to the desired folder and

then double-click the file.6. Click the Link to the data source by creating a linked table

option at the Get External Data - Excel Spreadsheet dialog box.7. Click OK.

steps continue on next slide…

Link to the data source by creating a linked table option

Skills© Paradigm Publishing, Inc. 23

Link Excel Data to a New Access Table…continued8. At the first Link Spreadsheet Wizard dialog box, make sure the

First Row Contains Column Headings check box contains a check mark and then click the Next button.

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

10. Click OK.Linked Table Name text box

Skills© Paradigm Publishing, Inc. 24

Edit Linked DataTo edit linked data:1. Make Excel the active program.2. Make edits.3. Save and close the worksheet

and close Excel.4. Open the linked table in Access

and notice the changes.5. Close the table and close

Access.edits in Excel

Skills© Paradigm Publishing, Inc. 25

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.

Skills© Paradigm Publishing, Inc. 26

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 file 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

Next Question

Next Question

Next Question

Next Slide

Answer

Answer

Answer

Answer