Microsoft Office Tutorials and References
In Depth Information
AC 206
Access Integration Feature Sharing Data Among Applications
Integration Feature Introduction
It is not uncommon for people to use an application for some specifi c purpose, only to
fi nd later that another application may be better suited. For example, an organization
initially might use Excel to maintain data on inventory only to discover later that the
data would be better maintained in an Access database. This feature shows how to use
data from other applications in Access. It also shows how to make Access data available to
other applications.
Project — Sharing Data Among Applications
Camashaly specializes in sales of used computers and computer equipment. Employees
have been using Microsoft Excel to automate a variety of tasks for several years. When
determining to keep track of prices, item descriptions, serial numbers, and other data on
the items for sale, the administrators originally decided to maintain the data as an Excel
worksheet. Employees recently completed Microsoft Offi ce training and now have
decided they need to maintain the data in an Access database. They have two choices. They can
import the data, which means to make a copy of the data as a table in the Access database.
In this case, any changes made to the data in Access would not be refl ected in the Excel
worksheet. The other option is to link to the data in the worksheet. When data is linked,
the data appears as a table in the Access database, but is, in fact, maintained in its original
form in Excel. Any changes to the Excel data are thus automatically refl ected when the
linked table is viewed in Access. In this arrangement, Access would typically be used as a
vehicle for viewing and querying the data, with actual updates being made in Excel.
Figure 1 illustrates the conversion process. The type of worksheet that can be
converted is one in which the data is stored as a list , that is, a collection of rows and columns
in which all the entries in a column represent the same type of data. In this type of list,
the fi rst row contains column headings rather than data. In the worksheet in Figure 1a,
the fi rst row contains the labels, which are entries indicating the type of data found in
the column. The entry in the fi rst column, for example, is Item Id, indicating that all the
other values in the column are Item Ids. The entry in the second column is Description,
indicating that all the other values in the column are descriptions. Other than the fi rst
row, which contains the labels, all the rows contain precisely the same type of data shown
in the Access database in Figure 1b: an item Id in the fi rst column, a description in the
second column, the number of units on hand in the third column, and so on.
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