Microsoft Office Tutorials and References
In Depth Information
Project — Sharing Data Among Applications
between dissimilar applications. The XML format allows you to export and import both
data and structure of multiple related tables in a single operation.
PDF and XPS Formats
Before you export to PDF
and XPS formats, check
to make sure you have
the PDF or XPS button
in the Export group on
the External Data tab. If
not, you must ﬁ rst install
a free add-in program.
To learn more about
installing the add-in,
type PDF in the Access
Help window and follow
the instructions. If you
are using a computer
in a school or work
setting, check with your
instructor or IT staff
before installing any
As you read through this feature, you will learn how to share data among applications
by performing these general tasks:
• Import an Excel worksheet into an Access table
• Export a query to Excel
• Export a query to Word
• Publish a report as an XPS ﬁ le
• Export multiple tables to an XML ﬁ le
• Import multiple tables from an XML ﬁ le
Guidelines for Sharing Data Among Applications
1. Identify sources of external data for the database. Does data already exist that you
should incorporate into your database? Determine whether the data is in an Excel
worksheet, another database, a text ﬁ le, or some other application.
2. Determine whether the data you have identiﬁ ed is in an appropriate format. Is it a
collection of rows and columns in which all the entries in a column represent the same
type of data? Does the ﬁ rst row contain column headings rather than data? Is the data
separated by tabs or by commas?
3. Determine whether changes made to the data in the original data source should be
reﬂ ected in the Access table. If so, linking to the data source is the appropriate action. If
not, importing the data would be appropriate.
4. If the source of data is an Access database, determine whether, in addition to the tables,
there are other objects to be imported. If you import tables, you also can import queries,
forms, and reports based on those tables. If, for example, the other database contained a
report based on a table you are importing, you can import the report as well, thus saving
you the effort of having to recreate the report.
5. For data in your database that you want to make available to others, determine whether
exporting the data is appropriate. If you export the data, any changes that others make
to the data will not be reﬂ ected in your database. If it is acceptable that these changes
are not reﬂ ected, then exporting is appropriate. If not, the data will need to be linked.
Linking must take place within the other application.
6. If data is to be exported, determine the destination application. The application that will
receive the data determines the export process to be used. Common choices are Excel and
Word. You also can export to text ﬁ les in a variety of formats. For applications to which
you cannot directly export data, you often can export an appropriately formatted text
ﬁ le that the other application can import. To make reports available to others, rather
than exporting the report, you can publish the report, which is the process of making the
report available to others on the Web. You can publish the report in either PDF or XPS
format, so you would need to determine which is appropriate for the person who wants
to be able to view the report.
When necessary, more speciﬁ c details concerning the above decisions and/or actions
are presented at appropriate points in the feature. The feature also will identify the use of
these guidelines in sharing data as shown in Figures 1 and 2 on pages AC 207 and AC 208.