Microsoft Office Tutorials and References
In Depth Information
AC 216
Access Integration Feature Sharing Data Among Applications
Linking versus Importing
When an external table or worksheet is imported, or converted, into an Access
database, a copy of the data is placed as a table in the database. The original data still
exists, just as it did before, but no further connection exists between it and the data in the
database. Changes to the original data do not affect the data in the database. Likewise,
changes in the database do not affect the original data.
It also is possible to link data stored in a variety of formats to Access databases by
selecting the ‘Link to the data source by creating a linked table’ option button on the Get
External Data - Excel Spreadsheet dialog box rather than the ‘Import the source data into
a new table in the current database’ option button (Figure 4 on page AC 212). With
linking, the connection is maintained.
When an Excel worksheet is linked, for example, the worksheet is not stored in
the database. Instead Access simply establishes a connection to the worksheet so you can
view the data in either Access or Excel. Any change made in the worksheet will be visible
immediately in the table. For example, if you change an address in Excel and then view
the table in Access, you would see the new address. If you add a new row in Excel and
then view the table in Access, the row would appear as a new record. You cannot make
changes to the table in Access. If you want to add, change, or delete data, you must make
the changes in the worksheet because the data is stored in an Excel workbook.
To identify that a table is linked to other data, Access places an arrow in front of the
table (Figure 12). In addition, the Excel icon in front of the name indicates that the data is
linked to an Excel worksheet.
Saving Import Steps
When you save the steps
that import data from
a Microsoft Offi ce Excel
2007 workbook, Access
stores the name of the
Excel workbook, the
name of the destination
database, and other
details, including
whether the data was
appended to a table or
added to a new table,
primary key information,
fi eld names, and so on.
symbol indicates
linked object
Excel icon
linked worksheet
Figure 12
The Linked Table Manager
After you link tables between a worksheet and a database or between two databases,
you can modify many of the linked table’s features. For example, you can rename the linked
table, set view properties, and set links between tables in queries. If you move, rename, or
modify linked tables, you can use the Linked Table Manager to update the links. To do
so, click Database Tools on the Ribbon to display the Database Tools tab. Then click the
Linked Table Manager button on the Database Tools tab. The Linked Table Manager
dialog box that appears includes instructions on how to update the links.
To Close a Database
The following steps show how to close the database.
1 Click the Offi ce Button to display the Offi ce Button menu.
2 Click Close Database on the Offi ce Button menu.
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