Microsoft Office Tutorials and References
In Depth Information
Access Integration Feature Sharing Data Among Applications
Saving Export Steps
When you save the steps
that export formatted
data to Microsoft Ofﬁ ce
Excel or Word 2007,
the current ﬁ lter and
column settings of the
source object in Access
are saved. If the source
object (table, query,
form, or report) is open
when you run the export
steps, Access exports only
the data that is currently
displayed in the view.
Just as Hypertext Markup Language (HTML) is the standard language for creating and
displaying Web pages, Extensible Markup Language (XML) is the standard language
for describing and delivering data on the Web. Another way of viewing the difference is
that HTML handles the appearance of data within a Web page, whereas XML handles the
meaning of data. XML is a data interchange standard that allows you to exchange data
between dissimilar systems or applications. With XML, you can describe both the data and
the structure (schema) of the data. You can export tables, queries, forms, or reports.
When exporting XML data, you can choose to export multiple related tables in a
single operation to a single XML ﬁ le. If you later import this XML data to another
database, you will import all the tables in a single operation. Thus, the new database would
contain each of the tables. All the ﬁ elds would have the correct data types and sizes and
the primary keys would be correct.
To Export XML Data
In exporting XML data, you indicate whether to just save the data or to save both the data and the schema
(that is, the structure). If you have made changes to the appearance of the data, such as changing the font, and want
these changes saved as well, you save what is known as the presentation . The data is saved in a ﬁ le with the XML
extension, the schema is saved in a ﬁ le with the XSD extension, and the presentation is saved in a ﬁ le with the
XSL extension. The default choice, which usually is appropriate, is to save both the data and schema, but not the
presentation. If multiple tables are related, such as the Client and Recruiter tables in the JSP Recruiters data, you
can export both tables to a single ﬁ le.
The following steps export both the Client and Recruiter tables to a single XML ﬁ le called Client. The steps
save the data and the schema, but do not save the presentation.
• Click the Client table in the
Navigation pane to select it.
• Click the More button in the
Export group on the External Data
tab to display the More button
menu with additional export
options (Figure 18).
• Click XML File on the More
button menu to display the
Export - XML File dialog box.
name of XML ﬁ le
to be created
• Select your USB drive as the ﬁ le
location and make sure that Client
is the ﬁ le name (Figure 19).
location of XML
ﬁ le to be created