Microsoft Office Tutorials and References
In Depth Information
Importing or Linking to Data
computer. If you want to import Outlook data but don’t meet these
requirements, open Outlook, and export data in Access format or another format
that Access can use.
Here’s how to link or import Outlook data in its native form:
1. Click the More button in the Import group on the External Data tab of
the Ribbon, and click the Outlook Folder button.
Access displays the Get External Data dialog box (refer to Figure 4-3,
earlier in this chapter), where you can choose to import the data into a
new table, append the data to an existing table, or link to the data (that
is, create a new linked table). Then Access asks you to choose a folder
or address book to import from.
Book II
Chapter 4
The familiar rules apply for appending data to an existing table: The field
names and data types must be the same in the imported data as in the
existing table. For details, refer to “Importing or Linking to Data,” earlier
in this chapter.
2. Choose between importing from your Outlook Address Book and your
Contacts folder.
If you’re not sure which you need, it’s easy enough to try one and then
switch if you find that you need the other. (Click Next to see the data
and then click Back to return and select a different folder.)
3. After you choose a folder, click Next to see the data.
From this point, the import is identical to importing text or spreadsheet
data. Access shows you the data and allows you to choose the fields
you want. Outlook Contacts creates redundant fields, so make sure that
you have the fields that you need; skip any field that you don’t need by
selecting it and then clicking its Do Not Import Field check box. Empty
fields (which are displayed as narrow columns) are created in a new
Access table; if you don’t want them, select the Do Not Import Field
check box. Alternatively, you can delete the empty fields in Access.
Managing links
If you create links to external data sources, you may need to manage those
links. When data changes in the source, for example, you can tell Access to
get the new data, and if the source file moves, you have to tell Access where
to find it. Use the Linked Table Manager to manage your links by following
these steps:
1. Click the Linked Table Manager in the Import & Link section on the
External Data tab of the Ribbon, or right-click a linked table in the
Navigation Pane (linked tables have an arrow next to them) and
choose Linked Table Manager from the contextual menu.
Access displays the Linked Table Manager, shown in Figure 4-8.
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