Microsoft Office Tutorials and References
In Depth Information
Reviewing Data File Formats
or you might place it in your SkyDrive so you can download it and reattach it as needed
from any location. To see what’s involved with using your SkyDrive, see Chapter 39,
“Collaborating in the Cloud with SkyDrive.” If you work in an enterprise, your company
might have other kinds of server facilities that can serve as data sources for Word.
For portability, the answer often will be to extract a portion of a full data set — either a
limited number of data records or a sample containing just the data fi elds you need. Every
database has some unit or focus, such as individuals (for example, contact records) or
products. Each person or product in a given database is called a data record .
Each piece of information about a person or product is called a data fi eld . For example, a
person’s name, telephone number, address, e-mail address, and date of birth each would be
data fi elds. For a product, data fi elds typically include name, SKU, shipping weight, price,
color, description, and cost.
Unless a data set was constructed explicitly for a single purpose, most data sets will
contain more records than you need, as well as more data fi elds than you need for a specifi c
data-driven Word document. Often, it’s possible to extract just what you need and take it
with you. You have a variety of ways of doing that, as you see in this chapter.
To extract a portion of a larger database for use at a remote or inaccessible location, create a directory document
using the mail merge feature, specifying only the records and i elds you need. When you complete the merge,
the resulting directory (or data document) will become the input data you need for associating with another data
document.
Reviewing Data File Formats
Word enables you to use data from a variety of formats. You can create a data source
directly from Word as part of the mail merge process or use an existing source. If you use
an existing data source document, your options include the following:
Outlook contacts
Offi ce Database Connections (*.odc)
Access 2010 and later Databases (*.accdb, *.accde)
Access 2007 Databases (*.mdb, *.mde)
10
Microsoft Offi ce Address Lists (*.mdb)
Microsoft Offi ce List Shortcuts (*.oils)
Microsoft Data links (*.udl)
ODBC File DSNs (*.dsn)
 
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