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Microsoft Access Tutorial

 

 
« Reports Importing, Exporting, and Linking Keyboard Shortcuts »

Reports will organize and group the information in a table or query and provide a way to print the data in a database.

Importing

Importing objects from another database will create a complete copy of a table, query, or any other database object that you select. Import a database object by following these steps:

  1. Open the destination database.
  2. Select File|Get External|Import from the menu bar.
  3. Choose the database the object is located in a click the Import button.
  4. From the Import Objects window, click on the object tabs to find the object you want to import into the database. Click the Options >> button to view more options. Under Import Tables, select "Definition and Data" if the entire table should be copied or "Definition Only" if the table structure should be copied but not the data. Under Import Queries, select "As Tables" if the queries should appear as regular tables in the destination database. Highlight the object name, and click OK.
    [Import Objects window]
  5. The new object will now appear with the existing objects in the database.


Exporting

The effect of importing can also be achieved using the opposite method of exporting.

  1. Open the database containing an object that will be copied (exported) to another database.
  2. Find the object in the Database Window and highlight it. Then, select File|Export... from the menu bar.
  3. Select the destination database from the window and click Save.
  4. You will be prompted to name the new object and may also be given other options, such as whether to copy the structure or data and structure of a table. Click OK to complete the export procedure.


Linking

Unlike importing, linking objects from another database will create a link to an object in another database while not copying the table to the current database. Create a link by following these steps:

  1. Open the destination database.
  2. Select File|Get External|Link Tables... from the menu bar.
  3. Choose the database that the table is located in and click the Link button.
  4. A window listing the tables in the database will then appear. Highlight the table or tables that should be linked and click OK. A link to the table will appear in the Database Window as a small table icon preceded by a small right arrow.


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