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1 Open the Access database to which you want to link the SQL table. If that database is
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already open, switch to the Database window.
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2 Choose the Get External Data command from the File menu, and then choose Link
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Tables from the submenu. Access opens the Link dialog box, which lists the types of files you can link.
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3 Select ODBC Databases in the Files of type drop-down list. Access opens the Select
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Data Source dialog box, shown earlier on page 88, in which you can select the data source that maps to the SQL server containing the table you want to link. Select a data source, and click OK. The ODBC driver displays the SQL Server Login dialog box for the SQL data source that you selected if the server is not set up to accept your Windows login. If you are linking to a Microsoft FoxPro database or file, the ODBC driver displays the Configure Connection dialog box.
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4 When you are required to enter a login ID and password and if you are authorized to
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connect to more than one database on the server and you want to connect to a database other than your default database, enter your login ID and password. Then click the Options button to open the lower part of the dialog box. When you click in the Database combo box, Access logs on to the server and returns a list of available database names. Select the one you want, and click OK. If you don t specify a database name and if multiple databases exist on the server, Access will connect you to the default database for your login ID. For Microsoft FoxPro, specify the database name or FoxPro file folder and click OK.
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When Access connects to the server or FoxPro database, you ll see the Link Tables dialog box, similar to the Import Objects dialog box shown earlier on page 183, which lists the available tables on that server.
5 From the list of tables, select the ones you want to link. If you select a table name in
error, you can click it again to deselect it, or you can click the Deselect All button to start over. Click OK to link to the tables you selected.
6 If the link procedure is successful, the new table will have the name of the SQL table or
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FoxPro file (without the file extension). If Access finds a duplicate name, it will generate a new name by adding a unique integer to the end of the name.
Troubleshooting
You can t connect to a specific database using trusted authentication because you use more than one data source When you connect to a server using Trusted Authentication (your Windows user ID), you automatically connect to the database specified in the data source. You might need to create more than one data source if you need to connect to more than one database on that server. See the Appendix, Installing Microsoft Office, for details about defining ODBC data sources.
Part 2: Building a Microsoft Access Desktop Application
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Part 1: Part Title
Microsoft Office Access 2003 Inside Out
Modifying Linked Tables
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You can make some changes to the definitions of linked tables to customize them for use in your Access environment. When you attempt to open the table in Design view, Access opens a dialog box to warn you that you cannot modify certain properties of a linked table. You can still click OK to open the linked table in Design view. You can open a linked table in Design view to change the Format, Decimal Places, Caption, Description, and Input Mask property settings for any field. You can set these properties to customize the way you look at and update data in Access forms and reports. You can also give any linked table a new name for use within your Access database (although the table s original name remains unchanged in the source database) to help you better identify the table or to enable you to use the table with the queries, forms, and reports that you ve already designed. Changing a table s design in Access has no effect on the original table in its source database. However, if the design of the table in the source database changes, you must relink the table to Access. You must also unlink and relink any table if your user ID or your password changes.
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