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Creating a Static HTML Document
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The simplest way to publish data from your database to a Web page is to export the data as a simple, static HTML file. This type of file presents a snapshot of your data at the time you create the HTML file. To refresh the data on your Web page, you ll have to repeat the export process each time you want to present fresh data. You can use the export tools in Access to export data from a table, query, form, or report, but with some limitations. Table 26-1 on the next page lists these objects and the options you have when you export them to HTML.
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Part 6: Linking Access and the Web
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Microsoft Office Access 2003 Inside Out
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Table 26-1.
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Part 6: Linking Access and the Web
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Export to HTML for Access Objects
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Data Exported
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Table datasheet
Object
Table
Comments
Access attempts to duplicate any formatting that you have applied to the datasheet (font, gridlines). You can also specify a template file to enhance the final output. The table name appears as a caption in the exported HTML table. Same as a table. When you export a parameter query, Access prompts you for the parameters and exports the result of fetching the data after resolving the parameter values. Same as a table except you control formatting by setting the format of the form s Datasheet view. Access will not export data in any subform. Access attempts to duplicate the format of the report, but does not output any line or rectangle controls. Access also exports any data in any subreport. Access exports the report one page at a time. It assigns the file name you specify for the first page and appends PageN (where N is the subsequent page number) for the second through last pages. You can specify a template file to enhance the overall appearance of the exported pages. You can include information in the template to ask Access to generate links to the various pages of the report.
Query
Query datasheet
Form
The recordset for the outer form The data displayed in the report
Report
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The procedure to export to HTML is very similar for all object types. In the Database window, select the object you want to export, and then choose Export from the File menu. You can also right-click the object and choose Export from the shortcut menu. For this example, open the Housing Reservations database (Housing.mdb), click Tables on the Object bar in the Database window, select tblDepartments, and choose Export from the File menu. Access displays the Export Table tblDepartments To dialog box. In the Save as type drop-down list, choose HTML Documents (*.html;*.htm). You can find the sample static HTML files installed from the companion CD in the \Webs\StaticHTML subfolder, as shown in Figure 26-1.
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F26QQ01.bmp
Figure 26-1. Exporting the data in an Access table as simple HTML.
F26QQ02.bmp
Figure 26-2. The simple format used by Access to export data to HTML.
Part 6: Linking Access and the Web
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Be sure to leave the Save formatted check box cleared. The object is to discover the simple format that Access uses to export to HTML. Click Export to complete the creation of your Web page. Open Windows Explorer, find the page you just created, and double-click the file to open it in your Web browser. Your result should look like Figure 26-2.
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Part 1: Part Title
Microsoft Office Access 2003 Inside Out Not very attractive, is it Access doesn t even provide column headings. You could certainly open this page in a Web page editor and improve it, but you have additional options in Access to minimize the work needed to make this Web page more attractive. (You can find this page saved as tblDepartmentsPlain.htm in the \Webs\StaticHTML folder on your companion CD.)
Part 6: Linking Access and the Web
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Improving the Look of Exported Data in HTML
Creating more attractive HTML output from Access isn t difficult. You can customize the Datasheet view of your output source to specify a font and the appearance of the gridlines in the resulting HTML table. You can also create a template file that Access can use to make the resulting HTML more appealing.
Customizing Datasheet View
You can change the default settings for all datasheets in the Options dialog box. You can also customize the Datasheet view of any individual table, query, or form. To change settings for all datasheets, start by opening the Housing Reservations sample database, choose Options from the Tools menu, and click the Datasheet tab. You can see that you have several formatting options for datasheets, as shown in Figure 26-3.
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