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To copy or move records from other applications to Access, make sure that the data is arranged in an appropriate format, and then use the selection, copy, and paste functions in Access to move the records that you want The following sections describe specific approaches for moving data from word processors and spreadsheets
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Copying or Moving Data from a Word Processor
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You can use two approaches to copy or move records from a table created with a word processor The first approach is to save the desired records to a text file with fixed length or delimited records, and then import them into either an existing table or a new one Procedures for importing these text files to an Access table are described in 22 The second approach to moving records from a word processor to Access is to perform a copy-and-paste operation For this approach to work properly, you must be aware of these two major points: The records in the word processing file must already be in a table or properly separated by tab characters The columns in the word processor table should be in the same order as the fields in the Access table that you re targeting When you copy data, you place a copy of that data in the destination file and leave the original data alone in the source file When you move data, you delete it from the source and place it in the target file When performing copy or move operations, the Access database must be open to receive the new data You can add new records to a datasheet or a form If you re adding records to a datasheet, the columns are not required to have the same names as the fields, but the data being copied or moved should be the same data type If you re adding records to a form, the data is copied or moved to text box controls, which are bound to table fields and have the same names as the incoming data columns If the column names don t match the control names or the columns have no names, the data is moved or copied to the form in the tab order On the receiving end, you can replace existing records or add to the records already in the datasheet or form When you replace records in a datasheet, you select the same number of records to eliminate that you selected to bring in from the word processor In a form, you can replace only the current record To move or copy word processing data, do the following: 1 In the word processor application, select the records that you want to move or copy using the selection method provided by the application In Microsoft Word, this can be as simple as clicking the left mouse button on the first record that you want, and then holding the left mouse button down as you drag the cursor down the file until the last desired record is highlighted (see Figure 23-1) 2 Then, do one of the following, both of which place the selected records on the clipboard: If you want to move the records from the word processing document to the Access database, do one of the following: on the Home tab s Clipboard group, click the Cut button; right-click the selected text and choose Cut from the shortcut menu; or press ctrl-x If you want to copy the records, as opposed to moving them, do one of the following: on the Home tab s Clipboard group, click the Copy button; right-click the selected text and choose Copy from the shortcut menu; or press ctrl-c
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