Exchanging Data with Outside Sources
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FIGURE 23-1 Selected records in a Word document
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3 Open the datasheet or form into which you want to paste the records, and then do one of the following: If you re replacing records in Datasheet view, select the records that you want to replace, and then do one of the following: on the Home tab s Clipboard group, click the Paste command; right-click and choose Paste from the shortcut menu; or press ctrl-v If you select less records in the target (Access) than in the source (Word) table, the selected records are replaced and the excess records from the source table are ignored If you select more records in the target table, they re replaced with the records selected in the source table beginning at the top of the table The excess selection in the target table is untouched If you re replacing a record in a form, move to the record that you want to replace and click the record selector (the pale blue bar along the left side of the form),
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and then either click the Paste command in the Clipboard group of the Home tab or press ctrl-v
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NOTE If you included the column labels when you copied or moved the records to the clipboard and
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they don t match the field names in the form, Access asks if you want to paste the field names in the order that you defined as the Tab Order If you re adding the data to the target datasheet, on the Home tab s Clipboard group, choose the Paste command and choose Paste Append in the context menu You ll be prompted to confirm the paste append action You can also select the new blank record at the bottom of the datasheet and click the Paste command or press ctrl-v
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Copying or Moving Data from a Spreadsheet
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The process for copying or moving records from a spreadsheet is similar to the process for copying or moving records from a word processor The advantage in the case of the spreadsheet is that the data does not need to be arranged in or converted to table form because it s already in tabular form on the spreadsheet The same cautions apply as in the case of the word processor: The columns in the spreadsheet must be in the same order as the data elements in the table for the data copy/move to be useful If the records are to be added to a form (as opposed to being added to a datasheet), the column names in the spreadsheet should be the same as the names of the corresponding text box controls on the database form
Copying or Moving Records from Access to Another Application
Copying or moving records from a datasheet or a form to another application is much the same as bringing new records into Access from a source application When you paste Access records to a different application, the field names appear in the first row of the table in a word processor or a worksheet in a spreadsheet
TIP If you re copying from a datasheet that has subdatasheets, only one level is copied at a time To
copy the subdatasheet, you must open it, and then perform the same copy or move operation Use the same four basic steps: 1 Select the Access data you want to copy or move, and then copy or cut it to the clipboard 2 Open the other application 3 If you re replacing existing data, select that data If you re adding to existing data, place the insertion point where you want to begin pasting the data 4 Use the other application s command to paste or append the Access data
Exchanging Data with Outside Sources
If you re pasting Access records into a Word document, place the insertion point where you want the records to appear The data is pasted in the document as a table If you re copying from a form, Access includes the form and column names, as well as the data If you re pasting to Excel, place the insertion point in the cell where you want the first column heading to be located The rest of the Access data fills out columns and rows to the right and down in the Excel worksheet