TIP You can also use the drag-and-drop method to move database objects among applications You
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must have both applications running, and then click an Access table or query in the Database window, and drag it to a Word document or Excel worksheet Going in the other direction, you can create an Access table by dragging-and-dropping a range of cells from an Excel worksheet to the table group in the Navigation Pane
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Saving Access Output as an External File
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22 discussed saving Access data and objects in other database management systems or in a text format You can also export the data from Access tables, queries, forms, and reports to a number of other file formats both within and external to Microsoft Office The export commands are on the External Data tab s Export group Click the More command to nine additional file formats
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Exchange Data with Others
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NOTE The list of available formats depends on the type of object that you are trying to export NOTE You can also use the SharePoint Team Services and Windows SharePoint Services to export
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Access objects To save the data from an Access table in one of these file formats, do the following: 1 In the Navigation Pane, select the table containing the data that you want to export 2 Right-click and point to Export in the shortcut menu, and then choose the type of file format that you want to create from the context menu; or click the appropriate command in the Export group of the External Data tab
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3 When the Export dialog box appears, select the filename You may also want to use the Browse button to select the directory where you want to save the file Notice the three check boxes, and select those that meet your needs (as described next) Click OK
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Exchanging Data with Outside Sources
Some file types allow you to use some or all of the three export options check boxes on the Export dialog box: Export Data with Formatting and Layout and layout as possible Preserves as much of the formatting
Open the Destination File After the Export Operation Is Complete Launches the destination application and opens the exported file for viewing or editing when you click Export Export Only the Selected Records If you have selected records before giving the Export command, you can choose to export the whole object or only the selected records
Working with Word
You have two ways to use Access data in Word: Save the Access data as Rich Text Format (RTF) and then open it with Word Send the Access data to Word as a mail merge source file
Saving in Rich Text Format
RTF is a standard format used by Word and other word processing and desktop publishing programs for Windows Settings such as text fonts and styles are kept intact when files are saved as RTF files To save the output of an Access datasheet, query, form, or report as an RTF file, select the object in the Navigation Pane, and then on the External Data tab s Export group, click the Word (Export to RTF File) command Alternatively, right-click the object you wish to export in the Navigation Pane, point to Export, and choose the Word RTF File from the context menu The Export RTF File dialog box opens (Figure 23-2) When you export to the RTF file type, the Export Data with Formatting and Layout option is automatically selected and cannot be cleared The second option (Open the Destination File After the Export Operation Is Complete) becomes available, and, if checked, launches Word for editing the file when you click OK to close the Export dialog box After selecting the export options, click OK Figure 23-3 shows the Alpha Card table as an RTF file in the Word 2007 window