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NOTE The arrangement of the data in the RTF file in Word reflects the field sizes and formats of the
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original Access table If this doesn t look right for example, if the field label row or a data column is too large go back to the Access table to make adjustments Then export the table again
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Using Merge It with Microsoft Office Word
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An Access database is often an ideal place to store addresses and names of customers, business associates, or friends Being able to use these names and addresses in correspondence is a valuable capability Once the link between Access and Word is established, you can open Word at any time to print form letters, envelopes, or labels using the current data from Access
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Exchange Data with Others
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FIGURE 23-2 Exporting an Access table to a Word RTF le
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A query might be the ideal way to simplify Access data structures for this mail merge function Your table with customer names and addresses might have a number of other fields, such as a telephone number or date of last order, which you do not need to pass on A query that selects only those fields relevant to addressing correspondence (that is, Name, Title, Company, Street Address, City, State, and ZIP code) can be designed to support mail merge actions The Word mail merge feature can do this after receiving the table data as well, but you might as well not clutter the exchange of data with unnecessary fields To merge data from an Access table or query using the Microsoft Word mail merge functions, follow these steps: 1 In the Navigation Pane, select the table or query containing the data 2 On the External Data tab s Export group, click the More command to display the context menu Then click Merge it with Microsoft Office Word to begin the export Alternatively, right-click the object you wish to export in the Navigation Pane, and point to Export and choose Merge it with Microsoft Office Word from the shortcut menu
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Exchanging Data with Outside Sources
PART IV
FIGURE 23-3 An Access table saved as an RTF le
3 The Microsoft Word Mail Merge Wizard dialog box appears, giving you a choice of linking your data to an existing Microsoft Word document or creating a new document
Part IV:
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4 Select one of these options and click OK Word starts and opens either a new document or the document that you selected 5 In Word, the Write and Insert Fields group of the Mailings tab has an Insert Merge Field button Click this button to display a list of fields from the Access table 6 Select the specific fields that you want to insert in your document, and then place them in the document Figure 23-4 shows a new Word document with an Insert Merge Field dialog box listing the fields from the Alpha Card Access table as the data source Notice also the Mail Merge pane on the right side of the Word window that can guide you through the merge process
FIGURE 23-4
Using an Access table as the mail merge data source
23:
Exchanging Data with Outside Sources
For further information about how mail merge works, consult the Microsoft Word documentation
Working with Excel
You can make use of Excel data in Access by importing or linking, and you can export data from Access to Excel You can make use of Access data in Excel or another spreadsheet program in three ways: Export the Access datasheet as unformatted data Save the output of a datasheet, form, or report as an Excel file or worksheet Load the output of a datasheet, form, or report directly into Excel When you use either one of the last two methods, most of the formatting is preserved A form is saved as a table of data If you re saving a report that includes grouped data, the group levels are saved as outline levels in Excel
Importing from and Linking to Excel Spreadsheets
Before you try to import or link to data from an Excel or other spreadsheet, make sure that the data is arranged in a tabular format The spreadsheet must also have the same type of data in each column as the target Access datasheet, and the rows must contain the same field in each position You can choose to import or link an entire spreadsheet or only the data from a named range of cells within the spreadsheet Usually, you create a new table from the imported or linked spreadsheet data, but you can also append the data to an existing datasheet if the spreadsheet column headings are the same as the table field names
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