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PART IV
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TIP Access tries to assign appropriate data types to the imported data fields, but it doesn t always
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make the correct assumption Before you do any work on the new table, make sure the field data types are what you want You should also check the assumed field properties and set additional properties, such as formatting, to fit the intended table use in Access Number field formatting might differ between Excel and Access If you re importing from Excel version 50 or later, you can select one or more of the worksheets in the workbook You can t import multiple spreadsheet files from Excel 40 or from Lotus 1-2-3 If you want to import one of these spreadsheets, you must open the program and save each spreadsheet as a separate file before importing To import or link an Excel spreadsheet, invoke the Import Spreadsheet Wizard by doing the following: 1 On the External Data tab in the Import group, click the Excel command You can also right-click the object in the Navigation Pane and point to Import and choose Excel from the shortcut menu
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2 In the first dialog box s File Name box, select the path of the source spreadsheet file Use the Browse button if necessary
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3 Choose what you want to do with the Excel data: Import it to a new table, append a copy of it to an existing table (select the table name from the list of tables in the current database), or link to the Excel data so that changes in the Excel file are reflected in Access Then click OK 4 In the first Import (or Link) Spreadsheet Wizard dialog box, choose to import a specific worksheet or a named range of cells Then click Next
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23:
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5 In the next wizard dialog box, check First Row Contains Column Headings (if this is true of your data), and then click Next Clear the check box if the first row contains field data instead of column headings
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PART IV
NOTE If you indicate the first row contains column headings and some headings contain data that
can t be used for valid Access field names (for instance, the heading is blank), Access displays a message to that effect and automatically assigns valid field names 6 In the next wizard dialog box, you can set the field options for each field in the worksheet: Click in the Field Name box and enter a new name for the field Choose Yes in the Indexed box to create an index on that field Change the data type, if applicable, in the Data Type box
Part IV:
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Check the box to choose to skip the field when importing the spreadsheet
7 Click the next field header and make other changes After making the desired changes to each field, click Next 8 In the next dialog box, choose a primary key field You can also let Access add a field as the primary key or choose not to have a primary key at all Then click Next
23:
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9 In the final wizard dialog box, you can accept the name that Access provides or enter a new name for the Access table, and then click Finish An option in this dialog box lets you run the Table Analyzer with the new table to see if it can be made more efficient 10 When the import is complete, Access asks if you want to Save the import steps If you think you will repeat this import, select the Save Import Steps check box and click Close The new table in Access contains the data located in the Excel range of cells (Figure 23-5)
Exporting a Table or Query to Excel
Exporting all or part of a table or query datasheet to an Excel spreadsheet is similar to exporting to other file types On the External Data tab s Export group, click the Excel command In the Export dialog box, use the File Name box to locate the folder in which you want to store the exported data and name the file If you re adding the data to an existing spreadsheet, select that name; otherwise, enter a new file name in the File Name box, and select the desired Microsoft Excel version or other spreadsheet file type from the File Format list
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