{"id":3147,"date":"2019-12-23T16:45:59","date_gmt":"2019-12-23T16:45:59","guid":{"rendered":"https:\/\/courses.lumenlearning.com\/wm-computerapplicationsmgrs\/?post_type=chapter&#038;p=3147"},"modified":"2024-05-17T00:26:50","modified_gmt":"2024-05-17T00:26:50","slug":"import-and-export-options","status":"publish","type":"chapter","link":"https:\/\/courses.lumenlearning.com\/wm-computerapplicationsmgrs-2\/chapter\/import-and-export-options\/","title":{"raw":"Import and Export Options","rendered":"Import and Export Options"},"content":{"raw":"<div class=\"textbox learning-objectives\">\r\n<h3>Learning Outcomes<\/h3>\r\n<ul>\r\n \t<li>Differentiate among import and export options<\/li>\r\n \t<li>Import external data<\/li>\r\n \t<li>Export data<\/li>\r\n<\/ul>\r\n<\/div>\r\nAccess provides several options that support exchanging data with external sources.\r\n<ul>\r\n \t<li style=\"font-weight: 400;\"><strong>Linking.<\/strong> Using this option entails creating a permanent connection to the external source. The data stays in the source location. The location cannot be moved without modifying the link or else Access will not be able to find it.<\/li>\r\n \t<li style=\"font-weight: 400;\"><strong>Importing.<\/strong> This method physically moves data from the outside source into the current Access database. The data is then converted to an Access data type, stored in an Access table, and remains in Access from that point on.<\/li>\r\n \t<li style=\"font-weight: 400;\"><strong>Exporting.<\/strong> Exporting copies data from an Access table into either a text file or some other format that is readable by the destination application.<\/li>\r\n<\/ul>\r\n<div class=\"textbox tryit\">\r\n<h3>PRactice Question<\/h3>\r\nhttps:\/\/assess.lumenlearning.com\/practice\/66be8319-64d3-4551-8a06-1da45154b846\r\n\r\n<\/div>\r\n<h2>Importing External Data<\/h2>\r\nRemember that importing external data makes a copy of the data within Access and does not affect the data in the external source. After the import, no connection remains between the current database and the external source.\r\n\r\nOne of the keys to a viable business system is the ease in which it can work with other applications and data sources. In this regard, Access is unmatched.\r\n\r\nAccess provides two groups of data sources as seen in the example below: \u201cImport &amp; Link\u201d and \u201cExport.\u201d Within \u201cImport &amp; Link\u201d we have \u201cNew Data Source,\u201d \u201cSaved Imports,\u201d and \u201cLinked Table Manager.\u201d\r\n\r\n<img class=\"alignnone wp-image-3479 size-full\" src=\"https:\/\/s3-us-west-2.amazonaws.com\/courses-images\/wp-content\/uploads\/sites\/3008\/2019\/12\/07231447\/Figure14_2.png\" alt=\"Microsoft access toolbar with &quot;External Data&quot; selected and the following buttons available: New Data Source, Saved Imports, Linked Table Manager, Saved Exports, Excel, Text File, XML File, PDF or XPS, and Email.\" width=\"906\" height=\"200\" \/>\r\n\r\nSelecting \u201cNew Data Source\u201d opens a drop-down which exposes 4 options: \u201cFrom File,\u201d \u201cFrom Database,\u201d \u201cFrom Online Services,\u201d and \u201cFrom Other Sources,\u201d as seen below.\r\n\r\n<img class=\"alignnone wp-image-3480 size-full\" src=\"https:\/\/s3-us-west-2.amazonaws.com\/courses-images\/wp-content\/uploads\/sites\/3008\/2019\/12\/07231502\/Figure14_3.png\" alt=\"Microsoft access External Data toolbar with &quot;New Data Source&quot; selected and a dialogue box open with the following options: From File, From Database, From Online Services, and From Other Sources.\" width=\"847\" height=\"443\" \/>\r\n\r\nChoosing \u201cFrom File\u201d reveals \u201cExcel,\u201d \u201cHTML Document,\u201d \u201cXML File,\u201d and \u201cText File\u201d as data formats. \u201cFrom Database\u201d reveals 4 database formats \u201cAccess,\u201d \u201cFrom SQL Server,\u201d \u201cFrom Azure Database,\u201d \u201cdBase File.\u201d \u201cFrom Online Services\u201d represents \u201cSharePoint List\u201d and \u201cData Services\u201d and \u201cFrom Other Sources\u201d yields \u201cODBC Database\u201d and \u201cOutlook Folder.\u201d\r\n\r\n<img class=\"alignnone wp-image-3481 size-full\" src=\"https:\/\/s3-us-west-2.amazonaws.com\/courses-images\/wp-content\/uploads\/sites\/3008\/2019\/12\/07231521\/Figure14_4.png\" alt=\"Microsoft access External Data toolbar with &quot;New Data Source&quot; selected and &quot;From File&quot; selected from the resulting dialogue box. Another dialogue box from &quot;From File&quot; shows the following options: Excel, HTML Document, XML File, and Text File.\" width=\"924\" height=\"479\" \/>\r\n\r\nIt is obvious that Access has rich capabilities by virtue of its many options in which to process external data.\r\n<div class=\"textbox tryit\">\r\n<h3>Practice Question<\/h3>\r\nhttps:\/\/assess.lumenlearning.com\/practice\/8040a8c6-7ad6-420a-8105-5694f1b9e55f\r\n\r\n<\/div>\r\n<h2>Exporting Data<\/h2>\r\nExporting data from Access is a fairly straightforward operation. The \u201cExternal Data\u201d export group is shown below. As an example, to export the contents of the Supplier table in the current database as a .PDF file, select \u201cPDF or XPS.\u201d\r\n\r\n<img class=\"alignnone wp-image-3482 size-full\" src=\"https:\/\/s3-us-west-2.amazonaws.com\/courses-images\/wp-content\/uploads\/sites\/3008\/2019\/12\/07231548\/Figure14_5.png\" alt=\"Microsoft access toolbar with &quot;External Data&quot; selected and zoomed in on the following buttons: Saved Exports, Excel, Text File, XML File, PDF or XPS, and Email.\" width=\"589\" height=\"204\" \/>\r\n\r\nAccess then asks for a destination for the .PDF file.\r\n\r\n<img class=\"alignnone wp-image-3483 size-full\" src=\"https:\/\/s3-us-west-2.amazonaws.com\/courses-images\/wp-content\/uploads\/sites\/3008\/2019\/12\/07231601\/Figure14_6.png\" alt=\"The user selected &quot;PDF or XPS&quot; and is prompted by a window that lets the user select the destination for the PDF that is about to be generated.\" width=\"766\" height=\"597\" \/>\r\n\r\nSince most devices have an application that displays .PDF files, the exported data is populated in .PDF format as the example below.\r\n\r\n<img class=\"alignnone wp-image-3484 size-full\" src=\"https:\/\/s3-us-west-2.amazonaws.com\/courses-images\/wp-content\/uploads\/sites\/3008\/2019\/12\/07231619\/Figure14_7.png\" alt=\"Data exported as PDF shows the table of records for the Supplier list. The data is presented as a table.\" width=\"974\" height=\"362\" \/>\r\n<div class=\"textbox tryit\">\r\n<h3>Practice Question<\/h3>\r\nhttps:\/\/assess.lumenlearning.com\/practice\/00f71e50-5e3a-43c8-aa02-57b2b9ec103c\r\n<\/div>\r\n","rendered":"<div class=\"textbox learning-objectives\">\n<h3>Learning Outcomes<\/h3>\n<ul>\n<li>Differentiate among import and export options<\/li>\n<li>Import external data<\/li>\n<li>Export data<\/li>\n<\/ul>\n<\/div>\n<p>Access provides several options that support exchanging data with external sources.<\/p>\n<ul>\n<li style=\"font-weight: 400;\"><strong>Linking.<\/strong> Using this option entails creating a permanent connection to the external source. The data stays in the source location. The location cannot be moved without modifying the link or else Access will not be able to find it.<\/li>\n<li style=\"font-weight: 400;\"><strong>Importing.<\/strong> This method physically moves data from the outside source into the current Access database. The data is then converted to an Access data type, stored in an Access table, and remains in Access from that point on.<\/li>\n<li style=\"font-weight: 400;\"><strong>Exporting.<\/strong> Exporting copies data from an Access table into either a text file or some other format that is readable by the destination application.<\/li>\n<\/ul>\n<div class=\"textbox tryit\">\n<h3>PRactice Question<\/h3>\n<p>\t<iframe id=\"assessment_practice_66be8319-64d3-4551-8a06-1da45154b846\" class=\"resizable\" src=\"https:\/\/assess.lumenlearning.com\/practice\/66be8319-64d3-4551-8a06-1da45154b846?iframe_resize_id=assessment_practice_id_66be8319-64d3-4551-8a06-1da45154b846\" frameborder=\"0\" style=\"border:none;width:100%;height:100%;min-height:300px;\"><br \/>\n\t<\/iframe><\/p>\n<\/div>\n<h2>Importing External Data<\/h2>\n<p>Remember that importing external data makes a copy of the data within Access and does not affect the data in the external source. After the import, no connection remains between the current database and the external source.<\/p>\n<p>One of the keys to a viable business system is the ease in which it can work with other applications and data sources. In this regard, Access is unmatched.<\/p>\n<p>Access provides two groups of data sources as seen in the example below: \u201cImport &amp; Link\u201d and \u201cExport.\u201d Within \u201cImport &amp; Link\u201d we have \u201cNew Data Source,\u201d \u201cSaved Imports,\u201d and \u201cLinked Table Manager.\u201d<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone wp-image-3479 size-full\" src=\"https:\/\/s3-us-west-2.amazonaws.com\/courses-images\/wp-content\/uploads\/sites\/3008\/2019\/12\/07231447\/Figure14_2.png\" alt=\"Microsoft access toolbar with &quot;External Data&quot; selected and the following buttons available: New Data Source, Saved Imports, Linked Table Manager, Saved Exports, Excel, Text File, XML File, PDF or XPS, and Email.\" width=\"906\" height=\"200\" \/><\/p>\n<p>Selecting \u201cNew Data Source\u201d opens a drop-down which exposes 4 options: \u201cFrom File,\u201d \u201cFrom Database,\u201d \u201cFrom Online Services,\u201d and \u201cFrom Other Sources,\u201d as seen below.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone wp-image-3480 size-full\" src=\"https:\/\/s3-us-west-2.amazonaws.com\/courses-images\/wp-content\/uploads\/sites\/3008\/2019\/12\/07231502\/Figure14_3.png\" alt=\"Microsoft access External Data toolbar with &quot;New Data Source&quot; selected and a dialogue box open with the following options: From File, From Database, From Online Services, and From Other Sources.\" width=\"847\" height=\"443\" \/><\/p>\n<p>Choosing \u201cFrom File\u201d reveals \u201cExcel,\u201d \u201cHTML Document,\u201d \u201cXML File,\u201d and \u201cText File\u201d as data formats. \u201cFrom Database\u201d reveals 4 database formats \u201cAccess,\u201d \u201cFrom SQL Server,\u201d \u201cFrom Azure Database,\u201d \u201cdBase File.\u201d \u201cFrom Online Services\u201d represents \u201cSharePoint List\u201d and \u201cData Services\u201d and \u201cFrom Other Sources\u201d yields \u201cODBC Database\u201d and \u201cOutlook Folder.\u201d<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone wp-image-3481 size-full\" src=\"https:\/\/s3-us-west-2.amazonaws.com\/courses-images\/wp-content\/uploads\/sites\/3008\/2019\/12\/07231521\/Figure14_4.png\" alt=\"Microsoft access External Data toolbar with &quot;New Data Source&quot; selected and &quot;From File&quot; selected from the resulting dialogue box. Another dialogue box from &quot;From File&quot; shows the following options: Excel, HTML Document, XML File, and Text File.\" width=\"924\" height=\"479\" \/><\/p>\n<p>It is obvious that Access has rich capabilities by virtue of its many options in which to process external data.<\/p>\n<div class=\"textbox tryit\">\n<h3>Practice Question<\/h3>\n<p>\t<iframe id=\"assessment_practice_8040a8c6-7ad6-420a-8105-5694f1b9e55f\" class=\"resizable\" src=\"https:\/\/assess.lumenlearning.com\/practice\/8040a8c6-7ad6-420a-8105-5694f1b9e55f?iframe_resize_id=assessment_practice_id_8040a8c6-7ad6-420a-8105-5694f1b9e55f\" frameborder=\"0\" style=\"border:none;width:100%;height:100%;min-height:300px;\"><br \/>\n\t<\/iframe><\/p>\n<\/div>\n<h2>Exporting Data<\/h2>\n<p>Exporting data from Access is a fairly straightforward operation. The \u201cExternal Data\u201d export group is shown below. As an example, to export the contents of the Supplier table in the current database as a .PDF file, select \u201cPDF or XPS.\u201d<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone wp-image-3482 size-full\" src=\"https:\/\/s3-us-west-2.amazonaws.com\/courses-images\/wp-content\/uploads\/sites\/3008\/2019\/12\/07231548\/Figure14_5.png\" alt=\"Microsoft access toolbar with &quot;External Data&quot; selected and zoomed in on the following buttons: Saved Exports, Excel, Text File, XML File, PDF or XPS, and Email.\" width=\"589\" height=\"204\" \/><\/p>\n<p>Access then asks for a destination for the .PDF file.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone wp-image-3483 size-full\" src=\"https:\/\/s3-us-west-2.amazonaws.com\/courses-images\/wp-content\/uploads\/sites\/3008\/2019\/12\/07231601\/Figure14_6.png\" alt=\"The user selected &quot;PDF or XPS&quot; and is prompted by a window that lets the user select the destination for the PDF that is about to be generated.\" width=\"766\" height=\"597\" \/><\/p>\n<p>Since most devices have an application that displays .PDF files, the exported data is populated in .PDF format as the example below.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone wp-image-3484 size-full\" src=\"https:\/\/s3-us-west-2.amazonaws.com\/courses-images\/wp-content\/uploads\/sites\/3008\/2019\/12\/07231619\/Figure14_7.png\" alt=\"Data exported as PDF shows the table of records for the Supplier list. The data is presented as a table.\" width=\"974\" height=\"362\" \/><\/p>\n<div class=\"textbox tryit\">\n<h3>Practice Question<\/h3>\n<p>\t<iframe id=\"assessment_practice_00f71e50-5e3a-43c8-aa02-57b2b9ec103c\" class=\"resizable\" src=\"https:\/\/assess.lumenlearning.com\/practice\/00f71e50-5e3a-43c8-aa02-57b2b9ec103c?iframe_resize_id=assessment_practice_id_00f71e50-5e3a-43c8-aa02-57b2b9ec103c\" frameborder=\"0\" style=\"border:none;width:100%;height:100%;min-height:300px;\"><br \/>\n\t<\/iframe>\n<\/div>\n\n\t\t\t <section class=\"citations-section\" role=\"contentinfo\">\n\t\t\t <h3>Candela Citations<\/h3>\n\t\t\t\t\t <div>\n\t\t\t\t\t\t <div id=\"citation-list-3147\">\n\t\t\t\t\t\t\t <div class=\"licensing\"><div class=\"license-attribution-dropdown-subheading\">CC licensed content, Original<\/div><ul class=\"citation-list\"><li>Import and Export Options. <strong>Authored by<\/strong>: Robert Danielson. <strong>Provided by<\/strong>: Lumen Learning. <strong>License<\/strong>: <em><a target=\"_blank\" rel=\"license\" href=\"https:\/\/creativecommons.org\/licenses\/by\/4.0\/\">CC BY: Attribution<\/a><\/em><\/li><\/ul><\/div>\n\t\t\t\t\t\t <\/div>\n\t\t\t\t\t <\/div>\n\t\t\t <\/section>","protected":false},"author":17,"menu_order":4,"template":"","meta":{"_candela_citation":"[{\"type\":\"original\",\"description\":\"Import and Export Options\",\"author\":\"Robert Danielson\",\"organization\":\"Lumen Learning\",\"url\":\"\",\"project\":\"\",\"license\":\"cc-by\",\"license_terms\":\"\"}]","CANDELA_OUTCOMES_GUID":"560a22ab-5ffc-4080-97ed-2eff76298ad0, f763925c-7077-454f-9b33-fe4eee14996a, 9954a7b5-c4ff-4726-9c75-d6b719fe33c3","pb_show_title":"on","pb_short_title":"","pb_subtitle":"","pb_authors":[],"pb_section_license":""},"chapter-type":[],"contributor":[],"license":[],"class_list":["post-3147","chapter","type-chapter","status-publish","hentry"],"part":2775,"_links":{"self":[{"href":"https:\/\/courses.lumenlearning.com\/wm-computerapplicationsmgrs-2\/wp-json\/pressbooks\/v2\/chapters\/3147","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/courses.lumenlearning.com\/wm-computerapplicationsmgrs-2\/wp-json\/pressbooks\/v2\/chapters"}],"about":[{"href":"https:\/\/courses.lumenlearning.com\/wm-computerapplicationsmgrs-2\/wp-json\/wp\/v2\/types\/chapter"}],"author":[{"embeddable":true,"href":"https:\/\/courses.lumenlearning.com\/wm-computerapplicationsmgrs-2\/wp-json\/wp\/v2\/users\/17"}],"version-history":[{"count":10,"href":"https:\/\/courses.lumenlearning.com\/wm-computerapplicationsmgrs-2\/wp-json\/pressbooks\/v2\/chapters\/3147\/revisions"}],"predecessor-version":[{"id":5974,"href":"https:\/\/courses.lumenlearning.com\/wm-computerapplicationsmgrs-2\/wp-json\/pressbooks\/v2\/chapters\/3147\/revisions\/5974"}],"part":[{"href":"https:\/\/courses.lumenlearning.com\/wm-computerapplicationsmgrs-2\/wp-json\/pressbooks\/v2\/parts\/2775"}],"metadata":[{"href":"https:\/\/courses.lumenlearning.com\/wm-computerapplicationsmgrs-2\/wp-json\/pressbooks\/v2\/chapters\/3147\/metadata\/"}],"wp:attachment":[{"href":"https:\/\/courses.lumenlearning.com\/wm-computerapplicationsmgrs-2\/wp-json\/wp\/v2\/media?parent=3147"}],"wp:term":[{"taxonomy":"chapter-type","embeddable":true,"href":"https:\/\/courses.lumenlearning.com\/wm-computerapplicationsmgrs-2\/wp-json\/pressbooks\/v2\/chapter-type?post=3147"},{"taxonomy":"contributor","embeddable":true,"href":"https:\/\/courses.lumenlearning.com\/wm-computerapplicationsmgrs-2\/wp-json\/wp\/v2\/contributor?post=3147"},{"taxonomy":"license","embeddable":true,"href":"https:\/\/courses.lumenlearning.com\/wm-computerapplicationsmgrs-2\/wp-json\/wp\/v2\/license?post=3147"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}