Linking word and access

Presentation on theme: «Integrating Word, Excel, and Access»— Presentation transcript:

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Integrating Word, Excel, and Access

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Objectives Integrate data among Word, Excel, and Access
Import an Excel worksheet into Access Copy a Word table to Access Link an Access table to Excel and Word Link an Access table to Word Microsoft Office 2013-Illustrated Introductory, Windows 7 Edition 2

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Integrate Data Among Word, Excel, and Access
Integrating data from three programs Enter data into an Access database Make calculations using data in Excel Create Word report that includes Excel data and Access table Importing data from Excel spreadsheet into Access Copy a table from Word into a table in Access Microsoft Office 2013-Illustrated Introductory, Windows 7 Edition 3

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Integrate Data Among Word, Excel, and Access
Importing Excel worksheet into Access Enter data directly into Access database table Import data from other sources Use Get External Data command Copying Word table into Access Copy and paste into new or existing table in Access Linking Access table to Excel and Word Keeps data current in all three applications Use Copy and Paste Special commands You cannot change structure of linked Access table in Excel Linking Access table to Word You can reformat the linked table in Word Microsoft Office 2013-Illustrated Introductory, Windows 7 Edition 4

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Integrate Data Among Word, Excel, and Access
Excel data imported to an Access table Microsoft Office 2013-Illustrated Introductory, Windows 7 Edition 5

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Integrate Data Among Word, Excel, and Access
Word report with links to Excel and Access Microsoft Office 2013-Illustrated Introductory, Windows 7 Edition 6

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Import an Excel Worksheet into Access
Ways to import Excel data to Access Import Excel data into new Access table Append Excel data to an existing table Options in the Get External Data dialog box Microsoft Office 2013-Illustrated Introductory, Windows 7 Edition 7

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Import an Excel Worksheet into Access
Changing a field name in an imported table Excel table imported to Access Microsoft Office 2013-Illustrated Introductory, Windows 7 Edition 8

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Copy a Word Table to Access
Copy table in Word, Paste in Access Source Word table and destination Access table not linked Two methods for adding Word table Paste table into new, blank Access table Paste table into existing Access table Rule for pasting into existing table in Access Word and Access tables must have same number of records Microsoft Office 2013-Illustrated Introductory, Windows 7 Edition 9

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Copy a Word Table to Access
Selecting the location for copied data Table containing data copied from Word Microsoft Office 2013-Illustrated Introductory, Windows 7 Edition 10

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Copy a Word Table to Access
Renaming the ID field Microsoft Office 2013-Illustrated Introductory, Windows 7 Edition 11

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Link an Access Table to Excel and Word
Benefits of linking three programs Reduce amount of data entry Use Copy and Paste Special commands Link Access object and Excel destination file Copy Excel data to Word file Changing data in source Access database Linked data in Excel and Word will update itself Microsoft Office 2013-Illustrated Introductory, Windows 7 Edition 12

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Link an Access Table to Excel and Word
Copied data formatted in Excel Microsoft Office 2013-Illustrated Introductory, Windows 7 Edition 13

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Link an Access Table to Excel and Word
Excel data pasted in Word Microsoft Office 2013-Illustrated Introductory, Windows 7 Edition 14

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Link an Access Table to Excel and Word
Paste options Microsoft Office 2013-Illustrated Introductory, Windows 7 Edition 15

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Link an Access Table to Word
Paste Access tables directly into Word if Excel is not needed Use Copy and Paste Special tools Data will link between Access and Word Access table can be formatted in Word Opening linked files and enabling content Open linked files in order of creation Broken links occur when linked files are moved to different locations Microsoft Office 2013-Illustrated Introductory, Windows 7 Edition 16

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Link an Access Table to Word
Completed Word report Microsoft Office 2013-Illustrated Introductory, Windows 7 Edition 17

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Link an Access Table to Word
Unit B integration tasks Microsoft Office 2013-Illustrated Introductory, Windows 7 Edition 18

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Summary Integrating data among Word, Excel, and Access
Importing an Excel worksheet into Access Copying a Word table to Access Linking an Access table to Excel and Word Linking an Access table to Word Microsoft Office 2013-Illustrated Introductory, Windows 7 Edition 19

Linking Word Document and Access Data Entry Form Linking Word Document and Access Data Entry Form (OP) 14 May 03 14:36 Hi all — here’s what I need to do, but I’m not sure how to go about it. I have a main data entry form where users enter bibliographic information.  I have a word document, already created, that’s in bibliography format.   Is there a way to link the two so that when users enter new data into the form, the data updates the word document in the bibliography format?  I want to be able to print the word document in the bibliographic format with the new data from the form, as it gets updated from time to time. Thanks — all input appreciated! Red Flag Submitted Thank you for helping keep Tek-Tips Forums free from inappropriate posts. The Tek-Tips staff will check this out and take appropriate action.

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The example provided in that article is good but is specific to one
table. What you want to be able to do is create a solution for any
form. I am in the process of doing so however I ran into a snag.
That is being able to append a text control that contains carriage
returns for new lines. Word displays a little box and does not
provide a new line. Here is my current code undocumented. Hope it
helps:

Two procedures included:

This first one gets the bookmark name from a table which contains the
field name and word bookmark. Then the second pages thru the
recordset and sets the field equal to the data in the table.

Public Function GetBookMark(FieldName As String) As String
‘GetBookMark(«Detailed_Disposition_W51»)
‘purpose: to get word bookmark for pasting data to word doc

Dim dbs As Database
Dim strSQL As String
Dim rst As DAO.Recordset

strSQL = «SELECT BookMarks.FieldName, BookMarks.BookMark FROM
BookMarks WHERE (((BookMarks.FieldName)='» & FieldName & «‘));»
‘strSQL = «SELECT BookMarks.* FROM BookMarks;»
‘CreateAndRunActionQuery (strSQL)

Set dbs = CurrentDb ‘Point to current database
Set rst = dbs.OpenRecordset(strSQL) ‘open recordset

If Not rst.EOF Then
GetBookMark = rst![Bookmark] ‘Return record set
End If
Chr (13)

End Function
Public Function writeword1()

Dim strSQL As String
Dim dbs As DAO.Database
Dim rst As DAO.Recordset
Dim fld As DAO.Field
Dim FieldName As String
Dim FieldValue As String
Dim BookMarkName As String
Dim objWord As Word.Application

Set objWord = CreateObject(«Word.Application»)
objWord.Visible = True ‘Show Word.
objWord.Documents.Open («C:Documents and
SettingsJulieDesktopRCI_Template2.doc») ‘Open the document.

strSQL = «SELECT tbl_RCI1.* FROM tbl_RCI1;»
Set dbs = CurrentDb ‘Point to xcurrent database
Set rst = dbs.OpenRecordset(strSQL) ‘open recordset

For Each fld In rst.Fields
FieldName = fld.Name
If FieldName <> «ID» Then
If Not IsNull(fld.Value) Then
FieldValue = fld.Value
BookMarkName = GetBookMark(FieldName)
objWord.ActiveDocument.Bookmarks(BookMarkName).Select ‘Move to
each bookmark and insert text.
‘ objWord.ActiveDocument.FormFields.Shaded = Not
ActiveDocument.FormFields.Shaded
If BookMarkName Like «*check*» Then
If FieldValue = «true» Then
objWord.ActiveDocument.FormFields(BookMarkName).CheckBox.Default
= True
Else
objWord.ActiveDocument.FormFields(BookMarkName).CheckBox.Default
= False
End If
Else
objWord.ActiveDocument.FormFields(BookMarkName).Result =
FieldValue
‘if you find new line char then grab first part of text and
line character then
‘ set form field
End If
End If
End If
‘Call Write2Word(BookMarkName, FieldValue)
Next fld

‘Close the document without saving changes.
‘ objWord.ActiveDocument.FormFields.Shaded = Not
ActiveDocument.FormFields.Shaded
objWord.ActiveDocument.SaveAs FileName:=»C:Documents and
SettingsmjDesktopDoc1.doc»
‘Quit Microsoft Word and release the object variable.
‘ objWord.Quit

Set rst = Nothing
Set fld = Nothing

‘rst.Close
Set db = Nothing
Set objWord = Nothing

End Function