Word to access database

The Problem:

The genius who flew this desk before me created our sales database in a Word table. It’s huge, it’s ugly, and it doesn’t exactly run like a gazelle. I’m not an Access expert, but I kinda suspect that using a database program might be a better choice than using a word processor. Unfortunately, that means it’s up to me to shunt the Word table into Access.

The Solution:

Unless the table is really ugly, you can probably transfer its contents to Access without too many hairs going gray. Follow these general steps:

Move Data from an Access Table to a Word Document

The Problem:

I need to use some data from an Access table in a Word document. I’ve tried selecting rows and then copying and pasting the data, but I don’t usually want full rows, and Word seems to give me different formatting each time I paste data from Access, anyway.

The Solution:

For more consistent results, export the entire table in a format that Word can read easily, open the resulting file in Word, and copy the parts you need to your document.

To export from Access, open the table, choose File » Export and select the appropriate format in the «Save as type» drop-down list: Rich Text Format if you want all the formatting in the Access table, or Microsoft Word Merge if you want only the text without any formatting. The former creates an actual table in the document, while the latter creates tab-delimited text that you can easily convert back into a table using Word’s Table » Convert » Text to Table command.

In Word, choose File » Open, select Rich Text Format or Text Files in the «Files of type» drop-down list, and then open the file you saved. Copy the appropriate parts of the table or text, and paste them into the Word document that needs them.

by updated Aug 01, 2016

Although Access is a database application that has strong interface objects, users are not familiar with this application. In this article TipsMake.com will guide you how to use Word application to collect user data and then transfer to & agrav

Although Access is a database application that has strong interface objects, users are not familiar with this application. In many cases, Access is not installed on any user system, or you may not want users to access your database. In this article TipsMake.com will guide you how to use Word application to collect user data and then transfer all of this data to a table on Access. This method requires an Access, Word database application and Visual Basic for Applications (VBA) codes. (The instructions below are implemented in Word 2003 and 2007 but this method will also be compatible with Win 2000, XP and 2002 versions). Note on the database
For simplicity, imagine that Word will transfer data to somewhere and a similar database will be transferred to Access. When applying this method at work, you need to know the following details before creating the word file:

Path and name of the database.

Table name on Access.

Name the fields on the table and the data type.

The example is executed on the form (form) of Word (Figure A), you update two fields in the Shippers table: CompanyName and Phone . Both of these fields are in text form. The example path is:

C: Program FilesMicrosoft Office11Office11SamplesNorthwind.mdb

You may need to update the path to adjust the system.

Figure A: Word application makes it easy to enter data to gather data for Access.

Collection of data from the Word form Word form is a document that contains empty cells called fields so that you can enter data. The field is a predefined cell that stores and accepts input data. In the Word form example as shown in Figure A, we have two input fields. Using this application, users can update the Shippers table and then similar databases will be transferred to Access without having to run Access or even you don’t need to understand the database. The Shippers table has 3 fields, but one of them is automatic numbering ( AutoNumber ). When the application passes a new record, Access will sort the values. That’s why only two fields are displayed: txtCompanyName and txtPhone . To create an example on a Word form, insert two text fields (characters) into the Word document as follows: 1. From the View menu, select Toolbars and then select Forms . 2. Insert two Text Form Field controls and how to line between them. 3. Double-click a field to display the Field Options dialog box. 4. Using theBookmark property to define the first field is txtCompanyName , Figure B. 5. Repeat step 4 and define the second control as txtPhone .
6. Save the file.

Figure B: Define two text controls

In Word 2007, you need to add the Developer tag as follows: 1. Click the Office button and then click Word Options (in the lower right corner). 2. Click Popular . 3. Select the Show Developer tab in the Ribbon option and click OK . Note that the field names on Word must be the same as the field names on Access, which will be CompanyName and Phone . The only difference is the txt prefix. There is no need to name the fields in Word that way, but this naming will make it easy to match between fields in Word and on Access. ( txt to determine this is a text entry field). Once the document is completed, you need the VBA function to convert the imported values ​​into an Access database. Follow these steps to add a function: 1. Open the Visual Basic Editor (VBE) by pressing Alt + F11 . 2. Select Module from the Insert menu. 3. Enter the function in Code A. Be sure to update the path correctly if your path is different from the example. 4. From the Tools menu, select References and check Microsoft ActiveX Data Objects 2.x Library (ADO) as shown in Figure C. (It will not select this library item yourself, you must select it). Word Object and VBA library will be referenced.
5. Click OK to return to the module.

A code

Sub TransferShipper () ‘Transfer new record company ‘Shippers table in Northwind database. Dim cnn As ADODB.Connection Dim strConnection As String Dim strSQL As String Dim strPath As String Dim doc As Word.Document Dim strCompanyName As String Dim strPhone As String Dim bytContinue As Byte Dim lngSuccess As Long Set doc = ThisDocument On Error GoTo ErrHandler strCompanyName = Chr (39) & doc.FormFields (“txtCompanyName”). Result & Chr (39) strPhone = Chr (39) & doc.FormFields (“txtPhone”). Result & Chr (39) ‘Confirm new record. bytContinue = MsgBox (“Do you want to insert this record?”, vbYesNo, “Add Record”) Debug.Print bytContinue ‘Process values ​​values. If bytContinue = vbYes Then strSQL = “INSERT INTO Shippers” _ & “(CompanyName, Phone)” _ & “VALUES (” _ & strCompanyName & “,” _ & strPhone & “)” Debug.Print strSQL ‘Substitute path and connection string with DSN if available. strPath = “C: Program FilesMicrosoft Office11Office11SamplesNorthwind.mdb” strConnection = “Provider = Microsoft.Jet.OLEDB.4.0;” _ & “Data Source =” & strPath Debug.Print strConnection Set cnn = New ADODB.Connection cnn.Open strConnection cnn.Execute strSQL, lngSuccess cnn.Close MsgBox “You inserted” & lngSuccess & “record”, _ vbOKOnly, “Error Added” doc.FormFields (“txtCompanyName”). TextInput.Clear doc.FormFields (“txtPhone”). TextInput.Clear End If Set doc = Nothing Set cnn = Nothing Sub Exit ErrHandler: MsgBox Err.Number & “:” & Err.Description, _ vbOKOnly, “Error” On Error GoTo 0 On Error Resume Next cnn.Close Set doc = Nothing Set cnn = Nothing
End Sub

Figure C: ADO library reference

Go back to the Word application and double click at txtPhone . In the Options dialog box, select TransferShipper from the Exit drop-down list, Figure D. Do so until the last field has been assigned the code to transfer input data to Access.
This is the easiest way to execute code. You can choose to use other methods such as adding random controls on the toolbar. After you specify TransferShipper in the Exit property. Finally, close the dialog box.

Figure D: Execute the function from the Exit control of the last control

You will now protect the form created on Word. Click Protect Form on the Forms toolbar. Save the entire sample sheet and close it. Use the form
Open the Word form file and enter a value in both fields, Figure E. Phone field on the Shippers table will accept phone value for almost all formats. When applying this method, make sure you provide special formatting attributes.

Figure E: Enter a new record

After entering the phone number, press Tab to end that field, the TransferShipper () child function will work (known as a macro). After the number declaration statements, the code will concatenate some Chr () functions to enter the value to add special characters. In this case, the Chr (39) function returns the value ( ‘ ). Date requires characters ( # ). Numeric values ​​do not require special characters.
The simple message you see in Figure F allows you to reconfirm the data transfer process (Figure E). This is also a sign to check the correct input values ​​of the user. For example, you might want to check an empty field or an inappropriate data type.

Figure F: Confirm the new record

When you click Yes , the code will build an SQL INSERT INTO statement that includes Access fields and values ​​entered into the sample table:

INSERT INTO accesstable (acessfld1, acessfld2, .)
VALUES (wordinputfld1, wordinputfld2, .)

You do not need to enter values ​​for every field in the Access table, but you need to enter the required fields. Pay attention to the matching order of data entry fields in Access and Word. If you omit a reference to the Access field, you must also omit an input value in Word, the AutoNumber field does not have to be entered.
Next, the code will identify the path and open the connection. Note that you can include a password if you have set a password for an Access file, using the following syntax:

cnn. Open connectionstring, userid, password, options

If a Data Source Name (DSN) exists for the database, refer to it as follows:

cnn.Open = “DSN = datasourcename”

A DSN is easier to work with than a complex chain of connections. Finally, the Execute method will put the data into the Shippers table. The database can be opened but you will want to count many users and block capabilities. Figure G shows a message confirming the data transfer process is completed. If you skip this step, an error will occur. If the INSERT INTO statement is broken, you will need to fix this problem in several ways.
For example, you can delete fields and add new values. A better solution is to identify errors to avoid them in time. Remember that the input data must match all of the field properties in Access. The two most common incidents are:

Incompatible data types – This means you cannot enter text in the numeric field and vice versa.

Ignore the required values ​​on the Access table – If the Access field’s requested property is set to Yes , then you cannot enter the null value. If you leave txtCompanyName blank, the code will error because Access needs to have a value in that field.

Figure G: Sample table showing the code that inserted the new record

After the conversion is successful, the code will clean up the fields in Word. Very basic error management. Check this technique thoroughly and consider all possible errors. In case, don’t trust it to work as expected, you can open the Shippers panel on Access. Figure H shows the newly added record. (Don’t worry about AutoNumber values; they’re not important.)

Figure H: Values ​​have been added to the table

Successful conversion
Knowing the data is the key to converting each new record without a serious problem. The example code contains the necessary skills to get you started. You need to improve the technology to adjust data and some other requirements.

How do I convert Word to SQL?

Importing a Word Table into SQL Server

1. In Word, select a table by clicking the Table Select icon in the table’s top left corner, then press Ctrl+C to copy the table.
2. To convert the table into an Excel row, in Excel, paste the table into a workbook by clicking the top left cell (A1), then pressing Ctrl+V.

How do I convert a Word document to a database?

Using Word Only

1. Select the Word table and go to Table/Convert Table to Text.
2. Use the Separate the Text using Tabs option.
3. Go to File/Save As and change the Save as Type to “Text only”.
4. Open your Access database (create a new one if needed)
5. Right-click an empty area of the Tables Object list and select Import.

How do I convert a file to SQL?

First up, SQLizer.

1. Step 1: Choose the CSV file you want to convert to SQL. ​
2. Step 2: Select CSV as your file type. ​
3. Step 3: Select whether the first row contains data or column names. ​
4. Step 4: Type in a name for your database table. ​
5. Step 5: Convert your file! ​

Can I import a Word document into Access?

Click File | Get External Data | Import. (In Access 2007, click the External Data tab and then click the Text File button in the Import Group.) Click in the File Name box and enter the full path name of the text file your want to import (Figure B).

How do I link a Word document to an Access database?

Use a table or query as the data source. Open the source database, and in the Navigation Pane, select the table or query that you want use as the mail merge data source. On the External Data tab, in the Export group, click Word Merge. The Microsoft Word Mail Merge Wizard starts.

How do I insert a CSV file into SQL?

Import CSV file into SQL server using SQL server management Studio

1. Step 1: Select database, right-click on it -> “Tasks”->Select “Import flat file”
2. Step 2: Browse file and give table name.
3. Step 3: Preview data before saving it.
4. Step 4: Check Data-type and map it properly, to successfully import csv.

How do I convert Excel data to query?

Right click the database you want to import the data into. Check your column settings and make sure all your data types are correct. You can import to an existing table or create a new one and configure the mappings. Run the process and check for any errors.

How to insert word document files into SQL Server database?

Here I have created a Database called dbFiles and it has a table called tblFiles. It has 4 Fields. The complete description is available in the Figure below As you can see above for the id field I have set Identity Specification true, so that it automatically increments itself. Below is the connection string to the database.

How can I load files into SQL Server?

SQL Server has no knowledge of the files. Since a FileTable appears as a folder in the Windows file system, you can easily load files into a new FileTable by using any of the available methods for moving or copying files. These methods include Windows Explorer, command-line options including xcopy and robocopy, and custom scripts or applications.

How can I import Excel files into SQL?

Import data saved as text files by stepping through the pages of the Azure Data Factory Copy Wizard. As described previously in the Prerequisite section, you have to export your Excel data as text before you can use Azure Data Factory to import it. Data Factory can’t read Excel files directly.

How do you put data into a table in SQL?

table_name is the name of the table that you want to put the data into. (This is not intuitive if you just look at the syntax.) FROM is another SQL keyword. Then you have to specify the filename and the location of the file that you want to copy the data from between apostrophes.

How do I convert a DOCX file without losing format?

Select the folder where you want to save your document. The dialog box will open > Select “Save as” > In the “Save as type” menu > Select the option “Word document (. docx)” > Click on the “Save as” button and a copy of your file will be saved in Docx format. I hope the information is useful.

How do I extract a DOCX file?

To extract the contents of the file, right-click on the file and select “Extract All” from the popup menu. On the “Select a Destination and Extract Files” dialog box, the path where the content of the . zip file will be extracted displays in the “Files will be extracted to this folder” edit box.

How do I convert a DOCX file to a DOC file?

How to convert a DOC to a DOCX file?

1. Choose the DOC file that you want to convert.
2. Select DOCX as the the format you want to convert your DOC file to.
3. Click “Convert” to convert your DOC file.

How do I save a docx as a doc?

How to Convert a DOCX to a DOC

1. Open Microsoft Word 2007 or 2010 and click the “File” tab. Browse to and open the file to convert from DOCX to DOC.
2. Click the “File” tab and select “Save As.”
3. Pull down the “Save as Type” menu and choose the “Word 97-2003 Document” option.

How do I save all attachments from a Word document?

Click the information icon next to an attachment to navigate to its information page. From the Actions menu, select Download file attachment. To download one or more files at once, select the checkboxes next to the files and click the download icon on the table toolbar.

How to extract data from a DOC / DOCX file?

The docx is a zip file containing an XML of the document. You can open the zip, read the document and parse data using ElementTree. The advantage of this technique is that you don’t need any extra python libraries installed.

How to get data from.docx file like one big string?

The .docx format as the other Microsoft Office files that end with “x” is simply a ZIP package that you can open/modify/compress. So use an Office Open XML library like this. Enjoy. Make sure you are using .Net Framework 4.5.

How to extract data from MS Word documents using Python?

This blog will go into detail on extracting information from Word Documents locally. Since many companies and roles are inseparable from the Microsoft Office Suite, this is a useful blog for anyone faced with data transferred through .doc or .docx formats. As a prerequisite, you will need Python installed on your computer.

Are there other ways to extract information from Word documents?

There are other methods of extracting text and information from word documents, such as the docx2txt and the docx libraries featured in the answers to the following Python Forum post. This is a sister-blog to my entry about Thomas Edison State University’s (TESU) open source materials accessibility initiative. Medium post / Github repository