Database Reference
In-Depth Information
Importing from other database programs
Importing information from databases created in programs other than Access is usually an
all-or-nothing situation, and quite often, what you get isn't in the exact format you need.
For example, you might find that transaction records include redundant information, such
as the name of the product or purchaser, in every record. A database containing informa-
tion about people might include the full name and address in one field, when you would
prefer to have separate fields for the first name, last name, street address, and so on. You
can choose to import information as it is and manipulate it in Access, or you can move
it into a program such as Excel or Word and manipulate it there before importing it into
Access.
TIP
The only way to import the data from some older database programs is to export the
data from that program to a fixed-width text file and then import that file into Access.
Importing from Outlook folders
You can import address topics and other folders from Outlook into an Access database. This
can be particularly useful if you want to import contact information.
Importing from SharePoint lists
If your organization uses a Microsoft SharePoint site, you can import content from
SharePoint lists into Access in two ways:
▪
Importing
Creates a copy of the list in the Access database. During the import
operation, you select the lists you want to copy, and for each selected list, you
specify whether you want to import the entire list or only a specific view. The im-
port operation creates a table in Access and then copies the source list (or view)
into that table as fields and records. Changes made to the imported data in either
Access or SharePoint are not replicated.
▪
Linking
Creates a table in Access containing data that is linked to the source data.
This process is more efficient than importing if you want to work with data from a
SharePoint list in Access but keep the information in both locations current. Linked
tables are indicated in the Access Navigation pane by a blue arrow pointing to a yel-
low table. Information you update in Access is reflected in the SharePoint list when
you refresh the view, and vice versa.
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