Database Reference
In-Depth Information
Linking to information
If your information is still being actively maintained in another program and you want
to bring it into Access to analyze it, create reports, or export it to another format, you
should consider linking your Access database to the existing information in its original
program rather than importing the information. Although working with data that is
stored in your own database is faster, safer, and more flexible, sometimes linking is
preferable, especially if it is important that the data in Access is always up to date.
The most common reason for linking to data in another Access database or a differ-
ent program is because you don't own the data. Perhaps another department in your
organization maintains the data in a SQL database, and that department is willing to
give you permission to read the tables and queries but not to change them. Other
reasons are security and ease of data distribution.
You can usually link to information in any application from which you can import in-
formation. The only difference in the process is that you select the Link To The Data
Source By Creating A Linked Table option on the Select The Source And Destination
Of The Data page of the Get External Data wizard. Access indicates a linked table by
an arrow to the left of the table icon.
TIP
If you link to a file stored on your network, be sure to use a universal naming con-
vention (UNC) path, rather than a mapped network drive, because a UNC path is less
likely to change.
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Exporting information
You can export Access database objects in all the file formats from which you can import
data. You can also export information in Portable Document Format (PDF) and XML Paper
Specification (XPS) format.
