Are you wanting to import data and tables into your Access database? See Import or link to data in another Access database for specific information and considerations about importing data and tables. Copy the design and layout of a form, a report or other object from a different Access database into your current database as a quick way to create a new form, report or other object. Copy the latest version of a form, report, or other object from a different Access database into your current database at regular intervals.
To do this, you can create an import specification the first time you import the object, and then use the specification to repeat the operation later. Note that importing an object from a different Access database into the current database differs very little from opening a second database and then exporting the object from the first. The two main differences between importing and exporting objects between Access databases are:.
You can import multiple objects in a single operation, but you cannot export multiple objects in a single operation. If you want to export multiple objects to another database, it is easier to open the destination database and then perform an import operation from within that database.
In addition to database objects, you can import relationships between tables, plus any import and export specifications, and menu bars and toolbars. You can also import a query as a table. Exporting does not offer you these options. Open the database that you want to import objects into, if it is not already open. The location of the import wizard differs slightly depending upon your version of Access. Choose the steps that match your Access version:. In the File name text box on the Get External Data - Access Database dialog box, type the name of the source database or click Browse to display the File Open dialog box.
Browse to the source database, select it, and then click Open. Select Import tables, queries, forms, reports, macros, and modules into the current database and click OK to open the Import Objects dialog box. In the Import Objects dialog box, click each tab and select the objects you want. To cancel a selected object, click the object again.
To select all objects for import on the current tab, click Select All. Click Deselect All to cancel selecting all objects on the current tab. Click Options to specify additional settings. The following table describes how each option impacts the results of the operation.
Select to import any custom menus and toolbars that exist in the source database. The menus and toolbars are displayed on a tab named Add-Ins. Select to import the selected queries as queries.
If you have data in a spreadsheet, a SharePoint list, or some other format, you can import it into an Access database with just a few steps, making it much more, easily available in Access. The Save As command is generally used to save a document in another format, so that you can open it in another program.
To save Access as a spreadsheet file, you will need to use the import feature on the External Data tab. To understand what kind of data you can import in the Access data, let us open your database and go to the External Data tab.
Following are the most commonly used data import formats. Let us look at a simple example of data importing from an Excel file. Here is the data in Access file. To import the data in Access, we first need to open the Access database and then go to the External Data tab as in the following screenshot. Browse the Excel file from which you want to import data and the then we have different options to store data.
Let us select the first option and click Ok. In the Preview, you can now see that the first row contains the column headings. Let us now check the check box and click Next. Once you are done with the FirstName field, just click on the MiddleInitial field.
For information on adding an attachment field, see Add an attachment field to a table earlier in this article. Because form and report design can be complex processes, the steps in these sections assume that you already have a database with at least one table and one form or report. For information on creating tables, forms, or reports, see the following articles:. Create tables in a database. Create a form by using the Form tool.
Create a simple report. In the Navigation Pane, right-click the form or report that you want to change and click Design View on the shortcut menu. The Field List pane appears and lists the fields in the table that provide the data for the form or report. The list denotes an attachment field by making it expandable that is, you can click the plus or minus sign next to the field. The following figure shows a typical attachment field in the Field List pane. Drag the entire attachment field from the list to your form — the parent and child items — and drop it in the location that you want on your form.
Access places an attachment control on your form and binds the control to the table field for you. As needed, right-click the control and click Properties to display the property sheet for the control. Set or change the control properties to match the rest of your form or report. Save your changes, and then right-click the document tab and click either Form View or Report View to open the form or report for viewing. If the underlying field contains image files, the control renders those files.
If the field contains another type of file, such as a Word document or PowerPoint presentation, the control displays the appropriate icon for that file type. After you add an attachment control to a form, you can add, edit, remove, and save attached files directly from that form.
When a record contains multiple attachments, you can also scroll through the attached files, which you cannot do when working with a table.
Note: The person who designed the form may have made the form read-only. If that is the case, you can use the Attachments dialog box only to save attached files to your hard disk drive or a location on your network.
Open the form that displays your attachments, and locate the record to which you want to attach a file. The Mini toolbar appears:. Note: If you added the attachment control to the datasheet section of a split form, the Mini toolbar does not appear.
For more information about split forms, see the article Create a split form. Click the View Attachments button the paperclip icon to open the Attachments dialog box. Use the Look in list to navigate to the file that you want to attach, and then click Open. Note: The steps in this section apply to forms and reports.
Click the Back left or Forward right arrows to scroll through the attached files. If you want to know the names of the files, click the View Attachments button to open the Attachments dialog box. The names of attached files appear in the Attachments list.
The steps in this section apply to tables, forms, and reports. You can save either one or all of the files that are attached to a given record to locations on your hard disk drive or network. Remember that when you choose to save all files, you cannot choose to save some of the files — you must save them all. To selectively save files, you need to do so one at a time. Open the table, form, or report that contains your attachments, and then open the Attachments dialog box.
Open the Attachments dialog box from a table. Open the table in Datasheet view, and then double-click the attachment field that contains the attachment you want to save. Open the Attachments dialog box from a form or report.
Use the Save in list to navigate to the new location for your file, and then click Save. Use the Look in list to navigate to the new location for your files, and then click Save.
Double-click the attachment field in your table to open the Attachments dialog box. In your form in either Layout view or Form view , navigate to the record that contains the attachment you want to remove, and click the View Attachment button on the Mini toolbar to open the dialog box. In the Attachments dialog box, select the file that you want to delete and click Remove. The following section explains how to use your keyboard to place focus in the Navigation Pane and open the table, form, or report that contains attached files.
The steps also explain how to browse attached files and open the Attachments dialog box. Note: If the Navigation Pane is closed, pressing F11 opens it and places the focus in the pane. If the pane is open, pressing F11 closes it. You must press F11 again to open the pane and shift focus to it. If you open a table, Access places the cursor in the first field in the table.
If you open a form or report, Access places the focus in the first field. Press the TAB key to move among the buttons in the dialog box and to move from the buttons to the list of attached files under Attachments. Note: Records may contain more than one attachment. If you need to select an attachment from a list of two or more files, press the TAB key to move to the file list, and then use the arrow keys to select the file that you want.
Next, press the TAB key to return to the buttons and select the action that you want. These steps apply only if you have a Microsoft Natural Keyboard and when a record contains more than one attachment.
As needed, press the TAB key to move the focus to the attachment control. By default, Access highlights the control and the label associated with the control, if the label exists. Press the TAB key to move among the buttons in the dialog box and to move from the buttons to the list of attached files under Attachments Double-click to edit.
Records may contain more than one attachment. The following sections provide reference information about attachments, including the image and document file formats that attachments support, file-naming conventions, and some information about attaching files to records programmatically. Access supports the following graphic file formats natively, meaning the attachment control renders them without the need for additional software.
As a rule, you can attach any file that was created with one of the Microsoft Office programs. You can also attach log files. In addition, file names must conform to these guidelines:. Names cannot contain the following characters: question marks?
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