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Microsoft Access 2010 : Copying to and from Other Office Programs

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3/12/2012 3:23:21 PM
Sometimes the quickest and easiest way to get information into or out of a database is to just copy it and paste it where you want it. This technique works particularly well for getting data out of an Access table and into Word or Excel. Information that you paste into a Word document becomes a Word table, complete with a heading row containing the field captions as column headings. Information that you paste into an Excel worksheet appears in the normal row-and-column format.

Getting data into an Access table by using this technique is a little more complicated. The data you are pasting must meet all the criteria for entering it by hand (input mask, validation rules, field size, and so on), and you must have the correct table cells selected when you use the Paste command. If Access encounters a problem when you attempt to paste a group of records, it displays an error message and pastes the problem records into a Paste Errors table. You can then troubleshoot the problem in that table, fix whatever is wrong, and try copying and pasting again.

Tip

To paste an entire table from one Access database to another, open both databases, copy the table from the source database to the Clipboard, and then paste it in the destination database. You can paste the table data and/or table structure as a new table or append the data to an existing table.

In this exercise, you’ll copy and paste records between an Access database table, an Excel worksheet, and a Word document.

Set Up

You need the GardenCompany10 database you worked with in the preceding exercise and the Shippers workbook located in the Example10 practice file folder to complete this exercise. Open the GardenCompany10 database, open the Customers table in Datasheet view, and then follow the steps.

  1. Point to the row selector of the first record in the table, and when the pointer changes to a right arrow, hold down the mouse button and drag through six records.

  2. On the Home tab, in the Clipboard group, click the Copy button.

    image with no caption

    Keyboard Shortcut

    Press Ctrl+C to copy a selection to the Clipboard.


  3. Start Excel.

  4. With cell A1 selected in the blank worksheet, on the Excel Home tab, in the Clipboard group, click the Paste button.

    image with no caption

    Keyboard Shortcut

    Press Ctrl+V to paste a cut or copied item from the Clipboard.

    Excel pastes the records into the worksheet.

    Keyboard Shortcut

    The Access field names have become Excel column headings.

  5. On the Windows Taskbar, click the Access button to switch back to Access.

    Now let’s copy and paste only a few fields of a few records.

  6. In the FirstName field, point to the left border of the value Ted, and when the pointer changes to a thick cross, hold down the mouse button, and drag down and to the right until the FirstName through Region fields are selected for six records.

  7. In the Clipboard group, click the Copy button.

  8. Switch back to Excel, click cell A9, and then in the Excel Clipboard group, click the Paste button.

    Excel pastes in the new selection, again with column headings. The copied data remains on the Office Clipboard

  9. Start Word. Then on the Home tab, in the Clipboard group, click the Paste button.

    Word pastes the selection as a nicely formatted table.

    Keyboard Shortcut

    The Customers title reflects the name of the table from which this data came.

  10. Exit Word and Excel, without saving your changes. Then close the Customers table.

    Now let’s copy the data from an Excel worksheet and paste it into a new table in the current database.

  11. Start Windows Explorer, navigate to your Exmaple10 practice file folder, and double-click the Shippers Excel workbook.

    Excel starts and opens the Shippers workbook.

  12. Select cells A1:H6, and on the Home tab, in the Clipboard group, click the Copy button.

  13. Switch back to Access, right-click in the Tables area of the Navigation pane, and click Paste.

    Access asks whether the first row of data contains column headings.

  14. Click Yes.

  15. When Access notifies you that the import process was successful, click OK.

    The new Shippers table is added to the Tables area of the Navigation pane.

  16. Double-click the Shippers table to open it, and verify that all records were successfully copied.

Clean Up

Exit Excel. Then close the Shippers table and the GardenCompany10 database.

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