Access Tutorials

Databases make our lives easier by keeping insane amounts of data readily accessible and in one central repository of information. But, another thing that you can do for example if you’re using Microsoft Access is export data to other applications, like Excel, automatically so that you can do other tasks. The chance to be able to transfer data with a couple of clicks saves time and effort. Could you imagine having to reenter all that information in another program manually -The thought is scary enough. In this tutorial, I will show you how easy and fast you can export data from Access to Excel.

1. First, make sure the Access database with the table containing the specific data that you want to export is open. Next, go to External Data>Export>Excel to select Excel as the file format where you want to export the data to.
2. Next, the “Export – Excel Spreadsheet” pop up window box will appear. In here, enter the destination file and its format. Also click on both “Export data with formatting and layout” and “Open the destination file after the export operation is complete,” and click OK.
3. Finally, you will see the newly exported data opened in an Excel spreadsheet.

That’s it! Now that was as easy as they come.

One of the great features of today’s software programs is that they can publish information online even database information. With Microsoft Acces 2007, you can take tables and publish them online to share information without having to retype the information in an HTML format. This function is convenient and easy to use in today’s high tech world. In this short tutorial, I will you the steps to publish an Access database table online.

1. Go to Office>Open and from the “All Tables” list, click the table that has the data you want to publish in the web. Then on the right hand side of the screen, click the specific data that you want show in the web page.
2. Go to External Data>Export>More and go down and click the “HTML” option. Next, the “Export – HTML Document” pop up window box will appear, and in here, first ensure you enter the “destination file and format” so that the web page is saved in the right place. Then, click on “Export Data with Formatting and Layout.” Then, click “Open the Destination File after the export operation is complete” if you’re exporting all the records from the table or select “Export only the selected records” if you’re posting specific records, and click OK.
3. Next, the “HTML Output Options” pop up window box appears and here you can click OK if you don’t have an HTML template or search for an HTML template and then click OK to move to the next step. If you don’t pick an HTML template, the table will show in the web page as it regularly looks in Access but within a browser.
4. Finally, the “Export HTML Document” pop up window box appears asking you if you want to save the settings that you have just created. In this case, don’t click on the box and click Close. You don’t really need to save the settings as the steps are easy and understanble and perhaps you have different criteria the next time you want to publish an Access table online.
5. Now, you can click your internet launcher to see your new access table web page, and then you can have a talk with your IT buddies to upload the new internet web page to the server so that it can go live online as soon as possible.

Great Job! You just learned how to publish an Access database online.

After creating our database Access acts as a central repository of data, you have a lot of power in how the data can be organized, formatted and even sorted. In this short tutorial, I will show you easy ways to format data from the table view and also how to use the find and sort functions.
 

Go to Start>Programs>Microsoft Access to open the program. Go to File>Open and find the database named “Customer Listing.” The database will open in the table view, which looks like an Excel spreadsheet.

In the first row, you will see all the field names, and going down each field column you will notice all the records specific to that column that you had entered previously when you created the database. You can go to Format>Font, and format the color, type and look of the table fonts. Now go to Format>Datasheet, and here you can customize the table’s border and line style. You can next go to File>Page Setup and format the look of the printed page.

Now that you have played with the formatting functions, we’ll see how the find and sort options can make your life even easier. First, make sure the table is still open and click on the “FirstName” field, then click on the “Sort Ascending” button located in the formatting menu, the button has an A on top and Z right below the A, and an arrow pointing downward. Once you select this button, the records under the field will be sorted in alphabetical order going from A through Z, and if you want the records in the opposite order, you can select the button for “Sort Descending.” These two function buttons sort text data in alphabetical order and number data in increasing or decreasing order.

Now you can point your cursor to another cell, and click the “Find” button (it looks like a pair of binoculars) and enter the name that you are trying to find.

 
Well done! Now you know how easy it is to format and sort data in Access.