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In Access 2010 Power Shortcuts, Access expert Alicia Katz Pollock shares hundreds of tips and shortcuts to vastly increase efficiency and get the full power out of Access 2010. The course includes tips for working with the Ribbon and Quick Access toolbar, managing files, customizing and automating Access, rapid data entry and editing, working with tables, queries, forms, and reports, managing your database, and much more. Exercise files accompany the course.
If you use your Access database with contacts who are in your Outlook, you can create a Link Table that will pull in your contacts. If you make any changes in Access, you can have them reflect in your Outlook as well. To do this, I will go to my External Data ribbon and in the Import & Link group, I will choose More and near the bottom there is Outlook Folder. I have two choices, if this is going to be a one time import, I will choose the first option, or if I would like to create a live link between the two, I will chose the third option. That's what I am going to do right now and I will click OK.
Now it asks me, where I want to get the data, and I will click the plus sign to the left of Outlook Address Book and then Contacts, then I will click Next. Now, it wants me to name my table. And just for clarity, I am going to tell it Outlook Contacts. I am going to leave that check mark alone and click Finish. It gives me a message telling me that it's succeeded so I will click OK. And now when I look in the navigation pane, I have a new table for Outlook Contacts. When I double-click to open it, there is everything that Outlook tracks.
Now I am always going to use this list in alphabetical order by last name so I am going to change the sort order on the last column and Sort it from A to Z. and then I will immediately save that change. Now let's test the Live Link. Let's say I find out that Stacie Charles actually spells her name without an e, I will make the change and then click off of it. Now when I go to Outlook, I can see that the change occurred immediately. This works in the reverse as well. If I double-click on Stacie's contact, and I change it back to Stacie, and Save and Close.
Now when I go back to Access, I don't see the change immediately, I do have to close the table, I will right-click on the Tab and close it and then when I open it again, the change will be made. Now here is a little bit of troubleshooting for you. Sometimes, when I change a record and I click off of it, I might get a deleted, deleted, deleted message. Don't worry if that happens, that's just because when you've changed the name here, you have broken the link between the two. As soon as I close the table, and open it up again, the change will be refreshed.
Creating a linked Outlook contact table allows you to use all the power and abilities of Access while working with your Outlook data.
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