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Working with external data

From: Access 2010 New Features

Video: Working with external data

In Access 2010, the External Data Ribbon has been rearranged and many of the Import and Export tools have been improved. In importing, you now have a Linked Table Manager and ODBC Database has been moved up to this level. In both importing and exporting, the SharePoint List button has been moved down here under More. While most of the buttons are the same, Microsoft Office 2010 has so many new collaboration features that Access does a better job of importing and exporting than ever before. For example, enhanced integration with Outlook saves time and effort in entering information into your database.

Working with external data

In Access 2010, the External Data Ribbon has been rearranged and many of the Import and Export tools have been improved. In importing, you now have a Linked Table Manager and ODBC Database has been moved up to this level. In both importing and exporting, the SharePoint List button has been moved down here under More. While most of the buttons are the same, Microsoft Office 2010 has so many new collaboration features that Access does a better job of importing and exporting than ever before. For example, enhanced integration with Outlook saves time and effort in entering information into your database.

You can now link directly to a Contact folder right in Outlook and update your contact data right from inside Access. I'll click on Link to the data source by creating a linked table, and OK. I'll come down here to the account that I want to use and click the plus sign. I'll point to their Contacts and say Next. I'll call this Outlook Contacts and click Finish. Now when I open it, I have a live link between the two.

Any changes that I make here will show up in Outlook and any changes that I make in Outlook will show up here in Access. Your ability to collect data right from em-ails has also been improved. Let's say I have a table of my Employees and I would like them to check and update their information.

I can now do that through e-mail. I'll click on Create E-mail, and click the Next button. I do want it to be an HTML form. So I'll click Next. I'm going to give them the ability to review and update their information. So I'll click this choice right here and click Next. I can choose what fields I want in the table. I do want all of them. So I'll click the double arrow in the middle, and click Next. I'm going to have it automatically process the replies and add data to employees.

I'm going to have then only allow updates to the existing data. I'll click Next. This is where I set the field that has the employee e-mail addresses. Now I can set the Subject line, and then, here is the body of the message, and then I'll click Next. When I go over to Outlook and to the Inbox, here is that message and when he replies to it, it will send the information back and automatically update it in this table.

All in all, Access's improved data integration can greatly simplify your data collection and entry.

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Access 2010 New Features

18 video lessons · 6721 viewers

Alicia Katz Pollock
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