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Access 2010 New Features
Illustration by Neil Webb

Working with external data


From:

Access 2010 New Features

with Alicia Katz Pollock

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.

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Access 2010 New Features
36m 35s Intermediate May 12, 2010

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In Access 2010 New Features, author Alicia Katz Pollock explains each new and enhanced feature in Microsoft Access 2010. This course covers the Backstage view that replaces the File menu in Office 2010, shortcuts for building tables, new layout tools and navigation controls, the macro designer featuring IntelliSense, as well as exporting to and collaborating in SharePoint. Exercise files accompany the course.

Topics include:
  • Working with Application Parts
  • Implementing the Table Tools ribbon
  • Using Quick Start and calculated fields
  • Designing with Layout View formatting tools
  • Taking advantage of enhancements to the Conditional Formatting feature
  • Automating with macros
  • Working with external data
  • Integrating SharePoint publishing
Subject:
Business
Software:
Access
Author:
Alicia Katz Pollock

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.

Find answers to the most frequently asked questions about Access 2010 New Features.


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Q: My macro isn't running correctly. I followed along with the author and I'm not receiving an error message, but the actions are performed correctly.
A: There are several possible reasons why a macro would malfunction.  Make sure that the macro is written correctly. Capitalization and punctuation matters. Also make sure to click in all the same places when recording the macro. With enough practice, building macros will become more routine, and spotting errors will becoming easier.
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