Microsoft Office XP Microsoft Office XP Illustrated Introductory, EnhancedIllustrated Introductory, Enhanced

Word, Excel, and AccessWord, Excel, and AccessIntegratingIntegrating

2Integrating Word, Excel, and Access Unit B

Merge data between Access and Merge data between Access and WordWord

Use Mail Merge to create a form Use Mail Merge to create a form letterletter

Export an Access table to ExcelExport an Access table to Excel

ObjectivesObjectives

3Integrating Word, Excel, and Access Unit B

Merging Data Between Merging Data Between Access and WordAccess and Word

Combine, or Combine, or mergemerge, data from an , data from an Access database to a Word Access database to a Word document to create form letters.document to create form letters.– Open the Access database, then locate Open the Access database, then locate

the information, or the information, or data sourcedata source– Use the Mail Marge task pane or the Use the Mail Marge task pane or the

Mail Merge toolbar to perform Mail Mail Merge toolbar to perform Mail Merge functionsMerge functions

4Integrating Word, Excel, and Access Unit B

Merging Data Between Merging Data Between Access and Word (cont.)Access and Word (cont.)

– Use the Office Links feature to open the Use the Office Links feature to open the Microsoft Word Mail Merge Wizard Microsoft Word Mail Merge Wizard dialog boxdialog box

• Create or open the Create or open the main documentmain document which which will contain the information for the form will contain the information for the form letter letter

Mail Merge buttons

5Integrating Word, Excel, and Access Unit B

Merging Data Between Merging Data Between Access and Word (cont.)Access and Word (cont.)

Mail Merge toolbar

Mail Merge task pane

Main document

6Integrating Word, Excel, and Access Unit B

Using Mail Merge to Using Mail Merge to Create a Form LetterCreate a Form Letter

Insert Insert merge fieldsmerge fields, placeholders for , placeholders for merged data, into the main merged data, into the main document.document.– The data source and the main The data source and the main

document are linked togetherdocument are linked together– The mail merge process replaces the The mail merge process replaces the

merge fields in the main document with merge fields in the main document with data from the data sourcedata from the data source

7Integrating Word, Excel, and Access Unit B

Using Mail Merge to Using Mail Merge to Create a Form Letter (cont.)Create a Form Letter (cont.)

Inserted merge fields

8Integrating Word, Excel, and Access Unit B

Exporting an Access Table Exporting an Access Table to Excelto Excel

When exporting data from one When exporting data from one program to another, the data is program to another, the data is copied in an acceptable format for copied in an acceptable format for the other program.the other program.– The original data remains intactThe original data remains intact– Excel allows you to sort information that Excel allows you to sort information that

is imported into a worksheetis imported into a worksheet

9Integrating Word, Excel, and Access Unit B

Exporting an Access Table Exporting an Access Table to Excel (cont.)to Excel (cont.)

Exported data from

Access into Excel

10Integrating Word, Excel, and Access Unit B

Exporting an Access Table Exporting an Access Table to Excel (cont.)to Excel (cont.)

Exporting an Access table to WordExporting an Access table to Word– Open the Access database with the Open the Access database with the

table you want to exporttable you want to export– Use the Publish It with MS Word Use the Publish It with MS Word

featurefeature– The data is exported to a new Word The data is exported to a new Word

documentdocument