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Access Expert 20 Welcome to Access Expert 20. Total running time is 1 Hour, 49 Minutes. Lessons
Resources
UpdateThere is now a method to edit or add data in linked Excel sheets. Still can't delete, but it's better than nothing: More Information
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IntroIn lesson 20 of Microsoft Access Expert, we will start by learning how to send bulk email using data from your Access database through a mail merge with Word and Outlook. Then, I will show you how to import and link to external data sources, including Excel spreadsheets, text files, and HTML web pages. We will also cover importing and exporting XML data and linking your Access database to Microsoft Outlook folders to read and manage emails and contacts. This lesson builds on the exporting topics from Level 19 and focuses on bringing data into Microsoft Access using various techniques.TranscriptWelcome to Microsoft Access Expert Level 20 brought to you by AccessLearningZone.com. I am your instructor, Richard Rost.Today's class primarily focuses on importing data from other data sources into our Access database. We will begin, however, by learning how to send bulk email from our Access databases. This is a lesson that I had initially planned on covering in the last class, Expert 19, but I did not quite get to it because the class was running long. This still falls in with exporting data from Access 19, but I definitely wanted to cover it. I will show you how to send a bulk email to all the customers in your data who you mark active. I will send the data to Microsoft Word, where we can format a nice, pretty HTML email and send all of it out through Outlook. I did cover this topic to some extent in my email seminar that I just released. However, there are some new techniques in this lesson as well that I did not cover in the seminar. Next, we will start covering importing data and linking to external data sources. We will then have to import data from an Excel spreadsheet. We will talk about cleaning up that data a little bit before you import it. We will see how to link to an Excel spreadsheet so that if that is on a network, for example, and someone makes changes to the original spreadsheet, those changes will automatically be reflected in your Access Database. That is the benefit of linking to a file. We will learn about importing text and HTML files. HTML files are, of course, web page files. I will show you how to save a web page and then extract data from a table on that web page. If there is a website that you go to on a regular basis and they have data on there, whether it is stock quotes, weather information, or whatever, I will show you how to save that page, import the HTML, and then pick the data out of one of the tables on that web page. Now, in Access 19, when we covered exporting, I only talked about XML very briefly. That is because I wanted to wait until this class when I can cover exporting and importing XML. XML is a very powerful way to share information, data in your database, as well as the structure of the database, called schema data. It is universal. It is used on the web and you can share data between almost any two types of databases. So in this lesson, we will spend a lot more time talking about XML, what it is, and how to properly use it. Finally, I will show you how to link to your Outlook folders. We will learn how to link to your inbox so we can read email in, delete email, change email perhaps, and we will see how to access our contacts from our Outlook contacts folder. You can read and write contacts, change their information, and lots more. This class follows Microsoft Access Expert Level 19, where we covered conditional formatting and learned how to export all the different types of data that we are going to be importing today. I strongly recommend you watch Level 19 first before taking today's class because I talk a lot more about what the different types of data are that we will be working with today. Today's class is recorded with Microsoft Access 2013. Most of the lessons should work fine with Access 2007 or 2010. I am pretty sure this has not changed much since 2007, but of course, if you come across something that is significantly different, please let me know. Honestly, I do not even have a copy of 2007 or 2010 installed anymore, so I have not tested this material with 2007 or 2010, but please let me know if anything is significantly different so I can put a note in the course notes. If you have got Access 2003 or earlier, I cover importing and exporting in my older Access 308 lesson. If you have got the older versions of Access, that is the class you want. It is much, much different in 2003 than it is in 2013. In the last class, Access Expert 19, we covered primarily exporting data from your database. In lesson 1 today, we are going to continue the exporting theme, and I am going to show you how to send bulk email by exporting data to Word using a mail merge with Outlook. In lesson 2, we are going to learn about importing and linking to Excel data. In lesson 3, we are going to see how to import text files and HTML documents. You will see how to pull data from pretty much any web page. In lesson 4, we are going to learn a lot more about XML. We will do more with exporting XML in a couple of different formats and learn how to import XML into our database. In lesson 5, we are going to talk about linking your Access database to Microsoft Outlook folders so you can read in emails from your inbox or other folders, and you can actually read and write to your contacts. In lesson 6, we are going to talk about how to import XML into our database. QuizQ1. What is the primary focus of Microsoft Access Expert Level 20?A. Creating complex reports B. Importing data from external sources C. Web app development D. User interface customization Q2. Which task related to email will you learn in this class? A. Sending encrypted emails from Access B. Sending bulk email to active customers using Word and Outlook C. Backing up all emails automatically D. Converting emails to PDFs Q3. What is a benefit of linking to an Excel spreadsheet instead of just importing it? A. The database size is reduced B. Changes to the original spreadsheet automatically appear in Access C. You can use advanced Excel formulas in Access D. The Excel file is deleted after linking Q4. When importing web data, what type of file does the lesson cover extracting table data from? A. PDF files B. HTML files C. PSD files D. ZIP files Q5. Why is XML considered a powerful format for sharing data? A. It is only used by Microsoft Access B. It can only contain numbers C. It is universal and can share both data and data structure (schema) between different databases D. It is difficult to read by other applications Q6. What does the course recommend if you are using Access 2003 or earlier? A. Skip the lessons entirely B. Use the Access 308 lesson for those versions C. Downgrade to Access 2007 D. Only use Excel files Q7. Which Microsoft Access versions does this class primarily use for demonstration? A. Access 2000 B. Access 2003 C. Access 2013 D. Access 2021 Q8. What must you do before taking Expert Level 20 according to the instructor? A. Learn VBA programming first B. Watch Expert Level 19 for background on data types and exporting C. Install SQL Server D. Print out your database reports Q9. In which lesson do you learn how to link your Access database to Microsoft Outlook folders to read and write contacts? A. Lesson 1 B. Lesson 3 C. Lesson 5 D. Lesson 6 Q10. What new technique is mentioned in this class regarding sending bulk emails compared to the email seminar? A. Using only Excel B. Techniques not covered in the email seminar C. Only manual email sending D. Using macros in Outlook Answers: 1-B; 2-B; 3-B; 4-B; 5-C; 6-B; 7-C; 8-B; 9-C; 10-B DISCLAIMER: Quiz questions are AI generated. If you find any that are wrong, don't make sense, or aren't related to the video topic at hand, then please post a comment and let me know. Thanks. SummaryToday's video from Access Learning Zone focuses on importing data from other sources into an Access database, but we will start by looking at how to send bulk email from Access. I originally intended to include this topic in the previous class, Expert Level 19, but the session ran long, so I am covering it now. This lesson fits with the exporting data topics discussed earlier, and it is one that I definitely wanted to share.In this session, you will learn how to send email messages to all active customers in your database. This method involves sending your data to Microsoft Word, where you can create a well-formatted HTML email. From there, you will use Outlook to send the messages. Some of the basics were covered in my recent email seminar, but this lesson introduces a few new techniques that you have not seen before. After that, we will move on to importing data and linking to external files. We will start by importing from an Excel spreadsheet. Before importing, I will discuss some tips on cleaning up your data to make the process smoother. You will also see how to link your Access database directly to an Excel file. This is useful if that spreadsheet is on a shared network and people make changes, because updates made to the original file will appear immediately in Access. Importing from text and HTML files is up next. HTML files are simply web pages, so I will demonstrate how to save a web page and extract data from a table within it. If you frequently visit a website that has useful information, such as stock quotes or weather reports, this technique will help you save that page and import the relevant data into Access. When we discussed exporting in Expert Level 19, I only mentioned XML briefly. In this class, we will explore both exporting and importing XML in greater detail. XML is a powerful format for sharing not just the data but also the structure of your database, known as the schema. Since XML is a universal standard, it is used across different platforms and allows you to share information between various types of databases. Today, you will learn more about what XML is and how to use it correctly within Access. The lesson will also cover linking your Access database to Outlook folders. I will show you how to link to your inbox so you can read emails, delete them, or update them as necessary. We will also see how to access and modify your Outlook contacts directly from Access. This course picks up where Microsoft Access Expert Level 19 left off. In Level 19, we focused mostly on conditional formatting and exporting various data types. I highly recommend reviewing Level 19 first, as that lesson explains the different types of data we will work with today. All examples in this class are done with Microsoft Access 2013. Most of the techniques should also work in Access 2007 and 2010, although I have not tested them in those versions recently. If you notice anything that works differently, please let me know so I can add a note for future students. For those using Access 2003 or an older version, I suggest my Access 308 class, which covers importing and exporting for those editions. Access 2003 is quite different from what we will see here. Here is a brief overview of what will be covered in each lesson: - Lesson 1 continues the exporting theme by demonstrating how to send bulk emails from Access using Word mail merge and Outlook. - Lesson 2 covers importing and linking to data in Excel. - Lesson 3 explains importing text files and HTML documents, including how to pull in data from web pages. - Lesson 4 focuses on XML, showing you how to export data in different XML formats and how to import XML into your database. - Lesson 5 discusses linking Access to your Outlook folders so you can read and modify emails and contacts directly. - Lesson 6 goes further into importing XML data into Access. You can find a complete video tutorial with step-by-step instructions on everything discussed here on my website at the link below. Live long and prosper, my friends. Topic ListSending bulk email using Access and Word mail mergeExporting Access data to Microsoft Word Formatting HTML email in Word Sending email through Microsoft Outlook Importing data from Excel into Access Cleaning data before importing from Excel Linking to Excel spreadsheets in Access Importing text files into Access Importing HTML files into Access Extracting table data from HTML web pages Exporting data from Access to XML Importing XML data into Access Understanding XML schema and data structure Linking Access to Outlook email folders Reading emails from Outlook in Access Deleting and modifying Outlook emails from Access Accessing and editing Outlook contacts in Access |
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