Office Suites

by John Heenan, jc_heenan@a-wares.com - March 31, 2002 at 00:11:27:

---

Last month, we talked about how Access exports data so that you have a better idea of what data looks like if it were imported to Access. It is a good idea to review and compare the source's export types with the available import types that Access supports and choose the best match. With text type input, it is important to review the data delimiters to insure that the delimiter is not part of the data. And even though 2000 has come and gone, dates with a 2 digit year will be a continual problem. We discussed these two topics briefly, but we' look at more examples next month.

We saw how easy it was to either import or to link Access mdb type file. The Import Wizard opens to list all the Access tables for import from the source DB. The wizard also shows all the objects in the DB making it easy to use this method to copy a form or report from one application to another.

We then looked at the process to import a delimited file. A delimited file is one where each field of a line (record) is defined by a comma, tab , semicolon, space or any other character. It is most likely have an extension .txt, .csv, .tab or .asc. All four file types can be viewed with Notebook or Wordpad. Once opened the wizard recognizes the characteristics of the file.

We opened a file known to be a tab delimited file and noticed that the Import Wizard has already recognized that the file is delimited by the tab character. The first question is "what are the little squares distributed through each row of text?" The little square characters represent the tab as a character within the text. The Next screen shows the fields that have been delineated by the tab character. It also shows that the first row contains field names. Check the box. The first time you import a file you will choose "In a New File"; the second "In an Existing Table". The Next dialog screen allows for a change in field name, data type. It also provides for naming indexed fields. The Next dialog let's us choose one of those fields that are indexed in the previous screen as a primary key. Since this is the first time we are creating this file, let's not have a key. Next name your file and check for errors that are found in the table ending in ImportErrors. It's that easy.

So, what's the "Advanced..." button all about? This button displays the all the parameters of the import, and gives you a chance to make any changes. For example, you may want to omit some fields or change file names. However, be sure to check the Date parameters. If you expect to import data from this source again, click the "Save As" button to give these import parameters a name. The saved specification can then be used as a parameter in a macro that does the import at a push of a button.

One member of the Sunday's group needed help with a conversion of 34 new PCs with both Windows XP and Office XP. There may be individual Access 97 applications as well as a networked payroll application in Access 97 running on some and maybe all workstations. His question "will I have any problems converting from Access 97 to Access 2002?; in 25 words or less.

The following table shows the compatibility between file formats from a particular version of Access and other versions of Access. "Yes" means that the file can be used in the application without conversion.

Figure 1. Table of File Format Compatibilities between Different Versions of Access

File Format	Access 97?	Access 2000?	Access 2002?
Access 97	Yes	No	No
Access 2000	No	Yes	Yes
Access 2000	No	Yes*	Yes
Access 2002	No	No	Yes

*(Access 2000 features only)

More information can be found at

http://office.microsoft.com/assistance/2002/articles/acDefaultFileFormatAccess.asp

http://support.microsoft.com/search/preview.aspx?scid=kb;en-us;Q208769

So much for 25 words!

Next month, We will continue the import process with queries that will convert the input data and make it usable within your database.

• more information
  http://office.microsoft.com/assistance/2002/articles/acDefaultFileFormatAccess.asp

Site Disclaimer Suggestions? E-Mail to webmaster@noccc.org
Content suggestions? mineditor@noccc.org
Last update: 3/31/2002

Copyright © 1995-7 by North Orange County Computer Club. All rights reserved. Articles by NOCCC authors may be reprinted by other user groups without permission provided they are unaltered and the publication acknowledges the author thereof and NOCCC. Articles contained herein by authors from other organizations retain their original copyright.
Site assistance by CitiVU.