Importing/Exporting From One Access File To Another

J

Jason Saffer

Hi all,

I have an Access database that has about 6000 entries in it. I have a form
set up to record name, address, phone, etc. for my clients.

My assistant was working on a copy of the file that I had e-mailed her. She
entered 45 more entries into her version of the database file. I would like
to move or add the 45 entries she has filled out into my version of the
Access database file. I can't figure out a way to do this. If I can import
or move or add these entries in some way, it will save me the trouble of
retyping her work onto my version.

Can folks help me out with this question and give me a step by step
procedure to use so that I can add her entries into my file? Thanks very
much!

......Jason
 
D

Douglas J. Steele

Unless there's something in your copy that's not in her copy, simply replace
your copy of the MDB file with the copy she has. Failing that, the table
from the copy of the database that you have and import the table from her
copy (File | Get External Data | Import)
 
K

Ken Snell [MVP]

Put a copy of her database on your PC. Open your copy of the database.

Click on File | Get External Data | Link menu. Select her database. Select
the table that has the data in it. Click OK.

Now you can create a query that will use the linked table as a data source
and use it to append the desired data into your database's table.
 
J

Jason Saffer

Hi Ken and Doug,

Thanks very much for your input on my question. I actually did modify the
version of the database on my computer, so I can't just replace my version
with my assistant's version. I have gotten the external data and created a
link, naming the new table Clients 1. It shows up in my version of the
database file. But I don't know how to create a query to use the linked
table as a data source and then use it to append the desired data into my
database's table.

Can you walk me through that part? Also, once the new Table data is added to
my existing table, will that automatically then show up in my Form? Please
let me know, and thanks again for the help!

....Jason
 
K

Ken Snell [MVP]

A linked table is available for choice in a query's design view just the
same as a table that is in the database itself.

You just select that table in the design view. Then click on the Query Type
icon on toolbar to change it to an Append query; ACCESS will ask you to
select the target table, which should be the table that is in your database.

Then select all the fields from the linked table and put them on the grid.
Assuming that the field names are the same in both tables, then ACCESS will
link the fields in the query's design. If you know specific primary key
values that apply to the new records from your friend's copy, then use those
as the Criteria: for that primary key field.

Then run the query. If you didn't filter the query using primary key values
for the Criteria:, then ACCESS will tell you that "x" number of records
could not be added because of key violations. You should be able to ignore
those, as they are already in your database.
 
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