IntroductionA given company may have many datasets used as part of regular business; however, those datasets may be located in different software or online. Luckily, many software programs, whether in
Hillary:
Overall, I had a positive experience completing this task. After learning how to find and install Access, the rest seemed to go smoothly. Personally, I have not had any experience with Access before completing this activity. However, after getting more comfortable with Excel, the layout of Access seemed somewhat familiar and easy to follow. Once I opened the Access database, I went to the External Data tab and clicked on Excel to export the Customer table to an Excel spreadsheet. The prompt box asked me where I wanted to save the spreadsheet so I knew where I would be able to find it afterward. After that, I went to the same External Database tab and followed the same steps for the Invoice table, except I chose to export the table to a text file, rather than a spreadsheet. The resource I used to help me with this process is the Office support website. I found a page that explained the steps required to export data from Access.
When I exported the text file, I selected the option to keep the table formatting. As a result, my text file included borders and cells that were somewhat similar to the table in the Access database. However, my text file does not have any of the text or color formatting that is included in the Access table. After exploring Access further, I found that Access will allow me to export files to Excel, Text, XML, PDF and email. An XML file is an Extensible Markup Language data file. It is formatted like an HTML document, but uses custom tags to define objects and data within each object (“What is an XML File?”)
After exploring the Excel file, I noticed that there are multiple options for importing data into Excel. In the Data tab, there is a Get Data option that allows you to choose to import data from different Excel Workbooks, text/CSV files, XML, ISON, Folders and SharePoint. There are even more options that allow you to import data from a database, such as Access or MySQL. Excel also provides the option to import data from online services such as Salesforce, which many companies use as a CRM platform.
I can see many potential benefits to the process of importing and exporting data from one source to another. It gives users the ability to easily transfer information from one format to another, especially when a certain type of file (such as Excel) will provide the flexibility to format the data in a way that is most useful. For most of my career, I have had to export data from websites such as Salesforce, Avionte and other HR record keeping sites. While these websites allow you to run reports, they usually aren’t useful unless you can export them to an Excel file, which will allow you to easily view and manipulate the data.
REFERENCES
“Export Data to Excel.” Retrieved from: https://support.microsoft.com/en-us/office/export-data-to-excel-64e974e6-ae43-4301-a53e-20463655b1a9?ui=en-us&rs=en-us&ad=us
“Export Data to a Text File.” Retrieved from: https://support.microsoft.com/en-us/office/export-data-to-a-text-file-f72dfc38-a8a0-4c5b-8c2c-bf2950814140
“What is an XML File?” (2020). Retrieved from https://fileinfo.com/extension/xml
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bailey :
My experience with this project was constructive. I found two YouTube videos that thoroughly explained what to do. They were very helpful especially since I have never used Access before. Since we have been working with Excel the last few weeks, I felt more comfortable with the program. For this task, I opened the Access link from Moodle. Then, I clicked on the External Data Tab, with the Customer table open, and located the Excel button in the export group. I then saved it to my documents and kept the formatting and layout the same. I followed the same steps for the Invoice table. As I had the Invoice table up, I went to the External Data Tab and located the Text File in the export group. I saved it to my documents and proceeded to keep my formatting and layout the same.
Access has a couple more different files that you are allowed to export. In Access, you are able to export to Excel, Text File, XML File, PDF or XPS, and Email. An XML file is an Extensible Markup Language file. These are basically just files that you can use custom tags to define structure and other features (Gavin, 2018). An XPS File is a Microsoft creation to print content to a file that is similar to a PDF (Huculak, 2018). After exploring through Excel, you are able to import data by selecting the Data Tab in Excel. There is a group that says “Get External Data.” I clicked that and you are able to see that you can import data from Access, The Web, Text, and other sources that include SQL Server, Analysis Services, OData Data Feed, XML Data Import, Data Connection Wizard, and from the Microsoft Query.
With the process of importing and exporting, there are many benefits. This is an extremely efficient way to transfer data in a timed manner. You are able to keep formatting and layouts the same so it doesn’t mess anything up, and you won’t have to go back and fix anything. This could be beneficial in my future career because it will allow me to analyze my data properly so that I am able to make decisions based on my data.
References
Gavin, B. (2018, July 5). What Is An XML File (And How Do I Open One)?https://www.howtogeek.com/357092/what-is-an-xml-file-and-how-do-i-open-one/
Huculak, M. (2018, May 22). How to access XPS Viewer in the Windows 10. https://www.windowscentral.com/how-get-xps-viewer-app-back-windows-10-april-2018-update#:~:text=XPS%20is%20a%20file%20format,Windows%208.1%2C%20and%20Windows%2010.
Morgan, A. (2017, January 25). Access to Excel - How to Export Table Data from Access 2016 then Apply Formatting With Tables in MS [Video]. https://www.youtube.com/watch?v=qXU-nzVPvMs
Tutorials Point. (2018, January 4). MS Access 2016 - Export Data to Text File Formats [Video]. https://www.youtube.com/watch?v=IZFHN7nE1Dw
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