Moving Data from and to Other Applications

Undoubtedly, every personal computer user has data that can be processed through database-management techniques. Any data that a computer can arrange in tabular form even tables in word-processing files can be converted to database tables. The strength of a relational database management system (RDBMS) lies in its capability to handle large numbers of individual pieces of data stored in tables and to relate the pieces of data in a meaningful way.

PC users turn to RDBMSs when the amount of data created exceeds a conventional productivity application's capability to manipulate the data effectively. A common example is a large mailing list created in Microsoft Word. As the number of names in the list increases, using Word to make selective mailings and maintain histories of responses to mailings becomes increasingly difficult. An RDBMS is the most effective type of application for manipulating large lists.

One strong point of Access is its capability to transform existing database tables, spreadsheets, and text files created by other DOS and Windows applications into the Jet .mdb format a process known as importing a file. Access can export (create) table files in any format in which it can import the files, including Extensible Markup Language (XML) files.

Note

This chapter doesn't include use of Access 2003's new XML import/export features for intranet- and Internet-based database applications. Chapter 23, "Exporting and Importing Data with XML," covers these topics.

Access can link a database table file created by Access or another RDBMS to your current Jet database; Access then acts as a database front end. Because Access has a linking capability, it can use a file created by another RDBMS in its native form. This capability is far less common in other desktop and client/server RDBMSs. When you link a database table from a different RDBMS, you can display and, in many cases, update the linked table as though it were an Access table contained in your .mdb file. If the file containing the table is shared on a network, others can use the file with their applications while it's linked to your database.

The capability to link files is important for two reasons: It lets you connect to multiple Jet databases, and you can create new applications in Access that can coexist with applications created by other database managers. Access 2003 also can link Outlook contacts, tasks, and calendar folders, as well as Outlook Express mail. Outlook 2003 also lets you import and export folders to and from Jet 4.0 tables.

This chapter deals primarily with what are known as desktop database-development applications a term that distinguishes them from client/server RDBMSs, such as Microsoft SQL Server, IBM DB2, Oracle, and Sybase databases. Client/server RDBMSs are designed specifically for use with networked clients and except for the Microsoft (SQL Server) Desktop Edition (MSDE) require you to have an application server, such as Windows 2000/2003 Server, to run the RDBMS and store the database files. Chapter 19, "Linking Access Front-Ends to Jet and Client/Server Tables," covers use of conventional Access (Jet) front ends with client/server back ends.

Note

This chapter uses conventional Jet 4.0 databases for its examples, but most of the import and export operations described in this chapter also work with Access data projects (ADP) and SQL Server tables. You also can establish links to Jet 4.0 databases and other client/server RDBMSs with the ADP Link Table Wizard. Chapter 20, "Exploring Access Data Projects and SQL Server 2000," describes SQL Server's linking and export/import features.