`
`
`
`
`
`Merrill Communications LLC
`d/b/a Merrill Corporation
`Exhibit 1005 pt 3
`
`

`

`;hndrhelnr net
`
`Idfiifluurflcce
`ii.flfficefl7lEHMEHHEBS
`
`

`

`Making the most of Windows 95 and Access
`
`Making the most of Office 97 and Access
`
`Sharing Access information with Office programs
`
`Sharing information via the Internet
`
`103
`
`107
`
`115
`
`125
`
`

`

`Rbout Recess 97, Office 97,
`Windows 9S, and the Internet
`
`icrosoft Access 97 for Windows 95 is
`tightly integrated with Windows 95
`and Microsoft Office 97 for Win(cid:173)
`dows 95. In this chapter we highlight the most important integration features and
`point you to places where you can get more details. We'll also give you a brief overview
`of the new features that let you share Access data via the Internet. If you're completely
`new to Access and Microsoft Office, you might want to skim through (or even skip) this
`chapter and come back to it when you find yourself asking questions such as, How can
`I make the most of what I know about Windows 95 and Microsoft Office 97? and How
`can I make the most of my Access data?
`
`Making the Most of Windows 95 and Access 97
`
`Microsoft Access is designed from the ground up to provide full support for all Win(cid:173)
`dows 95 features. Listed in alphabetical order below are some of the most important
`Windows 95-like features that you'll find in Access.
`
`32-Bit Application - Microsoft Access for Windows 95 is a 32-bit application, which
`means that it runs in its own protected computer memory area. Therefore, Access won't
`grind to a halt if some other program on your computer decides to misbehave. Access
`also takes advantage of the multithreading capabilities of Windows 95, something
`programmers will appreciate; the Jet database engine, Microsoft Access, and modules
`
`

`

`104
`
`CHAPTER 4 • ABOUT ACCESS 97, OFFICE 97, WINDOWS 95, AND THE INTERNET
`
`written for Visual Basic for Applications all run in separate threads. (On high-end Win(cid:173)
`dows NT machines, multithreading allows several CPUs to cooperate on a single Access
`application at the same time.)
`
`Briefcase Replication - Access for Windows 95 takes advantage of the Windows 95
`Briefcase feature, which enables you to work remotely with replicas of your database
`and later merge the changes into your master databases. Any design changes made to
`the master databases also will be propagated to the replicas. Replication is ideal for man(cid:173)
`aging remote changes to data and balancing the load over a network. See Chapter 17.
`
`Database Explorer- The database window in Access 97 for Windows 95 looks and
`acts a lot like Windows 95 Explorer, as well as windows that appear when you open My
`Computer or Network Neighborhood. To view database objects as large icons, small
`icons, a list, or a detailed list, choose options on the View menu; or click on appropriate
`Database toolbar buttons; or right-click on an empty area inside the database window
`and choose View options from the shortcut menu. To arrange icons by name, type, cre(cid:173)
`ation date, or modification date, choose options on the View>- Arrange Icons menu, or
`right-click on an empty area inside the database window and choose Arrange Icons
`options from the shortcut menu. See Chapter 1 and Figure 4.1.
`
`Long File Names and UNC Paths - Like all programs designed for Windows 95,
`Microsoft Access 97 for Windows 95 supports long file names and universal naming
`convention (UNC) paths. UNC paths Jet you refer to files on a remote computer by sup·
`plying the computer name, rather than by permanently mapping a drive letter to the
`remote computer. For example, an Order Entry database file located in the"My Docu(cid:173)
`ments folder on drive C of a computer named Hanley might have a tongue-twisting
`UNC name of\ \Hanley\c\My Documents\Order Entry.mdb.
`
`Plug-and-Play Screen Resolution - Plug-and-play screen resolution lets you change
`your screen resolution on the fly. To use it, minimize Microsoft Access and any other
`programs that are covering the Windows 95 desktop. Next, right-click on any empty
`area of the desktop and choose Properties. Finally, click on the Settings tab in the Dis·
`play Properties dialog box, use the slider control below the Desktop Area option to set
`the screen resolution you want to use, and then click on OK. Respond to any prompts
`that appear and then click on the Microsoft Access Taskbar button to return to Access
`
`Shortcut Menus - Windows 95-style shortcut menus are available throughout Access
`Simply right-click wherever you want to see a shortcut menu and then click on (or
`right-click on) the shortcut menu option you want to use (refer to Figure 4.1).
`
`Special Effects -Access for Windows 95 and its forms and reports can display the samt
`sunken, raised, etched, chiseled, shadowed, and flat special effects you often see in Wir
`dows 95 programs and dialog boxes. See Chapter 13 and Figure 4.2.
`
`

`

`MAKING THE MOST OF WINDOWS 95 AND ACCESS 97
`
`105
`
`View
`menu
`
`Shortcut
`menu
`
`Large
`icons
`
`Small
`icons
`
`L1sl Details
`
`•
`
`-
`
`(!p
`
`)(
`
`i[J Tables
`
`@Queries
`
`lim Custon.ers
`ITITI Employees
`!ilil
`rvly Compan·;/ Info1 mation
`i[J Order Details
`ITITI Ordets
`liliJ Payment Methods
`(ilil Payments
`liliJ Products
`1ilil Shipping r~ethod s
`lilil §t&.b-;~';:d'i~;OSJ
`
`11 Reports I
`
`L2 r~acros I ~ Modules
`
`~1odified
`9/7/96 4:29:03 Pl,1
`q(719G 4:28:56 P~1
`• 96 4:28:58 Pl•1
`
`9/7,196 4:28:42
`'l/7,196 4:28:56 ___ __,
`
`9/7,196 4:28: 57
`
`t:jew
`
`-~~-~~-~~ g 1 By !f.v'r>
`lSI! By IYPo
`-'~l8y!Jo~
`mJl 8yf:l
`
`/96 4:23:49
`/96 4:28:46
`/96 4:28:55
`
`/96 4:28:50
`f9o 4: 28:52
`r-...:.;.. ____ ..,,7/96 4:28:52
`917/96 ·1:29: 12
`
`....
`0
`;::
`Cll
`-~
`Cll >
`0
`c:
`<:
`
`•
`
`r17e Access 91
`tor Windows ~5
`database wm(cid:173)
`dow lets you
`view object
`names and
`artange icons
`much as you do
`in WindoWs 95.
`
`MilrlQ;ljfW
`An Access 97
`for Windows 95
`form that uses
`various Win(cid:173)
`dows 95-style
`special effects.
`
`jsunken
`
`Jta.B C Corporatron
`
`Chiseled
`
`87 Polk Sl
`Su11e 5
`
`!Shadowed
`
`Record~~
`
`

`

`106 I CHAPTER 4 • ABOUT ACCESS 97, OFFICE 97, WINDOWS 95, AND THE INTERNET
`
`Windows 95 Look and Feel - Access for Windows 95 uses all the standard Windows 95
`controls you've grown to love, including tabbed dialog boxes, option buttons, drop-down
`lists, command buttons, and new checkmark-style (/) checkboxes. So once you've mas(cid:173)
`tered Windows 95 skills, working with Access will seem easy and natural. Figure 4.3 shows
`a typical Access 97 for Windows 95 dialog box.
`
`Windows 95 Shortcuts - Creating a desktop shortcut to any Access object is similar
`to creating shortcuts in Windows 95. Simply drag and drop an object from the Access
`database window to your desktop and then use the dropped object as you would any
`shortcut. For example, double-click on the shortcut to start Microsoft Access and open
`
`Tabs
`
`7 X
`
`Keyboard
`View
`Datasheet
`
`Module
`General
`T ablas/Q ueries
`
`Advanced
`Ed!IIFind
`Forma./R•perts
`
`•
`
`Default Colors ~-;-~n
`I
`Eont:
`!!ackgroLmd: IDWhThc G:J
`:::J
`IDSIIver
`§.ridines:
`
`Default Gridlines Showing
`~ Jiorizontal
`
`~ ::Lertical
`
`Qefault Column Width:
`
`Mi@Q;l'IIM
`Access 9 7 for
`Windows 95
`uses all the
`familiar Win(cid:173)
`dows 95 con(cid:173)
`ventions for
`quick learning
`and ease of use.
`
`Default Font
`Foot
`
`)AriW
`'W eighl
`
`S i~e:
`
`Default Cell Ellect -==c====
`r. Flat
`r fiaised
`r SLmken
`Drop-down list~ ro--3
`r Italic
`II !,!nderline
`
`5 hoi\' Animations
`
`Cancel ~
`
`Checkboxes
`
`Command buttons
`
`

`

`MAKING THE MOST OF MICROSOFT OFFICE AND ACCESS
`
`07
`
`the associated object; or right-click on the object to open a shortcut menu (see below)
`that offers a host of possibilities for working with the object. (See Chapter 1.)
`
`Cui
`~
`C!~ ihatlc•~
`llelel~
`FleM~De
`
`Making the Most of Microsoft Office and Access
`
`Microsoft Access 97 for Windows 95 shares many common features with other programs
`in the Microsoft Office 97 for Windows 95 suite, especially Microsoft Excel and Microsoft
`Word. So if you've installed all or part of Microsoft Office, you can take advantage of
`these common features immediately. We'll take a look at some of these shared features
`next. Later in this chapter, we'll discuss convenient ways to share data across programs in
`Microsoft Office.
`
`The Microsoft Office Shortcut Bar
`
`The Microsoft Office Shortcut Bar shown below lets you launch and switch between
`programs, open files, and more.
`
`Displaying and Hiding the Office Shortcut Bar
`The Microsoft Office Shortcut Bar usually appears at the upper-right corner of your desk(cid:173)
`top. If it doesn't appear, click on the Start Taskbar button and then choose Microsoft
`Office Shortcut Bar from the Start menu. Or click on the Start Taskbar button, choose
`Run, type the command line "\MSOffice\Microsoft Office Shortcut Bar.lnk" (with the
`quotation marks), and then press Enter.
`
`

`

`108
`
`CHAPTER 4 • ABOUT ACCESS 97, OFFICE 97, WINDOWS 95, AND THE INTERNET
`
`Handy Ways to Use the Office Shortcut Bar
`Here are some things you can do when the Office Shortcut Bar is visible:
`
`• To find out what an O{fice Shortcut Bar button is for, move your mouse pointer
`to the button. A SmartTip will appear near the pointer to explain the button's
`purpose.
`• To choose a button on the Office Shortcut Bar, click on the button.
`• To display the Office Shortcut Bar as a floating palette of buttons, move the
`mouse pointer to any empty area between buttons and then drag the bar toward
`the middle of the screen.
`• To dock the floating Office Shortcut Bar at the upper-right corner of the desk(cid:173)
`top, double-click on the Office Shortcut Bar's title bar.
`• To open the Control Menu for the Office Shortcut Bar, click or right-click on
`the Office Shortcut Bar's Control Menu icon and then choose any of the options
`shown below:
`
`AytoHide
`!;ustomize .
`
`Add/A emove Qffice Programs
`Contents and Index
`About Microsoft Offrce
`-
`Alt+F4
`
`E!!it
`
`.......... -----'-1
`
`• To choose or hide bars on the Office Shortcut Bar, right-click on an empty area
`between buttons on the bar and select (check) or deselect (clear) the name of the
`bar you want to display or hide, respectively.
`• To switch to another bar on the Office Shortcut Bar when multiple bars are
`selected, click on the button for the bar you want to use.
`• To customize the currently selected bar on the Office Shortcut Bar, right-click
`on an empty area between buttons on the bar and choose Customize, or double(cid:173)
`click on an empty area between buttons. Then choose an appropriate tab from the
`Customize dialog box (see figure 4.4), complete the dialog box as needed, and
`then click on OK.
`
`

`

`MAKING THE MOST OF MICROSOFT OFFICE AND ACCESS
`
`~ 09
`
`JlldY;II~M
`The Custom1ze
`dialog box for
`the O(fice Short(cid:173)
`cut Bar after we
`clicked on the
`Buttons tab.
`(Don't worr~ if
`the Customize
`dialog box on
`your computer
`differs slightly
`from this
`example.)
`
`Cuttumrze
`
`View
`
`Buttons I Toolbars I Settings I
`
`loolbao:
`
`Show these nes as ftullons:
`.----:-___,.,~
`~ Start a New Document
`
`Check items that
`should appear
`on the bar.
`
`Clear items that - ---!A
`shouldn't appear.
`
`•
`
`D £I
`
`add File
`
`Add folder
`
`Q.elele
`
`~
`Move
`__:J
`
`Cancel
`
`-0
`
`3: cu
`-~
`cu
`>
`0
`c:
`<
`
`• To add an Office Shortcut Bar button that will launch a program (including
`Microsoft Access) or open a document or folder, select the bar that should contain
`the new button. Next, use Start ~ Find or My Computer or Windows Explorer to
`locate the program, document, or folder name you want to add as a button. Then
`drag the program, document, or folder name to any button on the Office Shortcut
`Bar (when the mouse pointer displays a small + sign, you've hit the right spot on the
`Office Shortcut Bar and can release the mouse button). Your new shortcut button will
`appear at the end of the Office Shortcut Bar.
`• To remove a button from the Office Shortcut Bar, right-click on the button and
`choose Hide Button.
`• To exit the Office Shortcut Bar, click or right-click on the Control-Menu icon at
`the top-left edge of the Office Shortcut Bar, and then choose Exit.
`
`For more details on using the Microsoft Office Shortcut Menu Bar, see your Microsoft
`Office documentation; or click or right-click on the Control Menu icon at the top-left
`edge the Office Shortcut Bar and then choose Microsoft Office Help Topics.
`
`Common Bars
`
`Common menu bars and toolbars appear throughout the Microsoft Office suite, so you
`won't have to waste time hunting for options you use often. Figure 4.5 shows the
`Microsoft Excel, Word, PowerPoint, and Access program windows opened on the desk(cid:173)
`top. Notice the similarities among their menu bars and toolbars.
`
`

`

`110
`
`CHAPTER 4 • ABOUT ACCESS 97, OFFICE 97, WINDOWS 95, AND THE INTERNET
`
`MilHU;liiM
`The Microsoft
`Office suite offers
`common menu
`bars and tool(cid:173)
`bars to speed
`your learning
`process.
`
`-
`
`Common Dialog Boxes
`
`Many dialog boxes-including New, Open/Import, Page Setup, Print, and Save-work
`the same way in all Microsoft Office programs. In Figure 4.6, for example, you see the
`Open dialog box for Microsoft Word. Figure 4.7 shows the very similar Import dialog
`box for Microsoft Access.
`
`Common Office Tools
`
`You'll also find common tools that work in identical (or similar) ways throughout
`Microsoft Office. Table 4.1 briefly describes each tool and tells you which Microsoft
`Office programs offer it.
`
`

`

`MAKING THE MOST OF MICROSOFT OFFICE AND ACCESS
`
`•naMI1M
`
`An Open
`dialog box in
`
`Microsoft Word.
`
`3.Double-click
`on a file name.
`
`1.Choose the disk and folder to look in.
`
`Ji!Z11•!!~~~~!~~~~~~~~~!~~~~···[7l[2xrJ[
`
`•
`
`~ 1 764cll<ll
`
`Outline
`Taskbar
`
`14 KB
`8KB
`
`Microsoft Word .. 9126/% 12: 53 PM
`Microsoft \1/ord ~· 9114195 8:25 .~M
`Microsoft \Aiord
`~3/1 0/95 2:16 PM
`
`Cancel
`
`~dvanced ..
`
`-0
`
`3:
`Cll
`·~
`Cll >
`0
`c:
`<(
`
`MitrlMIM
`An Import
`dialog box in
`Microsoft
`Access.
`
`Find fries lh•l match these criteria:
`File n_ame:
`
`~ T e!it or properl._y:
`,-------------,.~-. Last modrlied: I"''Y lrme
`4 lrle(s)lound
`
`2.Choose the type of file to open.
`
`3.Double-click
`on a file name.
`
`1.Choose the disk and folder to look in.
`
`lmporl
`
`Lookj_n: lEJ My Documents
`....
`Name_
`'fJ StarS ro~ll906
`'e.)Add!e.a Book Le:oom
`~ Norlhwind
`
`~ O rder Enlry1
`
`Order Enlry2
`Shortcut to N orthw1t 1d
`~ Shmlcullo "orlhwind
`t1 Star~rch
`
`388 kB
`606 KB
`3254 KB
`2460 KB
`610 1(8
`1 r.s
`2110 KB
`338KB
`
`Micro:oll.l\cce.. 9/161%
`Microsoft ,6.cce .. 9/1 6/95
`M icrm oll.l>.cce.. 9121 /35 ..
`Microsoft ,t..c ce .. 9/26/ 95 ,,
`Micro::oft P.cce .. ~3/26/95,.
`Shortcut
`9/16/35,
`Micro.: oil Acce 91151%
`tvticrm:oftAcce 9/16/95
`
`•
`
`IDEJ
`
`lmpmt
`
`Cancel
`
`Bdvanced
`
`I Find Iiies thai match these criteria:
`:£) T e~t 01 pmp£-lt_v: 1
`::::J
`File Qarc.e:
`)
`Files oi!Ype lr.M-:-ICI-0-,-1)4-:-I~A-cc--.• -,-, -----~-. La>I!I!c'drlied
`lran-~-1-:-irn_e_=_=_=_=_=-:;::J'•~===N~ew=S:.;I!<li=C:.;~~
`
`Not all file t_ypes are imtalled b_y
`Acce!·s. Change Option
`
`lMII! To add otha1 l1le tvpe!", Jllrl the Setup program, dick Add/Rem.:lve, Dat-
`___
`.
`J
`
`9 file(s) found
`
`2.Choose the type of file to import.
`
`

`

`112
`
`CHAPTER 4 • ABOUT ACCESS 97, OFFICE 97, WINDOWS 95, AND THE INTERNET
`
`......
`
`I
`
`TABLE 4.1: COMMON MICROSOFT OFFICE TOOlS
`
`FEATURE
`
`WHAT IT DOES
`
`Auto Correct
`
`AutoFormat
`
`Corrects typing errors
`automatically.
`Formats a document
`automatically.
`
`Export/Save As
`
`Saves objects with a
`new name or format .
`
`Format Painter Copies the appear-
`ance of one control or
`selection to another.
`
`Import/Link
`
`Imports or links data
`from other programs
`and formats.
`
`Insert
`
`Options
`
`Print
`
`Inserts date and time,
`page number, picture,
`object, and more
`(depends on program).
`
`Customizes default
`settings.
`
`Prints objects and
`documents (some
`programs also offer a
`preview feature).
`
`MENU OPTION
`OR SHORTCUT
`
`WHERE YOU'LL
`FIND IT
`
`Tools> AutoCorrect
`
`Access, Excel, Power-
`Point, Word (Chapter 9)
`Format > AutoFormat Access, Excel, Word
`(Chapters 11, 12,
`and 13)
`
`File > Save As/Export
`or File > Save As or
`File > Export or File >
`Import and Export
`Format Painter
`toolbar button
`
`File > Get External
`Data > Import, or
`File > Get External
`Data > Link Tables, or
`File > Open, or File >
`Import File > Import
`and Export
`Insert menu options
`
`Tools > Options
`
`File > Print (Ctri+P)
`or File > Print Preview
`
`Access, Excel,
`Exchange, PowerPoint,
`Outlook, Word
`(Chapter 7)
`
`Access, Excel,
`PowerPoint, Word
`(Chapter 1 3)
`
`Access, Excel,
`Exchange, Power-
`Point, Outlook, Word
`(Chapter 7)
`
`Access, Excel,
`PowerPoint, Word
`(Chapters 8 and 13)
`
`Access, Excel,
`Exchange, Power-
`Point, Outlook, Word
`(Chapter 15)
`
`Access, Excel,
`Exchange, Power-
`Point, Outlook, Word
`(Chapter 9)
`
`Continued I ~
`
`

`

`MAKING THE MOST OF MICROSOFT OFFICE AND ACCESS
`
`113
`
`I
`
`TABLE 4 .1: COMMON MICROSOFT OFFICE TOOLS (CONTINUED)
`
`FEATURE
`
`WHAT IT DOES
`
`MENU OPTION
`OR SHORTCUT
`
`WHERE YOU'LL
`FIND IT
`
`Properties
`
`Displays and changes
`properties of the active
`document or database.
`
`File>- Database
`Properties or File >-
`Properties
`
`Send
`
`Sends the active docu-
`ment or object using
`electronic mail.
`
`File>- Send
`
`Spell Check
`
`Checks for and
`replaces spelling
`errors.
`
`Tools >- Spelling (F7)
`
`.... 0
`
`~
`Ill
`·~
`Ill >
`0
`c <
`
`Access, Excel,
`Exchange, Power-
`Point, Outlook, Word
`(Chapter 5)
`
`Access, Excel,
`Exchange, Power-
`Point, Outlook, Word
`(Chapter 7)
`
`Access, Excel,
`Exchange, PowerPoint,
`Word (Chapter 9)
`
`Tapping the Microsoft Knowledge Base and More
`Every Microsoft Office program offers many sources of help. For example, you can look
`in the Getting Results book, the Answer Wizard, the Help Index, the Help Contents, and
`the Readme file that come with most Microsoft Office programs. But that's not it by a
`long shot! You also can get in-depth technical help on a variety of Microsoft products
`from these resources (which are listed in alphabetical order):
`
`• Microsoft Download Service (MSDL) The MSDL is a bulletin board service that
`contains Microsoft Software Library (MSL) articles and support files for you to
`download to your computer. Using your modem, dial (206) 936-6735 in the
`United States, or (905) 507-3022 in Canada.
`• Microsoft Fast Tips This service offers recorded or faxed answers (in English) to
`common technical problems and lets you order catalogs, Application Notes, and
`popular articles from the Knowledge Base (KB) via fax or mail. Call (800) 936-4100
`from any touch-tone telephone.
`• Microsoft Knowledge Base (KB) The KB contains a comprehensive set of articles
`(updated daily) with detailed answers to how-to and technical support questions
`and lists of bugs and fixes. The KB is available on America Online, CompuServe,
`GEnie, Internet (via World Wide Web, FTP, or Gopher), Microsoft Developer Net(cid:173)
`work, Microsoft TechNet, and the Microsoft Network. From the World Wide Web
`and Gopher sites, you can do full-text searches of KB articles and download files
`automatically.
`
`

`

`114
`
`CHAPTER 4 • ABOUT ACCESS 97, OFFICE 97, WINDOWS 95, AND THE INTERNET
`
`• Microsoft Press publications Microsoft Press offers development kits, resource
`kits, and a variety of books about Microsoft products and related technologies. Call
`(800) MSPRESS or (800) 677-7377.
`• Microsoft Software Library (MSL) on America Online, CompuServe, GEnie, Inter(cid:173)
`net, Microsoft Developer Network, Microsoft Download Service (MSDL), Microsoft
`TechNet, and the Microsoft Network. Here you'll find a collection of binary (non(cid:173)
`text) files, including device drivers, utilities, Help files, and technical articles for all
`Microsoft products.
`• Microsoft TechNet and Microsoft Developer Network (MSDN) CD-ROMs These
`subscription services offer KB, MSL, and other information on CD-ROM. To subscribe
`to these services, call (800) 344-2121 for Microsoft TechNet or (800) 759-5474 for
`MSDN.
`• Online support forums Online support forums are frequented by end-users,
`third-party developers, and Microsoft support staff who can answer many of your
`questions quickly. You can find Microsoft forums on America Online, CompuServe,
`GEnie, the Internet, and the Microsoft Network.
`
`You can reach the KB and MSL at these Internet sites:
`
`• Microsoft World Wide Web at www.microsoft.com
`• Microsoft Gopher at gopher.microsoft.com
`• Microsoft FTP at ftp.microsoft.com (supports anonymous logon)
`
`You can reach the KB, MSL, or Microsoft forums from CompuServe:
`
`• To reach the KB, type GO MSKB at any ! prompt or choose equivalent menu
`options from your CompuServe navigation program.
`• To reach the MSL, type GO MSL at any ! prompt or choose equivalent menu options.
`• To reach the Microsoft forums, type GO MICROSOFT at any ! prompt or choose
`equivalent menu options. To reach the Microsoft Access forum directly, type GO
`MSACCESS or choose equivalent menu options.
`
`To reach the KB from America Online:
`
`• Choose Go To> Keyword and type Microsoft in the Enter Word(s) box. In the
`Microsoft Resource Center, click on Knowledge Base.
`
`To reach the KB from the Microsoft Network:
`
`1. Log on to the Microsoft Network.
`2. Click on the Start button on the Windows Taskbar and then select Find > On the
`Microsoft Network.
`
`

`

`SHARING ACCESS INFORMATION WITH OTHER OFFICE PROGRAMS
`
`115
`
`3. Type Knowledgebase in the Containing text box and then click on Find Now.
`4. Double-click on the topic that appears.
`
`For more information about all the resources mentioned above, look up Technical
`Information and its subtopics in the Help Index of any Microsoft Office program. If you're
`a member of the Microsoft Network, you can connect to many of these resources by
`choosing Help> Microsoft on the Web from any Microsoft Office program's menu bar.
`
`Sharing Access Information with other Office Programs
`
`Imagine having to retype all the names and addresses that you've painstakingly stored
`in your Access database-just to send form letters from Microsoft Word. And who in
`their right mind would want to retype data stored in Excel worksheets after deciding
`that a database table offers a more efficient way to store that information? None of that
`tedium and wasted effort is necessary when you use Windows 95 technologies and the
`integrated Microsoft Office suite. In the next few sections, we'll summarize ways to
`transfer information to and from Access and point you to places in this book where you
`can get more details.
`
`0
`~ cu
`·~
`~
`0
`c:: <
`
`If you get messages about difficulties in starting programs or establishing links
`between programs, chances are that your computer does not have enough memory
`to complete the job you're trying to do. To solve this problem, respond to any mes(cid:173)
`sages that appear and restart your computer (Start>- Shutdown >-Yes). Then launch
`only the program or programs that absolutely must be in memory at the same time
`and try the operation again. If you still have problems, you may need to install more
`memory on your computer. (Access itself requires about 12MB of memory, and you'll
`often need at least 16MB to perform tasks that involve multiple Office programs.)
`
`Using Import and Export
`You can use file import or link techniques to create an Access table from data stored in
`an external file, such as an Excel worksheet. To get started, go to the Access database
`window and choose the File > Get External Data > Import or File > Get External Data
`> Link Tables commands.
`To convert data in an Access table (or other object) for use in another program such
`as Excel or Word, use the export feature. After exporting the Access data, you can start
`the other program, open the file you created, and use it normally. To start exporting
`data from Access to another format, go to the database window and click on the table,
`query, form, or other object that contains the data you want to export. Then choose
`File > Save As/Export.
`
`

`

`116
`
`CHAPTER 4 • ABOUT ACCESS 97, OFFICE 97, WINDOWS 95, AND THE INTERNET
`
`....
`
`Chapter 7 explains how to create Access tables from files stored in these formats:
`Access, Excel, Paradox, text files, dl3ASE, foxPro, Lotus 1-2-3, ODBC databases, and
`HTML. There you'll also learn how to export data from Access to these formats: Access,
`Excel, Paradox, text, dBASE, FoxPro, Lotus 1-2-3, Rich Text Format, Microsoft Word Merge,
`ODBC databases, and HTML. See Chapter 7 for information on how to use the Publish to
`the Web Wizard to set up dynamic links between an Access database and the Internet.
`
`Using OLE
`
`Windows 95 OLE technology offers many ways to share selected data or entire files
`between Microsoft Access, Microsoft Office, and other Windows programs. Chapter 8
`provides step-by-step instructions for using these techniques to put data into Access
`tables, including OLE fields. But let's take a quick peek now at what's available.
`
`Using the Clipboard
`The cut-copy-and-paste technique offers a versatile way to exchange selected data between
`programs. If possible, the original formatting is preserved when you complete the paste
`operation. (When you paste rows from a Microsoft Access datasheet to another program,
`the field names also come along for the ride.)
`In a nutshell, the cut-copy-and-paste procedure is as follows:
`
`1. Select the object you want to move or copy using the standard selection methods
`for the program you're copying or moving from.
`2. Choose Edit>- Copy (Ctrl+C) or Edit>- Cut (Ctrl+X), or click on the Copy or Cut
`toolbar button if it's available. Your selection will be copied (if you chose Copy) or
`moved (if you chose Cut) to the Windows Clipboard.
`
`_,-c>..-IE.
`~ The Windows Clipboard is a scratchpad area in your computer's memory. Each
`time you copy or cut a selection to the Clipboard, the new selection replaces the
`previous contents of the Clipboard. Data on the Clipboard usually stays around
`until you exit Windows.
`
`3. Start the target program and open the document, table, or other object where the cop(cid:173)
`ied or moved data should appear. Then put the cursor where the data should appear.
`4. Paste the data from the Clipboard by following one of these steps and then answer
`any prompts that appear.
`
`• Choose Edit>- Poste (Ctri+V) or click on the Paste toolbar button.
`
`

`

`SHARING ACCESS INFORMATION WITH OTHER OFFICE PROGRAMS
`
`117
`
`• Choose Edit >- Paste Special (if available), complete the Paste Special dialog
`box, and then click on OK.
`• In Access only, choose Edit >- Paste Append to add records to the end of the
`table shown in the current datasheet or form.
`
`5. The pasted material will appear on your screen.
`
`Using the Insert Menu Commands
`You also can use commands on the Insert menu to insert all or part of an object into the
`current document, presentation, OLE Object field, or other object. The steps for insert(cid:173)
`ing and the appearance of the inserted data depend n which program you' re using
`when you insert the data, which Insert command ym.1 hoose, and which lyp of data
`you insert.
`Here, for example, are the steps for inserting Access table data into a Microsoft Word
`document. The inserted data becomes a standard Word table that's independent of the
`original Access table.
`
`1. Start Microsoft Word and open the document that should contain the Access table
`data.
`2. Choose View>- Tool bars >- Database and then click on the Insert Database button.
`3. Click on Get Data under Data Source: in the Dat::~base dialog box.
`4. Click on the change Files o{Type: toMS Access Databases (*.mdb) in the Open Data
`Source dialog box and then locate the database yOLl wa nt to use. In the next dialog
`box, select the table you want to include in your d l umcnt.
`5. Click on the Query Opli ns button if you want to select fields and values to insert.
`Click on the Table AutoFormat button to choose a format for the inserted data.
`6. Click on the Insert Data button, complete the Insert Data dialog box that appears,
`and then click on OK.
`
`Flgure 4.8 shows th sc.r en , fter we in erted the Employees table data from our sample
`rder Enuy database in t a Microsoft Word document. In this example, we chose the
`Cia sic Z Tab! Autoformat ·t 1 and h1d the table gridlines (Table>- Gridlines).
`In most Office programs, you can use the Insert>- Object command either to insert
`an w obje t tha t you create on the fly or to insert an existing object that's stored in a
`fJle. hapter 8 takes you th r ugll the teps for inserting objects into OLE Object fields
`in Ac ess, s w' won't r p at them here. (The steps for inserting an object are similar
`whether y u start from Acces ·, l~x el, Bxcl1an ge, PowerPoint, or Word.)
`If the program can do so, it will show the inserted data with its "real" appearance;
`otherwise, the inserted data will appear as a "package" icon. (A package icon is simply an
`icon that represents the file the inserted data is part of.) In Figure 4.9, for example, we
`
`

`

`118
`
`CHAPTER 4 • ABOUT ACCESS 97, OFFICE 97, WINDOWS 95, AND THE INTERNET
`
`MildQ;It«:W
`Here we used
`the Insert Data-
`base button on
`the Database
`too/bar in Word
`to copy the
`Employees table
`data from our
`sample Order
`Entry database
`to a Microsoft
`Word document.
`
`Open the Database toolbar in Word.
`
`Click the Insert· Database button.
`
`• ·
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`Product Evat>gelist
`President.
`
`(206)555-9857
`(206)555-94&2
`(206)555-3412
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`inserted the bitmap file named arcade. bmp from the \Windows folder into the Word doc(cid:173)
`ument from Figure 4.8. Next to the bitmap file, we inserted the Address Book Lessons
`sample database. Notice that the bitmap file appears as a picture, but the Address Book
`Lessons database object appears only as a package icon, because Word can't display an
`entire database at once. To open either inserted object for viewing or editing, simply
`double-click on the object's picture or icon .
`When you're done working with the inserted object, do one of the following:
`
`• If the object opened within the main program window, click outside the object.
`The hashmarks and si zing handles around the object will disappear, and the main
`program's tools and menu bar will reappear.
`• If the object opened in a separate program window, choose File > Exit from
`the object's program window. You'll be returned to the main program window.
`
`

`

`SHARING ACCESS INFORMATION WITH OTHER OFFICE PROGRAMS
`
`119
`
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`mands to insert
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`and an Address
`Book Lessons
`database into
`the document.
`
`Sales Replooer>tativo
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`Sales Manager
`Sales Representative
`Office Manager
`Vice President, Marketing
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`President
`
`(2 06)~55- 9857
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`Sec I
`
`Inserted bitmap file
`has its "real" appearance .
`
`Inserted Access database
`appears as a "package" icon.
`
`Dragging and Dropping
`The drag-and-drop technique is a convenient way to copy or move selected data from
`one open program to another. You can't drag and drop between all Windows programs,
`but a little experimentation should quickly reveal what's possible. Figure 4.10 shows
`the basic drag-and-drop procedure.
`Here's how to reproduce the example in Figure 4.10:
`
`1. Start Microsoft Word and Microsoft Access; then open a Word document that con(cid:173)
`tains some text and an Access table that contains an OLE Object field. Next, tile the
`programs vertically on the screen by right-clicking on an empty area of the Win(cid:173)
`dows Taskbar and choosing Tile Vertically from the shortcut menu.
`2. Select the text you want to copy in the Microsoft Word document.
`3. Hold down the Ctrl key while dragging the selected text from the Microsoft Word
`window to the OLE Object field