“Link” tables

Linking tables in “Access” is a wonderful feature that allows us to connect various types of external data.

When you create a “Link”, like eg. an “Excel” spreadsheet, “Access” will not import the table, nor will it change the type of data.

However you have the opportunity to make any changes, improvements etc. Just as it was an “Access” table.

A linked table in “Access” can be identified by the arrow for the filename.

Linked tables are useful when we make changes via the “Link” table in “Access” becuase it automatically records and updates information in the original file.

When you delete a linked table in “Access”, it is important to know that only the “Link” is removed, and not the original file.

To create a “Link” to an external file, we select “Tables” in the “Objects window” and click “New”.

We choose “Link table”, and click OK.

In the “Link” dialog we click on the dropdown menu “Files of type:”.
Select the file and click “Link”.

In the next window we select which worksheet we want, select an option and click “Next”.
In the second window, we determine whether we want headers.
Make your choice and click “Next”.

In the last window we give a name and click “Finish”.

Importing external files

We can also use “Access” to import files from other programs, such as eg other database files, Excel files or text files.

When you import information into “Access”, it will be saved as an “Access” table.

Changes made in the imported table in “Access” will not be stored in the original file.
And changes in the original file will not be stored in the “Access” table.

To import a table, we select “Tables” in the “Objects window” and click New.

We choose “Import Table” and click OK.

The “Import” dialog box appears.

In the dropdown menu “Files of type:” select the file type.

We choose the file from the “Look in:” drop-down menu and click “Import”.

Depending on the type of file we want to import, an “Import Wizard” assists us.

Go through the windows, give the file a name and click “Finish”.

Now you have the option to treat the imported table as any table in Access.

Set Database password

Once you’ve created the database, you might want to enter a password to protect your data against unauthorized access.

To set a password, we must first open the database as “Exclusive”.

Open “Access”.
Click on “File”and select “Open”.
Select the “Access” database and click on the arrow next to “Open”.
And click on “Open Exclusive”.

This will open our database.
When we open the database, we select “Tools”– “Security” – “Set Database Password”.

This opens the “Set Database Password” dialog box.

Enter your password, verify it, and click OK.

Write down your password somewhere, because if you forget, then you can not get access to your database and you may have to start all over again.

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