Schedule an import or export operation

You can streamline an import and export operation you regularly use in Microsoft Office Access 2007 by creating a specification for it and then creating a task in Microsoft Office Outlook 2007 to remind you to run the specification. For added convenience, the Office Outlook 2007 task contains a button that you can use to run the operation without opening the Access database. To use this feature, Office Outlook 2007 must be installed and configured on your computer.

What do you want to do?


Create and schedule a new import or export specification

When you successfully complete an import or export operation by using a wizard, Access gives you the option to save the details of the operation as a specification. A specification contains all the information Access needs to repeat the operation without asking you to provide any input.

For example, an import specification that imports data from a Microsoft Office Excel 2007 workbook stores the name of the source Excel file, the name of the destination database, and other details, such as whether you appended to or created a new table, primary key information, field names, and so on.

As part of saving the specification, Access also gives you the option to schedule the operation by using an Outlook Task.

You can save and schedule an import or export operation that uses any of the file formats supported in Office Access 2007. However, you cannot save or schedule the details of a linking operation or of exporting only a portion of a datasheet.

Follow these steps to create and schedule a new import or export specification:

  1. Start the import or export operation from Access. The import and export wizards are available on the External Data tab.
  2. Follow the instructions in the wizard. After you click Finish, and if Access completes the operation, the wizard prompts you to save the details of the operation.
  3. Click Save import steps or Save export steps to save the details of the operation as a specification.
  4. In the Save as box, type a name for the specification.
  5. In the Description box, type a description to help you or other users identify the operation at a later time.
  6. Select the Create Outlook Task check box.
  7. Click Save Import or Save Export.

Access starts Outlook and creates a new task.

 Note   If Outlook is not installed, Access displays an error message. If Outlook is not configured properly, the Outlook Startup Wizard starts. Follow the instructions in the wizard to configure Outlook.

  1. In Outlook, review and modify the task settings, such as Due date and Reminder.

To make the task recur, click Recurrence. This figure shows the task scheduler with some typical settings:

The Outlook task scheduler

  1. On the Task tab in the Outlook Task window, in the Actions group, click Save and Close.

 Notes 

If you are new to importing or exporting data, the following articles explain how to import or export data from common file formats:

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Schedule an existing import or export specification

If you have an existing import or export specification, you can create an Outlook task for it by using the following procedure.

  1. Open the Access database that contains the specification, if it is not already open. When working with an import specification, this will be the destination database. With an export specification, this will be the source database.
  2. On the External Data tab, click Saved Imports (in the Import group) or Saved Exports (in the Export group) to select your specification.
  3. In the Manage Data Tasks dialog box, under the Saved Imports or Saved Exports tab, click your specification to select it.
  4. Click Create Outlook Task.

Access starts Office Outlook 2007, if it is installed.

 Note   If Outlook is not installed, Access displays an error message. If Outlook is not configured properly, Access displays the Outlook Startup wizard. Follow the instructions in the wizard to configure Outlook.

  1. In the -Task window in Outlook, review and modify the task settings, such as Due date and Reminder.
  2. If you want the task to run just once, specify a date in the Start date box.
  3. If you want the task to run at specific intervals, in the Options group on the Task tab (in the Outlook Task window), click Recurrence. In the Task Recurrence dialog box, specify at what intervals you want the operation to run, and then click OK. For help with setting up recurring tasks, see Outlook Help.
  4. On the Task tab in the Outlook Task window, in the Actions group, click Save and Close.

Outlook creates a new task.

  1. To run the specification at a later date, open the task in Outlook. On the Task tab, in the Microsoft Office Access group, click Run Import Button image or Run Export Button image, and then click OK to perform the operation.

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Run a scheduled import or export specification

At the scheduled time, Outlook displays a reminder. Use the following steps to run the operation:

  1. In the Reminder dialog box, click Open Item to open the task in Outlook.
  2. On the Task tab, in the Microsoft Office Access group, click Run Import Button image or Run Export Button image.
  3. Click OK to perform the operation.

You can also run the task at any time by following these steps.

  1. Open the task in Outlook. To do so, click Tasks in the Outlook Navigation Pane, and then click the task that you want to run.
  2. On the Task tab, in the Microsoft Office Access group, click Run Import Button image or Run Export Button image.
  3. Click OK to perform the operation.

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Applies to:
Access 2007