Using the Import Group to Import or Link to Outlook Data

There is also a familiar choice for linking Access tables to Outlook, now updated to a selection on the More menu of the Import group on the Ribbon. You can see this selection in Figure 8.3.

FIGURE 8.3

The Outlook Folder selection in the Import group on the Ribbon.

FIGURE 8.3

Selecting the Outlook Folder selection on the More menu opens a dialog box offering you three choices (shown in Figure 8.4): importing Outlook data into a new Access table, appending the data to an existing table, or linking the folder to a newly created Access table.

FIGURE 8.4

The Import/Link selections for Outlook folders.

FIGURE 8.4

The Import/Link selections for Outlook folders.

After selecting the "Link to the data source by creating a new table" option (shown in Figure 8.5) and clicking OK, the Link Exchange/Outlook Wizard opens, much the same as in previous versions of Office, letting you select a folder to link to an Access table.

FIGURE 8.5

Selecting the Tasks folder for linking to an Access table.

FIGURE 8.5

Selecting the Tasks folder for linking to an Access table.

On the next screen of the wizard, you can give the table a name; I use the "ol" prefix to indicate that the table is linked to Outlook. I made linked tables for tasks, contacts, and appointments (located in the calendar folder, and named as such). Figure 8.6 shows three linked Outlook tables in the Tables list; note the arrow indicating a linked table, and the distinctive icon for Outlook.

FIGURE 8.6

Access tables linked to Outlook folders.

I olCalertdar I olContarts I olTailcs

As with earlier versions of Office, the Link option has serious limitations. The linked olTasks table (shown in Figure 8.7) has a great many fields, but it lacks the crucial Subject field, making it all but useless.

FIGURE 8.7

A linked Outlook Tasks folder, lacking the Subject field.

% Complete» Team Task » Start Date »

Due Date » Date Completed »

Actual Work

Total Work »

1 0

o| o|

0 0

1 0

1 0

0 0

1 0

0 0

1 0

l| o|

1 0

l| o|

1 0

il nl

fiecoeü: M ifrf ;/- ~ H H ■ |5eatch [^^^Jitrl^^^l^^^d_►

fiecoeü: M ifrf ;/- ~ H H ■ |5eatch [^^^Jitrl^^^l^^^d_►

The linked olCalendar table (shown in Figure 8.8) does include the Subject field, as well as many mysterious and irrelevant fields such as MessageToMe and MessageCCToMe, but it lacks the crucial Start and End dates and times, so it is also useless.

FIGURE 8.8

A linked Outlook calendar.

"1

importance » icon «■ Priority

Subject

From

» MessageToMe «• Message CC

1 IPM.Appointm

0 Dr. Elliott

Unknown

1 IPM.Appointm

0 Dr. Paunovic

Unknown

1 IPM.Appointm

Qi True Colors — haircut

Unknown

1 IPM.Appointm

0 Blood drive — Accord Fire Company

Unknown

1 IPM.Appointm

0 Dr. Paunovic

Unknown

1 IPM.Appointm

0 Car wash -- Accord Fire House

Unknown

1 IPM.Appointm

0 Haircut

Unknown

1 IPM.Appointm

0 Haircut — True Colors

Unknown

1 IPM.Appointm

0 M&T Bank investment appointment

Unknown

Of the three, the linked olContacts table provides the best match for Outlook contacts: it does have most (but not all) of the standard contact item fields (though not the Customer ID field, which could be useful in linking records). However, the promise of linking Access tables to Outlook — specifically that changes made in Access will be saved to Outlook, and vice versa — is not completely fulfilled. For example, though I made changes to both the contact name and company name for a contact record in Access, only the company change was reflected back to Outlook. However, both contact and company name changes in Outlook were reflected to Access. Figure 8.9 shows the linked olContacts table.

FIGURE 8.9

A linked Contacts folder.

S3 alContacts -ax

First

Last '1

Title

Company •» Department - ■*■

_John

Mitchell

Mike

Mitchell

Abrams Foundation

Brett

Mitchell

Milky Way Publishing

Mike

Mitchell

Moving Pictures Company

Hjulie

Mitchell

Quantum Studios, Incorporated

Melinda

Mitchell

R&L Systems, Ltd.

Volentine

MMSS/LGSPP

¡Ken

Martin

| Big Business Support__1

Barbara

Adams

Eastern Outfitters

Kjell

Moldvik

-

Lexie

Molotoff

1 1

R.

Montgomery

¡Rick

Montgomery

Alfred

Moore

Western Partners, Inc.

Bruce

Moore

EnviroStar Insurance, Ltd.__ ■»•

Record: H 1 | 1575 of 2327 ]

0 0

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