You can streamline an import and export operation you regularly use in Access by creating a specification for it and then creating a task in Microsoft Outlook to remind you to run the specification. For added convenience, the Outlook task contains a button that you can use to run the operation without opening the Access database. To use this feature, Outlook must be installed and configured on your computer.
You must first run an import or export operation to save it as a specification in Access before you can schedule it as an Outlook task. For information on how to save an import or export specification in Access, see the article Save the details of an import or export operation as a specification.
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.
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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.
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On the External Data tab, click Saved Imports or Saved Exports to select your specification.
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In the Manage Data Tasks dialog box, under the Saved Imports or Saved Exports tab, click your specification to select it.
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Click Create Outlook Task. Access starts Outlook, 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.
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In the Operation-Name-Task window in Outlook, review and modify the task settings, such as Due date and Reminder.
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If you want the task to run just once, specify a date in the Start date box.
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If you want the task to run at specific intervals, click Recurrence. In the Task Recurrence dialog box, specify at what intervals you want the specification to run, and then click OK. For help with setting up recurring tasks, see Outlook Help.
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On the Task tab in the Outlook Task window, in the Actions group, click Save & Close. Outlook creates a new task.
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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 or Run Export, and then click OK to perform the operation.
Run a scheduled import or export specification
At the scheduled time, Outlook displays a reminder. Use the following steps to run the operation:
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In the Reminder dialog box, click Open Item to open the task in Outlook.
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On the Task tab, in the Microsoft Office Access group, click Run Import or Run Export.
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Click OK to perform the operation.
You can also run the task at any time by following these steps.
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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.
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On the Task tab, in the Microsoft Office Access group, click Run Import or Run Export.
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Click OK to perform the operation.
What else should I know?
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For information on how to save an import or export specification, see the article Save the details of an import or export operation as a specification.
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For information on how to change a specification name, delete specifications, or update the names of source files in specifications, see the article Manage Data Tasks.
