How to Link Tables in Access

Last Updated: October 21, 2021

Microsoft Access allows tables and databases to connect with each other. This capability can increase your efficiency and easily spread information that is required for multiple departments or reports. You can make changes in the original table and the linked table that will create changes in both Access databases.

Part 1

Part 1 of 2:

Preparing a Database Before Linking

1
Find out what version of Access you and other computers are running. Open a document in Microsoft Office and go to the Help tab. Click on the drop down menu and select “About Microsoft Office.”
- You should see the year that your version of Access was made, such as 2007 or 2013.
2
Ensure it is a table, not a report or form that you are trying to link. You can only import tables, queries and macros from Access 2.0 and Access 95 into Access 2007 or later. Other items, such as forms, reports or modules can’t be linked.

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3
Save the databases you want to link in an accessible location. Ensure they are one of the following file types: MDB, MDE, ACCDB or ACCDE.
4
Make sure you know the password if any of the databases are password protected. You will be prompted to enter this password during the linking process if it applies. Keep in mind that you can’t use read-only databases; you will need full permissions.
5
Ensure that you are not trying to link to a table that is already linked from a different location. You can only link from the table at its original source.
6
Close the database that holds the table you want to link to the new database.^{[1]
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Part 2

Part 2 of 2:

Linking Tables in Access

1
Open the new access database where you will add the table information. Click on the table that you want to link. This can be an existing database or a brand new one containing no information.
2
Name the table the same name or a similar name as linked table in your other database. This will help you keep the data straight.
3
Save the database and get ready to link tables. Click the “Access” button in the horizontal toolbar. A dialog box will appear that says “Get External Data.”
4
Use the browser button to find the existing database that holds the table you want to link. Select the table within that database that you want to link. Click “Ok” when you have located it.
5
Select the radio button that says “Link to the data source by creating a linked table.” Click “Ok.” You may be asked to enter your password at this point.
6
Wait for the table to appear. Once it is linked, you can change the data in your new database and it will also change in your original table. This is true of changes in the original file as well.
7
Repeat the procedure. You can link to many tables at once.^{[2]
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