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Transcript
Exploring Microsoft Access Chapter 4 Relational Databases, External Data, Charts, and the Switchboard Objectives (1 of 2) • Describe one-to-many relationship • Create a one-to-many relationship • Use the Get External Data command • Create and modify a multiple-table Select query Objectives (2 of 2) • Use aggregate functions to create a Totals query • Use Microsoft Graph to create a chart based on a table or query • Use the Switchboard Manager to create and/or modify a switchboard • Compact, repair, and convert a database to a previous version of Access Overview • How to share data among Microsoft Office applications • Display data from two tables in one query • A Total query aggregates the results from groups of records to create summary information • Create a user interface • Compact, repair, and convert a database Multiple-Table Queries • One-to-many relationship • Primary key • Foreign key • Referential integrity Get External Data • Get External Data command • Export command • Import Spreadsheet Wizard • Import Text Wizard • Importing versus linking Multiple Table Query Primary key in Consultants Table Relationship between tables (one to many) Each field & table to display Foreign key in Clients Table Total Queries • Summary functions • Total row • Group By • Count function • Sum function Total Query Click drop-down arrow Select Count from drop-down menu Chart Wizard (1 of 6) Select Chart Wizard from the New Report dialog box Select the table or query for the report from the drop-down menu Chart Wizard (2 of 6) Select the fields to be included in the chart Inserts only the selected field Removes only the selected field Inserts all fields Removes all fields Chart Wizard (3 of 6) Select the chart type Description of the currently selected chart type Chart Wizard (4 of 6) Preview the chart Chart Wizard (5 of 6) Title the chart Legend display View the chart or design view Chart Wizard (6 of 6) Zoom Modified Y and X axis now match the query data Chart from Wizard The User Interface • Switchboard • Switchboard Manager • Switchboard Items table Switchboard Manager Graphic Position of menu items Other Access Utilities • Convert Database command – Changes the file format to an earlier version of Access • Compact and Repair Database command – Compact: Reduces file size – Repair: Automatically run if unable to open an Access database Compact the Database Select the Database to compact Click Compact Chapter 4 Summary (1 of 2) • One-to-many relationships • A query can display data from multiple tables • The Get External Data command • A Total query performs calculations on a group of records using summary functions Chapter 4 Summary (2 of 2) • Switchboard Manager creates the user interface (Switchboard) • Convert Database command changes an Access 2000 file to a previous version • Compact and Repair Database command