Download ACCESS Chapter 4

Exploring Microsoft
Access 2003
Chapter 4- Proficiency:
Relational Databases, Pivot
Charts, and the Switchboard
Robert Grauer and Maryann Barber
Committed to Exploring
Shaping
the Next Generation of IT Experts.
Office 2003 - Grauer and Barber
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Objectives

Import data from Excel into Access database

Create a one-to-many relationship

Create a report containing a relationships
diagram

Use the Get External Data command

Create and modify a multiple-table select query
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Objectives (continued)

Create a totals query

Use Microsoft Graph to create a chart based
on a table or query

Create and modify a switchboard

Compact and repair a database
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Get External Data

Get External Data command

Export command

Import Spreadsheet Wizard

Import Text Wizard

Importing versus linking
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Demo On
Importing Data
From Excel
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Creating Relationships
 Relational
Data Bases
 Creating Related Tables
FROM: Foreign key in Source
table
 TO: Primary Key in Target
table

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Multiple-Table Queries

One-to-many relationship

Primary key

Foreign key

Referential integrity
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Demo On Relating
Tables Using
UsedCars
Database
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Demo On
Exporting Data
To Excel -- Used
Cars Database
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Multiple Table Query
Foreign key in
Clients table
Primary key in
Consultants table
Relationship between
tables (one to many)
Each field and
table to display
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Hands-on Exercise 1

Title of Exercise: Importing Data From Excel

Objective: to import an Access table from an
Excel workbook; create a one-to-many
relationship, and create a multiple-table query


Input file: Investment workbook (Excel)
Investment database (Access)
Output file: Investment workbook Investment
database (modified)
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Total Queries

Summary functions

Total row

Group By

Count function

Sum function
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Total Query
Click drop down
arrow in Total row
Select Count from
drop-down menu
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Pivot Tables and Pivot Charts

Pivot tables compute summary stats for the
records according to supplied parameters

Pivot chart provides the same information in
graphical form
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Pivot Tables
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Pivot Chart
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Chart Wizard (1 of 6)
Choose the Query
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Chart Wizard (2 of 6)
Select the fields to be included in the chart
Inserts the
selected field
Removes only the
selected field
Inserts all fields
Removes all fields
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Chart Wizard (3 of 6)
Select the chart type
Description of
The currently
Selected chart
type
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Chart Wizard (4 of 6)
Preview the chart
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Chart Wizard (5 of 6)
Title the chart
Legend display
option
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Chart Wizard (6 of 6)
The completed chart
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Hands-on Exercise 2

Title of Exercise: Total Queries, Charts, and
Pivot Tables

Objective: to create a total query; to use
Microsoft Graph to present data from an
Access object in graphical form


Input file: Investment database (after exercise 1)
Output file: Investment database (modified)
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The User Interface

Switchboard

Switchboard Manager

Switchboard Items table
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Switchboard Manager
Graphic
About
Investments form
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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
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Compact the Database
Select the
Database to
compact
Click Compact
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Hands-on Exercise 3

Title of Exercise: The Switchboard Manager

Objective: to create a switchboard and user
interface; to compact a database.


Input file: Investment database (after exercise 2)
Output file: Investment database (modified)
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Chapter 4 Summary

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
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Chapter 4 Summary (continued)

Pivot table/chart displays summary stats for
records in a table according to supplied
parameters

Switchboard Manager creates the user
interface

Convert Database command changes an
Access 2000 file to a previous version
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End-of-chapter Exercises

Multiple Choice

Practice With Access







Exercise 1 – The Oscars
Exercise 2 – Definitely Needlepoint
Exercise 3 – Metro Zoo
Exercise 4 – The Shopping Mall
Exercise 5 – Best Realty
Exercise 6 – The Fishing Pole
Exercise 7 – Database Wizard
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End-of-chapter Exercises (continued)

Practice With Access (continued)


Exercise 8 – The HMO Database
On Your Own



Recreational Sports League
The Franchise
The Loan Officer
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Questions?
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