Presentation is loading. Please wait.

Presentation is loading. Please wait.

Using Excel and Access Together Chapter Extension 6.

Similar presentations


Presentation on theme: "Using Excel and Access Together Chapter Extension 6."— Presentation transcript:

1 Using Excel and Access Together Chapter Extension 6

2 CE6-2 Study Questions Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall Q1: Why use Excel and Access together? Q2: What is import/export? Q3: How can you create charts with Excel? Q4: How can you create group totals in Access? Q5: How can you use Excel to graph Access data? Q6: How can you use Access to report Excel data? Q7: How can you combine Excel and Access to analyze data?

3 CE6-3 Q1: Why Use Excel and Access Together? Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall Access is a DBMS for keeping track of things and creating reports Excel is good for creating sophisticated graphs and analyzing data Eliminates re-keying data, reduces labor and errors

4 CE6-4 Q2: What Is Import/Export? Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall Process of transferring data from one system to another –Creates connection to source data –Connection closed after data transferred

5 CE6-5 Import/Export of Text Data Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall Comma-delimited text file  Tab used to create a tab-delimited text file

6 CE6-6 Open a database, click on External Data tab Select file that contains data to import Click Import and OK Multiple-panel wizard opens Specify data file is delimited Name fields and data type Creating a Text File in Access Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall

7 CE6-7 External Data Menu Choice Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall

8 CE6-8 Importing Text Data into Access - Step 1 Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall

9 CE6-9 Importing Text Data into Access: Specifying a Delimited File - Step 2 Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall

10 CE6-10 Importing Text Data into Access: Specifying a Comma Delimited File - Step 3 Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall

11 CE6-11 Importing Text Data into Access: Naming & Describing Columns During Import - Step 4 Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall

12 CE6-12 Data After Import Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall

13 CE6-13 Q3: How Can You Create Graphs with Excel? Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall Data from Computer Budget workbook used for following examples –Pie chart –Column chart

14 CE6-14 Sample Pie Chart Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall

15 CE6-15 Creating the Pie Chart Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall

16 CE6-16 Selecting the Chart Tools Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall

17 CE6-17 Sample Column Chart Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall

18 CE6-18 Creating a Column Chart Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall

19 CE6-19 Creating the Chart Title Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall

20 CE6-20 Volunteer database from CE 5 used in following examples TV station manager wants to know TotalDonations for each date of fundraising effort. Also wants to know if some dates are better than others. Using WORK table, create a query to group all donations by date and sum TotalDonations for each group. Scenario: Q4: How Can You Create Group Totals in Access? Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall

21 CE6-21 Open Volunteer database Click Create tab Click Query Design Select WORK table Click Add Click Close How Can You Create Group Totals in Access? (cont’d) Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall

22 CE6-22 Selecting WORK Table for the Query Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall

23 CE6-23 Adding Date and Totaldonations to the Query Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall

24 CE6-24 Selecting Sum in Total Row for TotalDonations Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall

25 CE6-25 Results of Query with Group by Date Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall

26 CE6-26 Double- click Name to insert it into query table Double-click ProspectID and TotalDonations Click Totals icon to insert Total row in query table In Total row under ProspectID, select Count In Total row under TotalDonations, select Sum Create a column heading ProspectID column by keying “Hours Worked:” Create a column heading for TotalDonations as “Total Obtained:” Steps for Creating a Query to Compute Total Hours and Donations for Each Prospect Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall

27 CE6-27 Process for Creating a Query to Compute Total Hours and Donations for Each Prospect Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall

28 CE6-28 Results of the Query in Previous Slide Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall

29 CE6-29 Adding Average Donations Per Hour Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall

30 CE6-30 Results of the Query with Average Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall

31 CE6-31 Q5: How Can You Use Excel to Graph Access Data? Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall  Import Access query into Excel and use Excel’s graphing capability to display results To import data into Excel: Click Data tab Click Get External Data section, select From Access Select Volunteer database

32 CE6-32 Menu to Import Data from Access into Excel Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall 1.Click Data tab, then, 2.Get External Data 3.Select From Access

33 CE6-33 Selecting the Query to Import Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall

34 CE6-34 Placing Imported Data into Spreadsheet Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall

35 CE6-35 Spreadsheet with Imported Data Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall

36 CE6-36 Formatted Imported Data Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall

37 CE6-37 Bar Chart of the Imported Data Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall

38 CE Used Access to keep track of volunteers and their received donations, to query and group data—all tasks for which Access is ideally suited. 2. Then, imported that data into Excel and used Excel’s easy graphing capability to create charts. Reflect on What We Have Done Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall

39 CE6-39 Q6: How Can You Use Access to Report Excel Data? Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall Suppose you want to produce two different reports from this data 1.Group all expenses for a given expense category to produce an expense total. 2.Group all expenses for particular dates to produce an expense total for each date  Do both by importing Excel data into Access and using Access report generator

40 CE6-40 Sample Expense Data Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall

41 CE6-41 Creating a Named Range in Excel Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall Highlight data (including column headings) and click Formulas tab In Defined Names section, click Define Name and enter a suitable name  Note: Range names cannot have any spaces, so use underscores.

42 CE6-42 Creating a Named Range Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall

43 CE6-43 Close Excel workbook that has data Open Access database for importing Click External Data tab, then click Excel in Import section Click Import source data into new table in current database Click OK Click Show Named Ranges, select Event_Expenses Check box for First Row Contains Column Names Importing Data in Named Range into a New Access Table Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall

44 CE6-44 Importing Excel Data into Access Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall

45 CE6-45 Importing Excel Data into Access: Importing the Data in the Named Range Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall

46 CE6-46 Importing Excel Data into Access: Access Has Metadata to Guide Import Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall

47 CE6-47 After clicking Finish, Access creates table with metadata descriptions and places data into Event_Expenses table Open Event_Expenses table Click Create, click Report in Reports section Access generates a report to be modified to desired format Creating Expense Reports Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall

48 CE6-48 Grouping Report Data by Expense Category Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall

49 CE6-49 Creating Group Totals Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall

50 CE6-50 Resulting Report Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall

51 CE6-51 In Grouping & Totals section of Design ribbon, click Group & Sort. Click Add Click Expense Category, as shown in next slide In Design mode, click More and click Expense totaled Select Expense for Total On, Show Grand Total and Show in group footer Report finished Q7: How Can You Combine Excel and Access to Analyze Data? Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall

52 CE6-52 Creating a Query to Sum Expenses by Given Date Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall

53 CE6-53 Creating a Query to Combine Results of Two Other Queries Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall Merge EventDateTotals query with EventExpenseTotals query –Click Create/Query Design, then Queries tab in Show Table window, as shown in next slide. –Add both EventDateTotals and EventExpenseTotals to query –Drag Date field in EventDateTotals and drop on top of Event Date in EventExpenseTotals query –Add Date, SumOfTotalDonation, and Total Event Expense to query –Run (!) query –Save query as Event Results and Expenses

54 CE6-54 Combining the Results of Two Queries Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall

55 CE6-55 Matching Date Values in Two Queries Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall

56 CE6-56 Query with Columns Added Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall

57 CE6-57 Result of Query Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall

58 CE6-58 Click Data From Access in Get External Data section of ribbon Select Access database with query, and select Event Results and Expenses Open Excel workbook and import Event Results and Expenses query Import Events Results and Expenses into Excel Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall

59 CE6-59 Query Imported into Excel Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall

60 CE6-60 Imported into Excel Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall

61 CE6-61 Reflect on What Has Been Done with This Data Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall Total Donation data originated in Access and summed using an Access query Expense data from Excel worksheet Fund Raising Expense imported into Access, and summed in a query Results of Total Event Expense query imported back to Excel, and analyzed.

62 CE6-62 Active Review Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall Q1: Why use Excel and Access together? Q2: What is import/export? Q3: How can you create charts with Excel? Q4: How can you create group totals in Access? Q5: How can you use Excel to graph Access data? Q6: How can you use Access to report Excel data? Q7: How can you combine Excel and Access to analyze data?

63 CE6-63


Download ppt "Using Excel and Access Together Chapter Extension 6."

Similar presentations


Ads by Google