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Tutorial 8 Sharing, Integrating and Analyzing Data

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1 Tutorial 8 Sharing, Integrating and Analyzing Data

2 Objectives Session 8.1 Export an Access query to an HTML document and view the document Import a CSV file as an Access table Use the Table Analyzer Import a table from another Access database Import and export XML files Save and run import and export specifications New Perspectives on Microsoft Access 2013

3 Objectives (Cont.) Session 8.2
Create a tabbed form using a tab control Understand the difference between importing, embedding, and linking external objects Embed a chart in a form Create and use an application part Export a PDF file Link data from an Excel workbook New Perspectives on Microsoft Access 2013

4 Sharing, Integrating and Analyzing Data
Case - Chatham Community Health Services Creating Custom Reports for Chatham Community Health Services User wants other employees to have access to the Clinic database and share data among the different programs employees use User would also like to be able to analyze the data in the database Tasks include: Importing, exporting, linking, and embedding data Creating application parts Explore the charting features New Perspectives on Microsoft Access 2013

5 Sharing, Integrating and Analyzing Data (Cont.)
New Perspectives on Microsoft Access 2013

6 Sharing, Integrating and Analyzing Data (Cont.)
New Perspectives on Microsoft Access 2013

7 Exporting an Access Query to an HTML Document
New Perspectives on Microsoft Access 2013

8 Exporting an Access Query to an HTML Document (Cont.)
New Perspectives on Microsoft Access 2013

9 Exporting an Access Query to an HTML Document (Cont.)
Viewing an HTML Document Using Internet Explorer You can view the HTML document that you created using any web browser Right-click Crosstab in the file list to open the shortcut menu Click Open with Click the name of your web browser, such as Internet Explorer Click the OK button (if necessary). Internet Explorer starts and opens the Crosstab web page New Perspectives on Microsoft Access 2013

10 Importing a CSV File as an Access Table (Cont.)
A CSV (comma-separated values) file is a text file in which commas separate values, and each line is a record containing the same number of values in the same positions This is a common format for representing data in a table and is used by spreadsheet applications such as Excel as well as database applications New Perspectives on Microsoft Access 2013

11 Importing a CSV File as an Access Table (Cont.)
New Perspectives on Microsoft Access 2013

12 Importing a CSV File as an Access Table (Cont.)
New Perspectives on Microsoft Access 2013

13 Importing a CSV File as an Access Table (Cont.)
New Perspectives on Microsoft Access 2013

14 Importing a CSV File as an Access Table (Cont.)
Analyzing a Table with the Table Analyzer The Table Analyzer analyzes a single table and, if necessary, splits it into two or more tables that are in third normal form The Table Analyzer also looks for redundant data in the table and removes redundant fields from the table and then places them in new tables New Perspectives on Microsoft Access 2013

15 Importing a table from an Access Database
You can import tables, queries, reports, and other Access database objects New Perspectives on Microsoft Access 2013

16 Importing a table from an Access Database (Cont.)
New Perspectives on Microsoft Access 2013

17 Using XML XML (Extensible Markup Language) is a programming language that is similar in format to HTML, but is more customizable and is suited to the exchange of data between different programs Unlike HTML, which uses a fixed set of tags to describe the appearance of a web page, developers can customize XML to describe the data it contains and how that data should be structured New Perspectives on Microsoft Access 2013

18 Using XML (Cont.) Importing Data from an XML File
Access can import data from an XML file directly into a database table New Perspectives on Microsoft Access 2013

19 Using XML (Cont.) New Perspectives on Microsoft Access 2013

20 Using XML (Cont.) Saving and Running Import Specifications
If you need to repeat the same import procedure many times, you can save the steps for the procedure and expedite future imports by running the saved import steps without using a wizard New Perspectives on Microsoft Access 2013

21 Using XML (Cont.) New Perspectives on Microsoft Access 2013

22 Using XML (Cont.) New Perspectives on Microsoft Access 2013

23 Using XML (Cont.) Exporting an Access Table as an XML File
New Perspectives on Microsoft Access 2013

24 Using XML (Cont.) New Perspectives on Microsoft Access 2013

25 Using XML (Cont.) New Perspectives on Microsoft Access 2013

26 Using XML (Cont.) Saving and Running Export Specifications
Saving the steps to export a table as an XML file will save time and eliminate errors New Perspectives on Microsoft Access 2013

27 Using XML (Cont.) New Perspectives on Microsoft Access 2013

28 Creating a Tabbed Form Using a Tab Control
New Perspectives on Microsoft Access 2013

29 Creating a Tabbed Form Using a Tab Control (Cont.)
Use the Tab Control tool to insert a tab control, which is a control that appears with tabs at the top, with one tab for each form Users can switch between forms by clicking the tabs New Perspectives on Microsoft Access 2013

30 Creating a Tabbed Form Using a Tab Control (Cont.)
New Perspectives on Microsoft Access 2013

31 Creating a Tabbed Form Using a Tab Control (Cont.)
New Perspectives on Microsoft Access 2013

32 Creating a Tabbed Form Using a Tab Control (Cont.)
New Perspectives on Microsoft Access 2013

33 Integrating Access with Other Programs
When you integrate information between programs, the program containing the original information, or object, is called the source program, and the program in which you place the information created by the source program is called the destination program Access offers three ways for you to integrate objects created by other programs Importing - When you import an object, you include the contents of a file in a new table or append it to an existing table, or you include the contents of the file in a form, report, or field New Perspectives on Microsoft Access 2013

34 Integrating Access with Other Programs (Cont.)
Embedding - When you embed an object in a form, report, or field, you preserve its connection to the source program, which enables you to edit the object. However, any changes you make to the object are reflected only in the form, report, or field in which it is embedded; the changes do not affect the original object in the file from which it was embedded Linking - When you link an object to a form, report, or field, you include a connection in the destination program to the original file maintained by the source program; you do not store data from the file in the destination program. Any changes you make to the original file using the source program are reflected in the linked file version in the destination program New Perspectives on Microsoft Access 2013

35 Embedding a Chart in a Form
New Perspectives on Microsoft Access 2013

36 Embedding a Chart in a Form (Cont.)
New Perspectives on Microsoft Access 2013

37 Embedding a Chart in a Form (Cont.)
New Perspectives on Microsoft Access 2013

38 Embedding a Chart in a Form (Cont.)
New Perspectives on Microsoft Access 2013

39 Embedding a Chart in a Form (Cont.)
New Perspectives on Microsoft Access 2013

40 Using Templates and Application Parts
A template is a predefined database that can include tables, relationships, queries, forms, reports, and other database objects You can create your own template from an existing database file or choose from a list of predefined templates In addition to creating a standard template, you can also create an application part, which is a specialized template that can be imported into an existing database A standard template would be used to create a new database file An application part is used when you already have a database file that you’re working with, and would like to include the content from an application part in your existing database New Perspectives on Microsoft Access 2013

41 Using Templates and Application Parts (Cont.)
New Perspectives on Microsoft Access 2013

42 Using Templates and Application Parts (Cont.)
New Perspectives on Microsoft Access 2013

43 Using Templates and Application Parts (Cont.)
New Perspectives on Microsoft Access 2013

44 Using Templates and Application Parts (Cont.)
New Perspectives on Microsoft Access 2013

45 Exporting a report to a PDF File
PDF (portable document format) is a file format that preserves the original formatting and pagination of its contents no matter where it’s viewed Current versions of all major operating systems for desktop computers and handheld devices include software that opens PDF files New Perspectives on Microsoft Access 2013

46 Exporting a report to a PDF File (Cont.)
New Perspectives on Microsoft Access 2013

47 Linking Data from an Excel Worksheet
New Perspectives on Microsoft Access 2013

48 Linking Data from an Excel Worksheet (Cont.)
New Perspectives on Microsoft Access 2013


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