Access 2007 ® Use Databases How can Access help you to find and use information?

Lesson 4: Maximize Database Functions Access can help you to format the data in your database to improve search results, and to share data from other programs.

How can I use data from a different program? Can Access link to external data sources? How can I organize and find records? How can I change the appearance of a report? How can I move data to another program? What vocabulary words should I review? Lesson 4: Maximize Database Functions View This Presentation to Answer the Following Questions:

You can import data to create a table from CSV files, Excel files, and other Access databases. Lesson 4: Maximize Database Functions If you need to incorporate data from a different program into your database, import it. A wizard will help you normalize it, or make sure it is structured correctly and that there are no repeated groups of information.

Access can save the steps you use to import data so that you do not have to repeat the same operations. Lesson 4: Maximize Database Functions When you want to import similar data, simply run the import steps, or import specifications, that you saved. The new data will be entered with the same specifications.

Lesson 4: Maximize Database Functions A linked table in Access will show the data, but you must work in the original data source to edit or add information. Access can link to an external data source, such as Excel, if you want to keep the data in its original program.

Tech Check How can you create a table from outside sources, such as Excel files and other Access databases? Answer: You can import data to create a table from outside sources. Lesson 4: Maximize Database Functions

Tech Check How do you avoid repeating the same steps when importing similar data from external sources? Answer: You can avoid repeating the same steps by running the import specifications, or import steps, that you saved the last time you imported data. Lesson 4: Maximize Database Functions

To update or edit queries in Access, you can add or remove tables from the existing queries. Lesson 4: Maximize Database Functions You might want to add new tables that you have imported or remove outdated tables to show only information that is up-to-date or that has been changed.

To further refine the information that queries present, you can update or edit queries. Lesson 4: Maximize Database Functions You can add criteria to an existing query using the criteria fields. You can also set a parameter, or limit, which will prompt you for the proper criteria.

Lesson 4: Maximize Database Functions Access allows you to set up a calculated field in a query to perform a calculation. When you change the data in the query, Access recalculates the field.

Use an aggregate function to gather together data from different records and display it in the query. Lesson 4: Maximize Database Functions Access provides several functions to help you gather data and make calculations.

The Sum function adds the numbers in a column to give you a total quantity. The Sum function adds the numbers in a column to give you a total quantity. Lesson 4: Maximize Database Functions The Count function tells you how many separate numbers are in the column. For example, the sum of is 55. The count is 5.

To organize and find records in Datasheet View, you can sort the records in a table or query. Lesson 4: Maximize Database Functions In a query that lists customer orders, you can list all of a particular customer’s orders together, or you can view orders by date or size.

Information in forms can be sorted in much the same way you sort the information in a table. Lesson 4: Maximize Database Functions To sort records in a form, determine the sorting order for each field and then use the Sort & Filter tools to set the order.

You can incorporate data from a form or a report into a PowerPoint presentation or a business report written in Word. Lesson 4: Maximize Database Functions Being able to explain data results to others is an important part of managing a database.

Tech Check How do you perform a calculation in a query? Answer: To perform a calculation in a query, set up a calculated field. Lesson 4: Maximize Database Functions

Tech Check How do you sort orders in a form? Answer: To sort records in a form, determine the sorting order for each field and then use the Sort & Filter tools to set the order. Lesson 4: Maximize Database Functions

Academic Skills Check What is the sum of , and what is the count? Answer: The sum of is 35, and the count is 4. Lesson 4: Maximize Database Functions

Rather than take the time to build a query to return data from a single table, you can filter the data within the table. Lesson 4: Maximize Database Functions Filters show only the data that fit the criteria, leaving out the information that you do not want to see. For example, you can sort data in ascending or descending order.

To filter the data within a query, create common table and query filters or use Access to design advanced filters. Lesson 4: Maximize Database Functions

You can filter the data within a form as you would in a table or query. Lesson 4: Maximize Database Functions You can design advanced filters or use the common filter tools available on the Ribbon.

Report filters show only the data that fit the criteria. Reports can be designed using advanced filters or common filter tools. Lesson 4: Maximize Database Functions

Unlike a table or a query, a report is a complete document and can be edited. Lesson 4: Maximize Database Functions To change the appearance of a report, apply different AutoFormats. Many report formats correspond to the Themes available in Word, PowerPoint, and Excel, to help you create an integrated presentation.

Reports do not save filters, but tables, queries, and forms do. Lesson 4: Maximize Database Functions When you create filters, the filter remains until you turn it off or clear it permanently.

To move data created in Access to another program, export it. Lesson 4: Maximize Database Functions Access allows you to export the data from a table’s current database file to different files, programs, or databases. You can export the table with the data in it, or export only the structure of the table itself.

Access also allows you to export data from queries to different files, programs, or databases. Lesson 4: Maximize Database Functions

If you plan to repeat the export process more than a few times, set up and save export specifications so that you can run them later. Lesson 4: Maximize Database Functions

Into what other programs can you incorporate database information to make a public presentation or report? Answer: You can incorporate information from your database into a PowerPoint presentation or a business report written in Word. Academic Skills Check Lesson 4: Maximize Database Functions

What do filters show in any database object? Answer: In any database object, filters show only the data that fit the criteria that you set. Tech Check Lesson 4: Maximize Database Functions

In what types of database objects can you filter data? Answer: You can filter data in tables, queries, forms, and reports. Tech Check Lesson 4: Maximize Database Functions

When you create a filter in a table, query, or form, how long does the filter remain? Answer: When you create filters in a table, query, or form, the filter remains on until you turn it off or remove it permanently. Tech Check Lesson 4: Maximize Database Functions

Vocabulary Review normalize To make sure that a table is structured correctly and contains no repeated groups of information. Lesson 4: Maximize Database Functions

Vocabulary Review link The action of attaching one data source to another. Lesson 4: Maximize Database Functions

Specifications that can be saved to indicate how data should be imported. import specifications Vocabulary Review Lesson 4: Maximize Database Functions

parameter A limit. You can apply a parameter to a query. Vocabulary Review Lesson 4: Maximize Database Functions

aggregate function Vocabulary Review A formula used to calculate counts, totals, averages, and other statistics for groups of records. Lesson 4: Maximize Database Functions

export specification Terms that allow users to define how data will be exported from Access to another destination. Vocabulary Review Lesson 4: Maximize Database Functions