Microsoft Office Access 2007 – Illustrated Importing and Exporting Data

Objectives Use database templatesUse database templates Use table templatesUse table templates Import data from ExcelImport data from Excel Link dataLink data(continued) Microsoft Office Access Illustrated2

Objectives (continued) Export data to ExcelExport data to Excel Analyze data with ExcelAnalyze data with Excel Publish data to WordPublish data to Word Merge data with WordMerge data with Word Microsoft Office Access Illustrated3

Using Database Templates Microsoft Office Access Illustrated4 Database template: A tool used to create a database based on a particular subject (assets, contacts, events, projects)Database template: A tool used to create a database based on a particular subject (assets, contacts, events, projects) Local template: Stored on the hard driveLocal template: Stored on the hard drive Online template: Downloaded from the MS Office Web siteOnline template: Downloaded from the MS Office Web site

Database Objects Group: A category that organizes the objects that belong to that categoryGroup: A category that organizes the objects that belong to that category Shortcut: Points to the object; a small black arrow in the lower left cornerShortcut: Points to the object; a small black arrow in the lower left corner Microsoft Office Access Illustrated5

Using Table Templates Microsoft Office Access Illustrated6 Table template: Used to create a table within an existing database; provides a set of fields describing a subject (contacts, tasks)Table template: Used to create a table within an existing database; provides a set of fields describing a subject (contacts, tasks) You need to designate the primary key field / foreign key fields (create a relationship with other tables)You need to designate the primary key field / foreign key fields (create a relationship with other tables) Apply referential integrity when possibleApply referential integrity when possible

Creating Relationships Microsoft Office Access Illustrated7 One-to-many link between Students and Courses

Referential Integrity Options Microsoft Office Access Illustrated8 Cascade Update Related Fields: If the primary key field’s value is updated, then all values in the foreign key field are automatically updated (one-to-many relationship)Cascade Update Related Fields: If the primary key field’s value is updated, then all values in the foreign key field are automatically updated (one-to-many relationship) Use it carefully!Use it carefully!

Referential Integrity Options Microsoft Office Access Illustrated9 Cascade Delete Related Records: If the primary key field’s value is deleted, all related records in the foreign key field are automatically deleted (one-to-many relationship)Cascade Delete Related Records: If the primary key field’s value is deleted, all related records in the foreign key field are automatically deleted (one-to-many relationship) Use it carefully!Use it carefully!

Microsoft Office Suite Microsoft Office Access Illustrated10 The 4 most commonly used programs contained in MS Office: AccessAccess ExcelExcel PowerPointPowerPoint WordWord Others include Project, OneNote, Outlook, Publisher

Importing Data from Excel Microsoft Office Access Illustrated11 Excel: The spreadsheet program in MS OfficeExcel: The spreadsheet program in MS Office Importing: Converting data from an external file into an Access databaseImporting: Converting data from an external file into an Access database Delimited or CSV file: Stores 1 record on each line with field values separated by a comma, tab, or dashDelimited or CSV file: Stores 1 record on each line with field values separated by a comma, tab, or dash XML file: Contains Extensible Markup Language tags to identify fields/dataXML file: Contains Extensible Markup Language tags to identify fields/data

Relationships Window Microsoft Office Access Illustrated12 One-to-many relationship between the Courses and Materials tables with referential integrity enforced

Linking Data Microsoft Office Access Illustrated13 Linking: Connects an Access database to data in an external fileLinking: Connects an Access database to data in an external file ODBC: Open Database ConnectivityODBC: Open Database Connectivity

Linking vs. Importing Data Linking Data not copied into the databaseData not copied into the database Data stored in original file onlyData stored in original file only Changes made to one file are automatically made to the otherChanges made to one file are automatically made to the other Importing Data is copied into the database Duplicate copy of data as a new table Changes to the original data source OR the imported Access copy have no effect on the other 14Microsoft Office Access Illustrated

Getting External Data 15Microsoft Office Access Illustrated Excel Spreadsheet Dialog Box:

Exporting Data to Excel Microsoft Office Access Illustrated16 Exporting: Copies Access information to another database, spreadsheet, or file formatExporting: Copies Access information to another database, spreadsheet, or file format Exporting is the opposite of importingExporting is the opposite of importing It is very common to export Access data to ExcelIt is very common to export Access data to Excel

Analyzing Data with Excel Microsoft Office Access Illustrated17 Why analyze Access data using Excel? Excel can graph numeric trendsExcel can graph numeric trends What-if analysis: Analyzes the impact of revising figures in a financial analysis; you can change numeric values and watch the related calculations update instantlyWhat-if analysis: Analyzes the impact of revising figures in a financial analysis; you can change numeric values and watch the related calculations update instantly Excel can quickly display numeric information as a chartExcel can quickly display numeric information as a chart

Analyzing Data with Excel Microsoft Office Access Illustrated18 Access Cost Data Presented as a Column Chart in Excel: Clustered column chart

Publishing Data to Word Microsoft Office Access Illustrated19 Why publish Access data using Word? Word is superior for entering, editing, and formatting text, especially in a long documentWord is superior for entering, editing, and formatting text, especially in a long document Explanatory text can be easily added to Access dataExplanatory text can be easily added to Access data Access data can be easily inserted into an existing Word documentAccess data can be easily inserted into an existing Word document

More on Word and Access Microsoft Office Access Illustrated20 Access data appears in Word as an RTF (rich text format) documentAccess data appears in Word as an RTF (rich text format) document RTF format allows easy editingRTF format allows easy editing Word wrap: A feature in Word that, as you type a line of text and reach the right margin, automatically forces text to the next line without having to press [Enter]Word wrap: A feature in Word that, as you type a line of text and reach the right margin, automatically forces text to the next line without having to press [Enter]

Word Document with Exported Data from Access Microsoft Office Access Illustrated21

Copying Access Data to Other Applications Microsoft Office Access Illustrated22

Merging Data with Word Microsoft Office Access Illustrated23 Use Access data as the data source in a Word mail mergeUse Access data as the data source in a Word mail merge Mail merge: A Word form letter, label, or envelope to create a mass mailingMail merge: A Word form letter, label, or envelope to create a mass mailing

Merging Data with Word Microsoft Office Access Illustrated24 Main document: The document that determines how the letter and Access data are combinedMain document: The document that determines how the letter and Access data are combined Merge fields: Codes in the main document that are replaced with the Access dataMerge fields: Codes in the main document that are replaced with the Access data Examples: > > > > >

Summary Use database and table templates provided by Access to quickly and easilyUse database and table templates provided by Access to quickly and easily Microsoft provides many tools to share data between Office programsMicrosoft provides many tools to share data between Office programs You can analyze, publish, and merge dataYou can analyze, publish, and merge data Microsoft Office Access Illustrated25

Summary Data can be shared via importing, exporting, and linkingData can be shared via importing, exporting, and linking Access data can be imported from and exported to many different file formatsAccess data can be imported from and exported to many different file formats Microsoft Office Access Illustrated26