1. Microsoft Access 2003 Illustrated Complete
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2. Objectives Examine Access objects Set relationships Import XML data
Link data
Publish data to Word
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3. Objectives Analyze data with Excel Merge data with Word
Export data to XML
Use an Access project with SQL Server
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4. Examining Access Objects
A database contains related tables
A collection of records for a single subject is called a table
A table consists of several records
A record consists of several fields, a single category of information
A primary key field is a field that contains unique information for each record
When the table is opened, the fields and records are displayed in a datasheet
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5. Examining Access Objects
The seven Access objects
Tables
Queries
Forms
Reports
Pages
Macros
Modules
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6. Examining Access Objects
Field names
Table opened as a datasheet
Records
Four records
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7. Examining Access Objects
Diagram of Access Objects
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8. Examining Access Objects
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9. Setting Relationships
An Access database is a relational database because more than one table can share information or “relate.”
Minimizes redundant information
The process of designing a relational database is called normalization, which involves determining appropriate fields, tables, and table relationships
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10. Setting Relationships
Enforce Referential Integrity.
Means that you cannot enter values in the foreign key field unless you first enter them in the primary key field
Also means that you cannot delete records in the “one” table if the “many” table has corresponding related records
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11. Setting Relationships
Cascade Update Related Fields
Automatically updates the data in the foreign key field when the matching primary key field is changed
Cascade Delete Related Fields
Automatically deletes all records in the “many” table if the record with the matching field in the “one” table is deleted
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12. Setting Relationships
Foreign key field to connect Courses table to Instructors table
Primary key field for Courses table
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13. Setting Relationships
“many” table
“one” table
Linking field
Relationship type
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14. Setting Relationships
One-to-many link with referential integrity
“One” symbol
Primary key field in the “one” table
Foreign key field in the “many” table
“Many” symbol
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15. Setting Relationships
Relationship types
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16. Importing XML Data
Importing is a process to quickly convert data from an external source into an Access database
An XML file is a text file that contains Extensible Markup Language (XML) tags that identify fields and contain data
An XML file is similar to an HTML file, both use tags, or programming codes that defines how information is viewed on the Web
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17. Importing XML Data
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18. Linking Data
Linking connects an Access database to data in an external file such as another Access file
Any data source that supports ODBC (Open Database Connectivity) standards
Changes made to either file are automatically made in the other file
Importing makes a duplicate copy of the data in the Access database
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19. Publishing Data to Word
Copy data from an Access table, query, form, or report into a Word document
Use the Publish It with Microsoft Office Word feature
Access data appears in Word as a RTF (rich text format) document
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20. Publishing Data to Word
Access data published to Word
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21. Publishing Data to Word
Techniques to copy Access data to other applications
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22. Analyzing Data with Excel
Use Excel to analyze Access data
Perform a What-if analysis on Access data
Change numeric values and watch related calculated formula update instantly
Use the Analyze It with Microsoft Office Excel feature
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23. Analyzing Data with Excel
Access data in Excel
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24. Merging Data with Word
Merge Access records with a Word form letter, label, or envelope to create mass mailing documents
Use the Merge It with Microsoft Office Word feature
Send a table, form, or report to Word for a merge
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25. Merging Data with Word Mail Merge task pane Mail Merge toolbar
Merge fields
Main document
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26. Exporting Data to XML
Exporting is a way to send Access information to another database, spreadsheet, or file format
Exporting is the opposite of importing
Data retains no connection or link between the original source and the exported copy
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27. Exporting Data to XML Exporting options
Schema of the data: represents how the tables of the database are related
Access creates and exports an accompanying XSD (Extensible Schema Document) file to store structural information about the database
Presentation of your data (XSL): Refers to formatting characteristics such as bold and font size
Access creates and exports an accompanying XSL (Extensible Stylesheet Language) file to store presentation information
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28. XML data is positioned between XML tags
Exporting Data to XML
XML tags
XML data is positioned between XML tags
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29. Using SQL Server
SQL Server is another database program provided by Microsoft
Use for databases that are larger ad more complex than those typically maintained in Access
Upsize, or convert, Access data to SQL Server
A firewall is a combination of hardware and software that adds a layer of security to your data
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30. Using SQL Server
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31. Summary
Access data can be imported from and exported to many different file formats
The OfficeLinks buttons provide a way to export Access data to other Microsoft Office products quickly
Linking means using only one copy of data in two places
SQL Server is another Microsoft database product that can work with Microsoft Access
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