1. Chapter Extension 6 Using Excel and Access Together

2. Q1:Why use Excel and Access together? Q2:What is import/export? Q3:How can you create graphs 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? Study Questions Copyright © 2012 Pearson Education, Inc. Publishing as Prentice Hall CE9-2

3. Access is a DBMS for keeping track of things and creating reports Excel is good for creating sophisticated graphs and mathematically analyzing data Using together cuts labor and errors that re-keying data from one to other would create Q1: Why Use Excel and Access Together? Copyright © 2012 Pearson Education, Inc. Publishing as Prentice Hall CE9-3

4. Creates a temporary active or open connection to source data After data transferred, connection is closed Import/Export: Process of transferring data from one system to another Q2: What Is Import/Export? Copyright © 2012 Pearson Education, Inc. Publishing as Prentice Hall CE9-4

5.  Comma-delimited text file  Tab character can be used instead of commas to create a tab-delimited file Import/Export of Text Data Copyright © 2012 Pearson Education, Inc. Publishing as Prentice Hall CE9-5

6. Step 1: Open a database, click on External Data tab Step 2: Select file that contains data to import Click Import and OK Step 3: Multiple-panel wizard opens Specify data file is delimited Step 4: Name fields and their data type Creating a Text File in Access Copyright © 2012 Pearson Education, Inc. Publishing as Prentice Hall CE9-6

7. External Data Menu Choice Copyright © 2012 Pearson Education, Inc. Publishing as Prentice Hall CE9-7

8. Importing Text Data into Access—Step 1 Copyright © 2012 Pearson Education, Inc. Publishing as Prentice Hall CE9-8

9. Importing Text Data into Access (a) Specifying a Delimited File—Step 2 Copyright © 2012 Pearson Education, Inc. Publishing as Prentice Hall CE9-9

10. Importing Text Data into Access (b) Specifying a Comma-delimited File—Step 3 Copyright © 2012 Pearson Education, Inc. Publishing as Prentice Hall CE9-10

11. Importing Text Data into Access (c) Naming & Describing Columns During Import—Step 4 Copyright © 2012 Pearson Education, Inc. Publishing as Prentice Hall CE9-11

12. Data After Import Copyright © 2012 Pearson Education, Inc. Publishing as Prentice Hall CE9-12

13. Data from Computer Budget workbook (Chapter Extension 6) used for following examples Pie chart Column chart Q3: How Can You Create Graphs with Excel? Copyright © 2012 Pearson Education, Inc. Publishing as Prentice Hall CE9-13

14. Creating the Pie Chart Copyright © 2012 Pearson Education, Inc. Publishing as Prentice Hall CE9-14 Click Insert tab in the ribbon, and in Charts section of that ribbon select Pie icon

15. Sample Pie Chart Copyright © 2012 Pearson Education, Inc. Publishing as Prentice Hall CE9-15

16. Creating a Column Chart Copyright © 2012 Pearson Education, Inc. Publishing as Prentice Hall CE9-16

17. Sample Column Chart Copyright © 2012 Pearson Education, Inc. Publishing as Prentice Hall CE9-17

18. Creating the Chart Title Copyright © 2012 Pearson Education, Inc. Publishing as Prentice Hall CE9-18 To insert a title, click Column chart, select Chart Tools, click Layout tab, click Chart Title, and select Centered Overlay Title

19. Volunteer database from Chapter Extension 8 used in following examples Television 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 © 2012 Pearson Education, Inc. Publishing as Prentice Hall CE9-19

20. Open Volunteer database Click Create tab Click Query Design Select WORK table Click Add Click Close Q4: How Can You Create Group Totals in Access? (cont’d) Copyright © 2012 Pearson Education, Inc. Publishing as Prentice Hall CE9-20

21. Selecting WORK Table for the Query Copyright © 2012 Pearson Education, Inc. Publishing as Prentice Hall CE9-21

22. Adding Date and Totaldonations to the Query Copyright © 2012 Pearson Education, Inc. Publishing as Prentice Hall CE9-22

23. Selecting Sum in Total Row for TotalDonations Copyright © 2012 Pearson Education, Inc. Publishing as Prentice Hall CE9-23 To group WORK rows according to date, click Total button in Show/Hide section of Design tab. Access adds a row labeled Total to query contents table.

24. Results of Query with Group by Date Copyright © 2012 Pearson Education, Inc. Publishing as Prentice Hall CE9-24

25. Double- click Name to insert it into query table Double-click ProspectID and TotalDonations to insert into query table 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 1234567 Copyright © 2012 Pearson Education, Inc. Publishing as Prentice Hall CE9-25

26. Process for Creating a Query to Compute Total Hours and Donations for Each Prospect Copyright © 2012 Pearson Education, Inc. Publishing as Prentice Hall CE9-26

27. Results of the Query in Previous Slide Copyright © 2012 Pearson Education, Inc. Publishing as Prentice Hall CE9-27

28. Adding Average Donations Per Hour: Avg Copyright © 2012 Pearson Education, Inc. Publishing as Prentice Hall CE9-28

29. Results of the Query In Figure CE9-17 Copyright © 2012 Pearson Education, Inc. Publishing as Prentice Hall CE9-29

30. Import an Access query into Excel and use Excel’s graphing capability to display results Click Data tab in the ribbon Click Get External Data section, select From Access Select Volunteer database To import data into Excel: Q5: How Can You Use Excel to Graph Access Data? Copyright © 2012 Pearson Education, Inc. Publishing as Prentice Hall CE9-30

31. Menu to Import Data from Access into Excel Copyright © 2012 Pearson Education, Inc. Publishing as Prentice Hall CE9-31 Click Data tab in ribbon, then, in Get External Data section, select From Access

32. Selecting the Query to Import Copyright © 2012 Pearson Education, Inc. Publishing as Prentice Hall CE9-32

33. Placing Imported Data into Spreadsheet Copyright © 2012 Pearson Education, Inc. Publishing as Prentice Hall CE9-33

34. Spreadsheet with Imported Data Copyright © 2012 Pearson Education, Inc. Publishing as Prentice Hall CE9-34

35. Formatted Imported Data Copyright © 2012 Pearson Education, Inc. Publishing as Prentice Hall CE9-35

36. Bar Chart of the Imported Data Copyright © 2012 Pearson Education, Inc. Publishing as Prentice Hall CE9-36 Click Insert tab, and select bar chart. Next, to insert a title, click Chart Tools, Layout, Chart Title, then Centered Overlay Title. Then type chart’s title.

37. 1. We used Access to keep track of volunteers and their received donations, and to query and group data—all tasks for which Access is ideally suited. 2. Then, we imported that data into Excel and used Excel’s easy graphing capability to create charts. Reflect on What We Have Done Copyright © 2012 Pearson Education, Inc. Publishing as Prentice Hall CE9-37

38. 1.You want to group all expenses for a given expense category and produce an expense total for it 2.You want to group all expenses for particular dates and produce an expense total for each date Suppose you want to produce two different reports from this data You can do both by importing Excel data into Access and using Access report generator Q6: How Can You Use Access to Report Excel Data? Copyright © 2012 Pearson Education, Inc. Publishing as Prentice Hall CE9-38

39. Sample Expense Data Copyright © 2012 Pearson Education, Inc. Publishing as Prentice Hall CE9-39

40. To create a named range for the expense data: Highlight all data (including column headings) and then click Formulas tab In Defined Names section, click Define Name and then enter a suitable name Note: Range names cannot have any spaces, so use underscores Creating a Named Range in Excel Copyright © 2012 Pearson Education, Inc. Publishing as Prentice Hall CE9-40

41. Creating a Named Range Copyright © 2012 Pearson Education, Inc. Publishing as Prentice Hall CE9-41 Highlight all of data (including column headings), then click Formulas tab. In Defined Names section, click Define Name and enter a suitable name

42. 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 Next, 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 © 2012 Pearson Education, Inc. Publishing as Prentice Hall CE9-42

43. Importing an Excel Data into Access Copyright © 2012 Pearson Education, Inc. Publishing as Prentice Hall CE9-43

44. Importing Excel Data into Access (a) Importing the Data in the Named Range Copyright © 2012 Pearson Education, Inc. Publishing as Prentice Hall CE9-44

45. Importing Excel Data into Access (b) Access Has Metadata to Guide Import Copyright © 2012 Pearson Education, Inc. Publishing as Prentice Hall CE9-45

46. After clicking Finish, Access will create a table with metadata descriptions and place data into Event_Expenses table Open Event_Expenses table Click Create, click Report in Reports section Access generates a report that can be modified to get a desired format Creating Expense Reports Copyright © 2012 Pearson Education, Inc. Publishing as Prentice Hall CE9-46

47. In Views section, click down arrow and select Design View. Click in unused part of this screen to deselect all columns. Click ID in Page Header to give it focus. Then, press Delete. ID column will be removed. Deselect and Delete Columns Copyright © 2012 Pearson Education, Inc. Publishing as Prentice Hall CE9-47

48. Grouping Report Data by Expense Category Copyright © 2012 Pearson Education, Inc. Publishing as Prentice Hall CE9-48

49. Creating Group Totals Copyright © 2012 Pearson Education, Inc. Publishing as Prentice Hall CE9-49

50. Resulting Report Copyright © 2012 Pearson Education, Inc. Publishing as Prentice Hall CE9-50

51. In Grouping & Totals section of Design ribbon, click Group & Sort. Bottom of report design window, click Add a group Click Expense Category, as shown in next figure At bottom of Design window, click More and click Expense totaled Select Expense for Total On and click Show Grand Total and Show in group footer Report is finished Q7: How Can You Combine Excel and Access to Analyze Data? Copyright © 2012 Pearson Education, Inc. Publishing as Prentice Hall CE9-51

52. Creating a Query to Sum Expenses by Given Date Copyright © 2012 Pearson Education, Inc. Publishing as Prentice Hall CE9-52

53. Merge EventDateTotals query with EventExpenseTotals query Click Create/Query Design, then click Queries tab in Show Table window, as shown in next slide. (Figure CE9-34) 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 (Figure CE9-36) Run (!) query to see results Save query as Event Results and Expenses Creating a Query to Combine Results of Two Other Queries Copyright © 2012 Pearson Education, Inc. Publishing as Prentice Hall CE9-53

54. Combining the Results of Two Queries Copyright © 2012 Pearson Education, Inc. Publishing as Prentice Hall CE9-54 Click Create/Query Design; click Queries tab in Show Table window; Add both EventDateTotals and EventExpenseTotals to query

55. Matching Date Values in Two Queries Copyright © 2012 Pearson Education, Inc. Publishing as Prentice Hall CE9-55 Inform Access that Date values in two queries are the same by dragging Date field in EventDateTotals and dropping it on Event Date in EventExpenseTotals query

56. Query with Columns Added Copyright © 2012 Pearson Education, Inc. Publishing as Prentice Hall CE9-56

57. Result of Query Copyright © 2012 Pearson Education, Inc. Publishing as Prentice Hall CE9-57

58. Open a workbook in Excel and import Event Results and Expenses query Click Data From Access in Get External Data section of ribbon Select Access database with query, and select Event Results and Expenses Import Events Results and Expenses into Excel Copyright © 2012 Pearson Education, Inc. Publishing as Prentice Hall CE9-58

59. Query Imported into Excel Copyright © 2012 Pearson Education, Inc. Publishing as Prentice Hall CE9-59

60. Imported into Excel Copyright © 2012 Pearson Education, Inc. Publishing as Prentice Hall CE9-60 Expense data began as Excel data in Fund Raising Exp worksheet, then imported into Access, where it was summed. Results of Total Event Expense query were then imported back to Excel (here).

61. Total Donation data originated in Access and was summed using an Access query Expense data from Excel worksheet Fund Raising Expense was imported into Access, where it was summed in a query Results of Total Event Expense query were imported back to Excel, where it was analyzed as shown in the previous slide Reflect on What Has Been Done with This Data Copyright © 2012 Pearson Education, Inc. Publishing as Prentice Hall CE9-61

62. Active Review Q1:Why use Excel and Access together? Q2:What is import/export? Q3:How can you create graphs 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? Copyright © 2012 Pearson Education, Inc. Publishing as Prentice Hall CE9-62

63. All rights reserved. No part of this publication may be reproduced, stored in a retrieval system, or transmitted, in any form or by any means, electronic, mechanical, photocopying, recording, or otherwise, without the prior written permission of the publisher. Printed in the United States of America. Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall