Microsoft Office Access 2007 – Illustrated Importing and Exporting Data.

Microsoft Office Access 2007 –Microsoft Office Access 2007 –Illustrated Illustrated

Importing and Exporting DataImporting and Exporting Data

ObjectivesObjectives

• Use database templatesUse database templates

• Use table templatesUse table templates

• Import data from ExcelImport data from Excel

• Link dataLink data

(continued)(continued)

Microsoft Office Access 2007 - Illustrated 2

Objectives Objectives (continued)(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


Using Database TemplatesUsing Database Templates


• Database templateDatabase template: A tool used to : A tool used to create a database based on a create a database based on a particular subject (assets, contacts, particular subject (assets, contacts, events, projects)events, projects)

• Local templateLocal template: Stored on the hard : Stored on the hard drivedrive

• Online templateOnline template: Downloaded from : Downloaded from the MS Office Web sitethe MS Office Web site

Database ObjectsDatabase Objects

• GroupGroup: A category that organizes the : A category that organizes the objects that belong to that categoryobjects that belong to that category

• ShortcutShortcut: Points to the object; a small : Points to the object; a small black arrow in the lower left cornerblack arrow in the lower left corner


Using Table TemplatesUsing Table Templates


• Table templateTable template: Used to create a table : Used to create a table within an existing database; provides within an existing database; provides a set of fields describing a subject a set of fields describing a subject (contacts, tasks)(contacts, tasks)

• You need to designate the You need to designate the primary primary key field / foreign key fieldskey field / foreign key fields (create a (create a relationship with other tables)relationship with other tables)

• Apply Apply referential integrityreferential integrity when when possiblepossible

Creating RelationshipsCreating Relationships


One-to-many link between Students

and Courses

Referential Integrity OptionsReferential Integrity Options


• Cascade Update Related FieldsCascade Update Related Fields: If : If the primary key field’s value is the primary key field’s value is updatedupdated, then all values in the foreign , then all values in the foreign key field are automatically updated key field are automatically updated (one-to-many relationship)(one-to-many relationship)

• Use it carefully!Use it carefully!

Referential Integrity OptionsReferential Integrity Options


• Cascade Delete Related RecordsCascade Delete Related Records: If : If the primary key field’s value is the primary key field’s value is deleteddeleted, all related records in the , all related records in the foreign key field are automatically foreign key field are automatically deleted (one-to-many relationship)deleted (one-to-many relationship)

• Use it carefully!Use it carefully!

Microsoft Office SuiteMicrosoft Office Suite


The 4 most commonly used programsThe 4 most commonly used programs

contained in MS Office:contained in MS Office:

• AccessAccess

• ExcelExcel

• PowerPointPowerPoint

• WordWord

Others include Project, OneNote, Outlook, PublisherOthers include Project, OneNote, Outlook, Publisher

Importing Data from ExcelImporting Data from Excel


• ExcelExcel: The spreadsheet program in : The spreadsheet program in MS OfficeMS Office

• ImportingImporting: Converting data from an : Converting data from an external file into an Access databaseexternal file into an Access database

• Delimited or CSV fileDelimited or CSV file: Stores 1 record : Stores 1 record on each line with field values on each line with field values separated by a comma, tab, or dashseparated by a comma, tab, or dash

• XML fileXML file: Contains Extensible Markup : Contains Extensible Markup Language tags to identify fields/dataLanguage tags to identify fields/data

Relationships WindowRelationships Window


One-to-many relationship between the Courses and Materials tables with referential integrity enforced

Linking DataLinking Data


• LinkingLinking: Connects an Access : Connects an Access database to data in an external filedatabase to data in an external file

• ODBCODBC: Open Database Connectivity: Open Database Connectivity

Linking vs. Importing DataLinking vs. Importing Data

LinkingLinking

• Data not copied into Data not copied into the databasethe database

• Data stored in original Data stored in original file onlyfile only

• Changes made to one Changes made to one file are automatically file are automatically made to the othermade to the other

ImportingImporting

• Data is copied into the Data is copied into the databasedatabase

• Duplicate copy of data Duplicate copy of data as a new tableas a new table

• Changes to the Changes to the original data source original data source OR the imported OR the imported Access copy have no Access copy have no effect on the othereffect on the other

14Microsoft Office Access 2007 - Illustrated

Getting External DataGetting External Data

15Microsoft Office Access 2007 - Illustrated

Excel Spreadsheet Dialog Box:Excel Spreadsheet Dialog Box:

Exporting Data to ExcelExporting Data to Excel


• ExportingExporting: Copies Access information : Copies Access information to another database, spreadsheet, or to another database, spreadsheet, or file formatfile format

• ExportingExporting is the opposite of importing is the opposite of importing

• It is very common to export Access It is very common to export Access data to data to ExcelExcel

Analyzing Data with ExcelAnalyzing Data with Excel


Why analyze Access data using Excel?Why analyze Access data using Excel?• Excel can graph numeric trendsExcel can graph numeric trends• What-if analysisWhat-if analysis: Analyzes the impact : Analyzes the impact

of revising figures in a financial of revising figures in a financial analysis; you can change numeric analysis; you can change numeric values and watch the related values and watch the related calculations update instantlycalculations update instantly

• Excel can quickly display numeric Excel can quickly display numeric information as a chartinformation as a chart

Analyzing Data with ExcelAnalyzing Data with Excel


Access Cost Data Presented as a Column Chart in Excel:Access Cost Data Presented as a Column Chart in Excel:

Clustered column chart

Publishing Data to WordPublishing Data to Word


Why publish Access data using Word?Why publish Access data using Word?

• Word is superior for entering, editing, Word is superior for entering, editing, and formatting text, especially in a and formatting text, especially in a long documentlong document

• Explanatory text can be easily added Explanatory text can be easily added to Access datato Access data

• Access data can be easily inserted Access data can be easily inserted into an existing Word documentinto an existing Word document

More on Word and AccessMore on Word and Access


• Access data appears in Word as an Access data appears in Word as an RTFRTF (rich text format) document (rich text format) document

• RTF format allows easy editingRTF format allows easy editing

• Word wrapWord wrap: A feature in Word that, : A feature in Word that, as you type a line of text and reach as you type a line of text and reach the right margin, automatically forces the right margin, automatically forces text to the next line without having to text to the next line without having to press [Enter]press [Enter]

Word Document with Word Document with Exported Data from AccessExported Data from Access


Copying Access Data to Copying Access Data to Other ApplicationsOther Applications


Merging Data with WordMerging Data with Word


• Use Access data as the data Use Access data as the data sourcesource in a Word in a Word mail mergemail merge

• Mail mergeMail merge: A Word form letter, label, : A Word form letter, label, or envelope to create a mass mailingor envelope to create a mass mailing

Merging Data with WordMerging Data with Word


• Main documentMain document: The document that : The document that determines how the letter and Access determines how the letter and Access data are combineddata are combined

• Merge fieldsMerge fields: Codes in the main : Codes in the main document that are replaced with the document that are replaced with the Access data Access data

Examples: <<FirstName>>Examples: <<FirstName>>

<<LastName>><<LastName>> <<Address>><<Address>>

SummarySummary

• Use database and table templates Use database and table templates provided by Access to quickly and provided by Access to quickly and easilyeasily

• Microsoft provides many tools to Microsoft provides many tools to share data between Office programsshare data between Office programs

• You can analyze, publish, and merge You can analyze, publish, and merge datadata


SummarySummary

• Data can be shared via importing, Data can be shared via importing, exporting, and linkingexporting, and linking

• Access data can be imported from Access data can be imported from and exported to many different file and exported to many different file formatsformats


Microsoft Office Access 2007 – Illustrated Importing and Exporting Data.

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