Transcript Exploring Microsoft Access

Exploring Microsoft Access
Chapter 4
Relational Databases, External Data,
Charts, and the Switchboard
Objectives (1 of 2)
• Describe one-to-many relationship
• Create a one-to-many relationship
• Use the Get External Data command
• Create and modify a multiple-table Select
query
Objectives (2 of 2)
• Use aggregate functions to create a Totals
query
• Use Microsoft Graph to create a chart based
on a table or query
• Use the Switchboard Manager to create and/or
modify a switchboard
• Compact, repair, and convert a database to a
previous version of Access
Overview
• How to share data among Microsoft Office
applications
• Display data from two tables in one query
• A Total query aggregates the results from
groups of records to create summary
information
• Create a user interface
• Compact, repair, and convert a database
Multiple-Table Queries
• One-to-many relationship
• Primary key
• Foreign key
• Referential integrity
Get External Data
• Get External Data command
• Export command
• Import Spreadsheet Wizard
• Import Text Wizard
• Importing versus linking
Multiple Table Query
Primary key
in Consultants
Table
Relationship
between tables
(one to many)
Each field &
table to display
Foreign key in
Clients Table
Total Queries
• Summary functions
• Total row
• Group By
• Count function
• Sum function
Total Query
Click drop-down
arrow
Select Count from
drop-down menu
Chart Wizard (1 of 6)
Select Chart Wizard from
the New Report dialog box
Select the table or query
for the report from the
drop-down menu
Chart Wizard (2 of 6)
Select the fields to be included in the chart
Inserts only the
selected field
Removes only the
selected field
Inserts all fields
Removes all fields
Chart Wizard (3 of 6)
Select the chart type
Description of
the currently
selected chart
type
Chart Wizard (4 of 6)
Preview the chart
Chart Wizard (5 of 6)
Title the chart
Legend display
View the chart
or design view
Chart Wizard (6 of 6)
Zoom
Modified Y and X
axis now match
the query data
Chart from Wizard
The User Interface
• Switchboard
• Switchboard Manager
• Switchboard Items table
Switchboard Manager
Graphic
Position of
menu items
Other Access Utilities
• Convert Database command
– Changes the file format to an earlier version of
Access
• Compact and Repair Database command
– Compact: Reduces file size
– Repair: Automatically run if unable to open an
Access database
Compact the Database
Select the
Database
to compact
Click Compact
Chapter 4 Summary (1 of 2)
• One-to-many relationships
• A query can display data from multiple
tables
• The Get External Data command
• A Total query performs calculations on a
group of records using summary functions
Chapter 4 Summary (2 of 2)
• Switchboard Manager creates the user
interface (Switchboard)
• Convert Database command changes an
Access 2000 file to a previous version
• Compact and Repair Database command