Exploring Microsoft Access 2003 Chapter 4- Proficiency: Relational Databases, Pivot Charts, and the Switchboard Robert Grauer and Maryann Barber Committed to Shaping the Next Generation of IT Experts. Exploring Office 2003 - Grauer and Barber

Exploring Office 2003 - Grauer and Barber Objectives Import data from Excel into Access database Create a one-to-many relationship Create a report containing a relationships diagram Use the Get External Data command Create and modify a multiple-table select query Exploring Office 2003 - Grauer and Barber

Objectives (continued) Create a totals query Use Microsoft Graph to create a chart based on a table or query Create and modify a switchboard Compact and repair a database Exploring Office 2003 - Grauer and Barber

Exploring Office 2003 - Grauer and Barber Case Study: Attorneys for Athletes Students create a database that includes: Three Tables: offices, attorneys, and athletes Two one-to-many relationships A switchboard Briefly discuss the opening case and the related solution to the case. Explain that this case study will implement all of the chapter objectives in one database. Exploring Office 2003 - Grauer and Barber

Exploring Office 2003 - Grauer and Barber Get External Data Get External Data command Export command Import Spreadsheet Wizard Import Text Wizard Importing versus linking Exploring Office 2003 - Grauer and Barber

Multiple-Table Queries One-to-many relationship Primary key Foreign key Referential integrity Exploring Office 2003 - Grauer and Barber

Exploring Office 2003 - Grauer and Barber Multiple Table Query Foreign key in Clients table Primary key in Consultants table Relationship between tables (one to many) Each field and table to display Exploring Office 2003 - Grauer and Barber

Exploring Office 2003 - Grauer and Barber Hands-on Exercise 1 Title of Exercise: Importing Data From Excel Objective: to import an Access table from an Excel workbook; create a one-to-many relationship, and create a multiple-table query Input file: Investment workbook (Excel) Investment database (Access) Output file: Investment workbook Investment database (modified) Exploring Office 2003 - Grauer and Barber

Exploring Office 2003 - Grauer and Barber Total Queries Summary functions Total row Group By Count function Sum function Exploring Office 2003 - Grauer and Barber

Exploring Office 2003 - Grauer and Barber Total Query Click drop down arrow in Total row Select Count from drop-down menu Exploring Office 2003 - Grauer and Barber

Exploring Office 2003 - Grauer and Barber Pivot Tables and Pivot Charts Pivot tables compute summary stats for the records according to supplied parameters Pivot chart provides the same information in graphical form Exploring Office 2003 - Grauer and Barber

Exploring Office 2003 - Grauer and Barber Pivot Tables Exploring Office 2003 - Grauer and Barber

Exploring Office 2003 - Grauer and Barber Pivot Chart Exploring Office 2003 - Grauer and Barber

Exploring Office 2003 - Grauer and Barber Chart Wizard (1 of 6) Choose the Query Exploring Office 2003 - Grauer and Barber

Exploring Office 2003 - Grauer and Barber Chart Wizard (2 of 6) Select the fields to be included in the chart Inserts the selected field Removes only the selected field Inserts all fields Removes all fields Exploring Office 2003 - Grauer and Barber

Exploring Office 2003 - Grauer and Barber Chart Wizard (3 of 6) Select the chart type Description of The currently Selected chart type Exploring Office 2003 - Grauer and Barber

Exploring Office 2003 - Grauer and Barber Chart Wizard (4 of 6) Preview the chart Exploring Office 2003 - Grauer and Barber

Exploring Office 2003 - Grauer and Barber Chart Wizard (5 of 6) Title the chart Legend display option Exploring Office 2003 - Grauer and Barber

Exploring Office 2003 - Grauer and Barber Chart Wizard (6 of 6) The completed chart Exploring Office 2003 - Grauer and Barber

Exploring Office 2003 - Grauer and Barber Hands-on Exercise 2 Title of Exercise: Total Queries, Charts, and Pivot Tables Objective: to create a total query; to use Microsoft Graph to present data from an Access object in graphical form Input file: Investment database (after exercise 1) Output file: Investment database (modified) Exploring Office 2003 - Grauer and Barber

Exploring Office 2003 - Grauer and Barber The User Interface Switchboard Switchboard Manager Switchboard Items table Exploring Office 2003 - Grauer and Barber

Exploring Office 2003 - Grauer and Barber Switchboard Manager Graphic About Investments form Exploring Office 2003 - Grauer and Barber

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 Exploring Office 2003 - Grauer and Barber

Exploring Office 2003 - Grauer and Barber Compact the Database Select the Database to compact Click Compact Exploring Office 2003 - Grauer and Barber

Exploring Office 2003 - Grauer and Barber Hands-on Exercise 3 Title of Exercise: The Switchboard Manager Objective: to create a switchboard and user interface; to compact a database. Input file: Investment database (after exercise 2) Output file: Investment database (modified) Exploring Office 2003 - Grauer and Barber

Exploring Office 2003 - Grauer and Barber Chapter 4 Summary 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 A chapter summary is given on pages 35 - 36 of the textbook. Key words and concepts are listed on page 36 of the textbook. Students should master the concepts and vocabulary of this chapter before progressing to the next. Exploring Office 2003 - Grauer and Barber

Chapter 4 Summary (continued) Pivot table/chart displays summary stats for records in a table according to supplied parameters Switchboard Manager creates the user interface Convert Database command changes an Access 2000 file to a previous version Exploring Office 2003 - Grauer and Barber

Exploring Office 2003 - Grauer and Barber End-of-chapter Exercises Multiple Choice Practice With Access Exercise 1 – The Oscars Exercise 2 – Definitely Needlepoint Exercise 3 – Metro Zoo Exercise 4 – The Shopping Mall Exercise 5 – Best Realty Exercise 6 – The Fishing Pole Exercise 7 – Database Wizard Exploring Office 2003 - Grauer and Barber

Exploring Office 2003 - Grauer and Barber End-of-chapter Exercises (continued) Practice With Access (continued) Exercise 8 – The HMO Database On Your Own Recreational Sports League The Franchise The Loan Officer Exploring Office 2003 - Grauer and Barber

Exploring Office 2003 - Grauer and Barber Questions? There is a question slide at the end of every Exploring presentation to indicate the end of the presentation and to remind you to ask students if there are any questions. Exploring Office 2003 - Grauer and Barber