Microsoft Access 2003 Illustrated Complete Sharing Access Information with Other Office Programs

Objectives Examine Access objects Set relationships Import XML data Link data Publish data to Word Sharing Access Information with Other Office Programs

Objectives Analyze data with Excel Merge data with Word Export data to XML Use an Access project with SQL Server Sharing Access Information with Other Office Programs

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 Sharing Access Information with Other Office Programs

Examining Access Objects The seven Access objects Tables Queries Forms Reports Pages Macros Modules Sharing Access Information with Other Office Programs

Examining Access Objects Field names Table opened as a datasheet Records Four records Sharing Access Information with Other Office Programs

Examining Access Objects Diagram of Access Objects Sharing Access Information with Other Office Programs

Examining Access Objects Sharing Access Information with Other Office Programs

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 Sharing Access Information with Other Office Programs

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 Sharing Access Information with Other Office Programs

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 Sharing Access Information with Other Office Programs

Setting Relationships Foreign key field to connect Courses table to Instructors table Primary key field for Courses table Sharing Access Information with Other Office Programs

Setting Relationships “many” table “one” table Linking field Relationship type Sharing Access Information with Other Office Programs

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 Sharing Access Information with Other Office Programs

Setting Relationships Relationship types Sharing Access Information with Other Office Programs

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 Sharing Access Information with Other Office Programs

Importing XML Data Sharing Access Information with Other Office Programs

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 Sharing Access Information with Other Office Programs

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 Sharing Access Information with Other Office Programs

Publishing Data to Word Access data published to Word Sharing Access Information with Other Office Programs

Publishing Data to Word Techniques to copy Access data to other applications Sharing Access Information with Other Office Programs

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 Sharing Access Information with Other Office Programs

Analyzing Data with Excel Access data in Excel Sharing Access Information with Other Office Programs

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 Sharing Access Information with Other Office Programs

Merging Data with Word Mail Merge task pane Mail Merge toolbar Merge fields Main document Sharing Access Information with Other Office Programs

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 Sharing Access Information with Other Office Programs

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 Sharing Access Information with Other Office Programs

XML data is positioned between XML tags Exporting Data to XML XML tags XML data is positioned between XML tags Sharing Access Information with Other Office Programs

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 Sharing Access Information with Other Office Programs

Using SQL Server Sharing Access Information with Other Office Programs

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 Sharing Access Information with Other Office Programs