Exploring Microsoft Access Chapter 4 Relational Databases, External Data, Charts, and the Switchboard.

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Presentation transcript:

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 Relationship between tables (one to many) Each field & table to display Primary key in Consultants Table Foreign key in Clients Table

Total Queries Summary functions Total row Group By Count function Sum function

Total Query Select Count from drop-down menu Click drop-down arrow

Chart Wizard (1 of 6) Select the table or query for the report from the drop-down menu Select Chart Wizard from the New Report dialog box

Chart Wizard (2 of 6) Select the fields to be included in the chart Inserts only the selected field Inserts all fields Removes only the selected field 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 Chart from Wizard Modified Y and X axis now match the query data

The User Interface Switchboard Switchboard Manager Switchboard Items table

Switchboard Manager Position of menu items Graphic

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

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