1. 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.
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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 Grauer and Barber

3. 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
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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.
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Get External Data
Get External Data command
Export command
Import Spreadsheet Wizard
Import Text Wizard
Importing versus linking
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6. Multiple-Table Queries
One-to-many relationship
Primary key
Foreign key
Referential integrity
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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
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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)
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Total Queries
Summary functions
Total row
Group By
Count function
Sum function
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Total Query
Click drop down
arrow in Total row
Select Count from
drop-down menu
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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
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Pivot Tables
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Pivot Chart
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Chart Wizard (1 of 6)
Choose the Query
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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
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Chart Wizard (3 of 6)
Select the chart type
Description of
The currently
Selected chart
type
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Chart Wizard (4 of 6)
Preview the chart
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Chart Wizard (5 of 6)
Title the chart
Legend display
option
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Chart Wizard (6 of 6)
The completed chart
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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)
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The User Interface
Switchboard
Switchboard Manager
Switchboard Items table
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Switchboard Manager
Graphic
About Investments form
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23. 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
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Compact the Database
Select the
Database to
compact
Click Compact
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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)
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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 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.
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27. 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
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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
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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
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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.
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