1. Tutorial 8 Objectives
Continue presenting methods to import data into Access, export data from Access, link applications with data stored in Access, and link Access to data stored in other applications.
Continue presenting methods to analyze and visualize information.
Charts
Pivot Tables and Charts

2. Importing data into Access
Assumption is that data exists in a computerized form.
Once data is imported into Access, it can be used more flexibly.
Considered comparatively easy to create queries, forms, and reports when compared to other DBMS’s.
Considered a more “personal user-friendly” tool; other DBMS’s offer faster processing, but more complex tool sets.

3. Exporting data from Access
Small organizations may use Access as their primary data storage; medium and large organizations will use a more robust DBMS.
Data is exported to:
Perform more complex calculations such as financial and statistical analysis.
Display and share on an internal intranet.
Serve as input for another application.
Access may serve as an “intermediate” processing area. An organization may use a more robust DBMS, import data into Access, manipulate the data in Access, and then export out to the robust DBMS.

4. Formats to import and export data
CSV: Comma separated values
Considered the “common denominator” among computer applications; almost any software can generated a CSV file.
MS Applications: Excel, SharePoint, Outlook, SQL Server, Access
XML: Extensible markup language.
Used to exchange data among different organizations.
Set of rules for encoding data; open standards.
ODBC: Open database connectivity
Standard interface among differing DBMS’s.
HTML: Hypertext markup language.
PDF: Portable document format.

5. Creating “information” from data
Methods used to create information:
Queries: combining data from multiple tables, doing calculations, using functions, filtering the number of rows and columns.
Forms: Calculations, functions, sub-forms.
Reports: Calculations, functions, sub-totals, final totals.
Charts and pivot charts: Graphically displaying data.
Crosstabs and pivot tables: Summarizing data based on a few key variables.

6. Creating a Multi-page Form
You can create a multi-page form two ways:
Page Break tool
Tab Control tool

7. Integrating Access with other programs
When you integrate information between programs, the program containing the original information, or object, is called the source program, and the program in which you place the information created by the source program is called the destination program.
Importing: Contents are transferred from source to destination; no connection is made with source. Destination is in charge.
Embedding: Contents are transferred from source to destination, but a passive connection is maintained to the source. If, however, you make changes to the content outside of the destination program (by going directly to the source) the changes will not show up on the embedded object.
Linking: Contents are not really transferred from source to destination because there is an active connection to the source. Any changes made in the source are reflected in the contents.

8. Embedding a chart in a form: data tab

9. Embedding a chart in a form or report: chart tab