1. Tutorial 8 Sharing, Integrating and Analyzing Data

2. Objectives
Session 8.1
Export an Access query to an HTML document and view the document
Import a CSV file as an Access table
Use the Table Analyzer
Import a table from another Access database
Import and export XML files
Save and run import and export specifications
New Perspectives on Microsoft Access 2013

3. Objectives (Cont.) Session 8.2
Create a tabbed form using a tab control
Understand the difference between importing, embedding, and linking external objects
Embed a chart in a form
Create and use an application part
Export a PDF file
Link data from an Excel workbook
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4. Sharing, Integrating and Analyzing Data
Case - Chatham Community Health Services
Creating Custom Reports for Chatham Community Health Services
User wants other employees to have access to the Clinic database and share data among the different programs employees use
User would also like to be able to analyze the data in the database
Tasks include:
Importing, exporting, linking, and embedding data
Creating application parts
Explore the charting features
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5. Sharing, Integrating and Analyzing Data (Cont.)
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6. Sharing, Integrating and Analyzing Data (Cont.)
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7. Exporting an Access Query to an HTML Document
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8. Exporting an Access Query to an HTML Document (Cont.)
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9. Exporting an Access Query to an HTML Document (Cont.)
Viewing an HTML Document Using Internet Explorer
You can view the HTML document that you created using any web browser
Right-click Crosstab in the file list to open the shortcut menu
Click Open with
Click the name of your web browser, such as Internet Explorer
Click the OK button (if necessary). Internet Explorer starts and opens the Crosstab web page
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10. Importing a CSV File as an Access Table (Cont.)
A CSV (comma-separated values) file is a text file in which commas separate values, and each line is a record containing the same number of values in the same positions
This is a common format for representing data in a table and is used by spreadsheet applications such as Excel as well as database applications
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11. Importing a CSV File as an Access Table (Cont.)
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12. Importing a CSV File as an Access Table (Cont.)
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13. Importing a CSV File as an Access Table (Cont.)
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14. Importing a CSV File as an Access Table (Cont.)
Analyzing a Table with the Table Analyzer
The Table Analyzer analyzes a single table and, if necessary, splits it into two or more tables that are in third normal form
The Table Analyzer also looks for redundant data in the table and removes redundant fields from the table and then places them in new tables
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15. Importing a table from an Access Database
You can import tables, queries, reports, and other Access database objects
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16. Importing a table from an Access Database (Cont.)
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17. Using XML
XML (Extensible Markup Language) is a programming language that is similar in format to HTML, but is more customizable and is suited to the exchange of data between different programs
Unlike HTML, which uses a fixed set of tags to describe the appearance of a web page, developers can customize XML to describe the data it contains and how that data should be structured
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18. Using XML (Cont.) Importing Data from an XML File
Access can import data from an XML file directly into a database table
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19. Using XML (Cont.)
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20. Using XML (Cont.) Saving and Running Import Specifications
If you need to repeat the same import procedure many times, you can save the steps for the procedure and expedite future imports by running the saved import steps without using a wizard
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21. Using XML (Cont.)
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22. Using XML (Cont.)
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23. Using XML (Cont.) Exporting an Access Table as an XML File
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24. Using XML (Cont.)
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25. Using XML (Cont.)
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26. Using XML (Cont.) Saving and Running Export Specifications
Saving the steps to export a table as an XML file will save time and eliminate errors
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27. Using XML (Cont.)
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28. Creating a Tabbed Form Using a Tab Control
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29. Creating a Tabbed Form Using a Tab Control (Cont.)
Use the Tab Control tool to insert a tab control, which is a control that appears with tabs at the top, with one tab for each form
Users can switch between forms by clicking the tabs
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30. Creating a Tabbed Form Using a Tab Control (Cont.)
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31. Creating a Tabbed Form Using a Tab Control (Cont.)
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32. Creating a Tabbed Form Using a Tab Control (Cont.)
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33. 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
Access offers three ways for you to integrate objects created by other programs
Importing - When you import an object, you include the contents of a file in a new table or append it to an existing table, or you include the contents of the file in a form, report, or field
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34. Integrating Access with Other Programs (Cont.)
Embedding - When you embed an object in a form, report, or field, you preserve its connection to the source program, which enables you to edit the object. However, any changes you make to the object are reflected only in the form, report, or field in which it is embedded; the changes do not affect the original object in the file from which it was embedded
Linking - When you link an object to a form, report, or field, you include a connection in the destination program to the original file maintained by the source program; you do not store data from the file in the destination program. Any changes you make to the original file using the source program are reflected in the linked file version in the destination program
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35. Embedding a Chart in a Form
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36. Embedding a Chart in a Form (Cont.)
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37. Embedding a Chart in a Form (Cont.)
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38. Embedding a Chart in a Form (Cont.)
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39. Embedding a Chart in a Form (Cont.)
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40. Using Templates and Application Parts
A template is a predefined database that can include tables, relationships, queries, forms, reports, and other database objects
You can create your own template from an existing database file or choose from a list of predefined templates
In addition to creating a standard template, you can also create an application part, which is a specialized template that can be imported into an existing database
A standard template would be used to create a new database file
An application part is used when you already have a database file that you’re working with, and would like to include the content from an application part in your existing database
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41. Using Templates and Application Parts (Cont.)
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42. Using Templates and Application Parts (Cont.)
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43. Using Templates and Application Parts (Cont.)
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44. Using Templates and Application Parts (Cont.)
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45. Exporting a report to a PDF File
PDF (portable document format) is a file format that preserves the original formatting and pagination of its contents no matter where it’s viewed
Current versions of all major operating systems for desktop computers and handheld devices include software that opens PDF files
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46. Exporting a report to a PDF File (Cont.)
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47. Linking Data from an Excel Worksheet
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48. Linking Data from an Excel Worksheet (Cont.)
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