microsoft access 2013 ®® tutorial 8 sharing, integrating and analyzing data

Microsoft Access 2013

® ®

Tutorial 8Sharing, Integrating and Analyzing Data

XPXPXPObjectives• 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 2

XPXPXPObjectives (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


XPXPXPSharing, 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


XPXPXPSharing, Integrating and Analyzing Data (Cont.)


XPXPXP


Sharing, Integrating and Analyzing Data (Cont.)

XPXPXPExporting an Access Query to an HTML Document


XPXPXPExporting an Access Query to an HTML Document (Cont.)


XPXPXPExporting 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

XPXPXPImporting 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



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

XPXPXPImporting a table from an Access Database


• You can import tables, queries, reports, and other Access database objects

XPXPXPImporting a table from an Access Database (Cont.)


XPXPXPUsing 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

XPXPXPUsing XML (Cont.)


Importing Data from an XML File• Access can import data from an XML file directly into

a database table



• 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



Exporting an Access Table as an XML File



Saving and Running Export Specifications• Saving

the steps to export a table as an XML file will save time and eliminate errors

XPXPXPCreating a Tabbed Form Using a Tab Control


XPXPXP

• 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

Creating a Tabbed Form Using a Tab Control (Cont.)


XPXPXPCreating a Tabbed Form Using a Tab Control (Cont.)


XPXPXPIntegrating 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

XPXPXPIntegrating 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

XPXPXPEmbedding a Chart in a Form


XPXPXPEmbedding a Chart in a Form (Cont.)


XPXPXPUsing 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

XPXPXPUsing Templates and Application Parts (Cont.)


XPXPXPExporting 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

XPXPXPExporting a report to a PDF File (Cont.)


XPXPXPLinking Data from an Excel Worksheet


XPXPXPLinking Data from an Excel Worksheet (Cont.)


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