Data Storage & Retrieval: Access instead of Excel. Melissa Pico Summer 08. Two Peas in a… Microsoft package. Both Access and Excel… run queries to sort and filter data Run calculations Generate reports Use forms to navigate your data Have similar aesthetic components. Access vs. Excel.
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Data Storage & Retrieval:Access instead of Excel
Access allows the user to create relationships between similar fields across different tables or queries
Ex: If your study is collecting demographic info, and pre and post test data for the same subjects, creating a relationship between the subject and their responses, enable the demographic data to be linked to your subject’s responses without having to enter the data multiple times
One-to-one relationships :
1 record in TableA corresponds to
1 record in TableB.
One-to-many relationships : each
record in TableA may have many
linked records in TableB, but each
record in TableB may have only 1
corresponding record in TableA.
Many-to-many relationships : each record in TableA mayhave many linked records in TableB and vice-versa.
A unique attribute of Access is that it stores your data (in the form of tables) inside Access itself.
This allows the user to interact with a more friendly layout called “form view” without losing the datasheets (tables) in the background.
In form view, the user can perform all the same tasks as in the datasheet view (change, delete, or add to a record), but it is presented in a more aesthetically pleasing way
Unlike Excel, with a relational database you can also use a query to search multiple tables at once!
Or, you can use a query to merge the data of two tables to create a new table
Note: you can define the specific “criteria” you are looking for in a query! For criteria examples, search “criteria” in the help menu, located in the upper right hand corner, identified by a question mark
You can also retrieve data using a form with parameters.
To do this, first create a query, and in the criteria field, enter the text you want the dialog pop-up box to say, with brackets at the each end. For example:
Then, create a form (using form design), and define the “record source” as the query you created, the dialog box will pop-up when you open the form