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Exploring Microsoft Access

Exploring Microsoft Access. Chapter 4 Relational Databases, External Data, Charts, and the Switchboard. Objectives (1 of 2). Describe one-to-many relationship Create a one-to-many relationship Use the Get External Data command Create and modify a multiple-table Select query.

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Exploring Microsoft Access

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  1. Exploring Microsoft Access Chapter 4 Relational Databases, External Data, Charts, and the Switchboard

  2. Objectives (1 of 2) • Describe one-to-many relationship • Create a one-to-many relationship • Use the Get External Data command • Create and modify a multiple-table Select query

  3. Objectives (2 of 2) • Use aggregate functions to create a Totals query • Use Microsoft Graph to create a chart based on a table or query • Use the Switchboard Manager to create and/or modify a switchboard • Compact, repair, and convert a database to a previous version of Access

  4. Overview • How to share data among Microsoft Office applications • Display data from two tables in one query • A Total query aggregates the results from groups of records to create summary information • Create a user interface • Compact, repair, and convert a database

  5. Multiple-Table Queries • One-to-many relationship • Primary key • Foreign key • Referential integrity

  6. Get External Data • Get External Data command • Export command • Import Spreadsheet Wizard • Import Text Wizard • Importing versus linking

  7. Multiple Table Query Primary key in ConsultantsTable Relationship between tables (one to many) Foreign key in Clients Table Each field & table to display

  8. Total Queries • Summary functions • Total row • Group By • Count function • Sum function

  9. Total Query Click drop-downarrow Select Count from drop-down menu

  10. Chart Wizard (1 of 6) Select Chart Wizard from the New Report dialog box Select the table or query for the report from the drop-down menu

  11. Chart Wizard (2 of 6) Select the fields to be included in the chart Inserts only the selected field Inserts all fields Removes only the selected field Removes all fields

  12. Chart Wizard (3 of 6) Select the chart type Description of the currently selected chart type

  13. Chart Wizard (4 of 6) Preview the chart

  14. Chart Wizard (5 of 6) Title the chart Legend display View the chart or design view

  15. Chart Wizard (6 of 6) Zoom Modified Y and X axis now match the query data Chart from Wizard

  16. The User Interface • Switchboard • Switchboard Manager • Switchboard Items table

  17. Switchboard Manager Graphic Position of menu items

  18. 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

  19. Compact the Database Select the Database to compact Click Compact

  20. Chapter 4 Summary (1 of 2) • 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

  21. Chapter 4 Summary (2 of 2) • Switchboard Manager creates the user interface (Switchboard) • Convert Database command changes an Access 2000 file to a previous version • Compact and Repair Database command

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