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Tutorial 8 Sharing, Integrating and Analyzing Data

Tutorial 8 Sharing, Integrating and Analyzing Data. 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

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Tutorial 8 Sharing, Integrating and Analyzing Data

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  1. Tutorial 8Sharing, 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 New Perspectives on Microsoft Access 2013

  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 New Perspectives on Microsoft Access 2013

  5. Sharing, Integrating and Analyzing Data (Cont.) New Perspectives on Microsoft Access 2013

  6. Sharing, Integrating and Analyzing Data (Cont.) New Perspectives on Microsoft Access 2013

  7. Exporting an Access Query to an HTML Document New Perspectives on Microsoft Access 2013

  8. Exporting an Access Query to an HTML Document (Cont.) New Perspectives on Microsoft Access 2013

  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 New Perspectives on Microsoft Access 2013

  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 New Perspectives on Microsoft Access 2013

  11. Importing a CSV File as an Access Table (Cont.) New Perspectives on Microsoft Access 2013

  12. Importing a CSV File as an Access Table (Cont.) New Perspectives on Microsoft Access 2013

  13. Importing a CSV File as an Access Table (Cont.) New Perspectives on Microsoft Access 2013

  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 New Perspectives on Microsoft Access 2013

  15. Importing a table from an Access Database • You can import tables, queries, reports, and other Access database objects New Perspectives on Microsoft Access 2013

  16. Importing a table from an Access Database (Cont.) New Perspectives on Microsoft Access 2013

  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 New Perspectives on Microsoft Access 2013

  18. Using XML (Cont.) Importing Data from an XML File • Access can import data from an XML file directly into a database table New Perspectives on Microsoft Access 2013

  19. Using XML (Cont.) New Perspectives on Microsoft Access 2013

  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 New Perspectives on Microsoft Access 2013

  21. Using XML (Cont.) New Perspectives on Microsoft Access 2013

  22. Using XML (Cont.) New Perspectives on Microsoft Access 2013

  23. Using XML (Cont.) Exporting an Access Table as an XML File New Perspectives on Microsoft Access 2013

  24. Using XML (Cont.) New Perspectives on Microsoft Access 2013

  25. Using XML (Cont.) New Perspectives on Microsoft Access 2013

  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 New Perspectives on Microsoft Access 2013

  27. Using XML (Cont.) New Perspectives on Microsoft Access 2013

  28. Creating a Tabbed Form Using a Tab Control New Perspectives on Microsoft Access 2013

  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 New Perspectives on Microsoft Access 2013

  30. Creating a Tabbed Form Using a Tab Control (Cont.) New Perspectives on Microsoft Access 2013

  31. Creating a Tabbed Form Using a Tab Control (Cont.) New Perspectives on Microsoft Access 2013

  32. Creating a Tabbed Form Using a Tab Control (Cont.) New Perspectives on Microsoft Access 2013

  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 New Perspectives on Microsoft Access 2013

  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 New Perspectives on Microsoft Access 2013

  35. Embedding a Chart in a Form New Perspectives on Microsoft Access 2013

  36. Embedding a Chart in a Form (Cont.) New Perspectives on Microsoft Access 2013

  37. Embedding a Chart in a Form (Cont.) New Perspectives on Microsoft Access 2013

  38. Embedding a Chart in a Form (Cont.) New Perspectives on Microsoft Access 2013

  39. Embedding a Chart in a Form (Cont.) New Perspectives on Microsoft Access 2013

  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 New Perspectives on Microsoft Access 2013

  41. Using Templates and Application Parts (Cont.) New Perspectives on Microsoft Access 2013

  42. Using Templates and Application Parts (Cont.) New Perspectives on Microsoft Access 2013

  43. Using Templates and Application Parts (Cont.) New Perspectives on Microsoft Access 2013

  44. Using Templates and Application Parts (Cont.) New Perspectives on Microsoft Access 2013

  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 New Perspectives on Microsoft Access 2013

  46. Exporting a report to a PDF File (Cont.) New Perspectives on Microsoft Access 2013

  47. Linking Data from an Excel Worksheet New Perspectives on Microsoft Access 2013

  48. Linking Data from an Excel Worksheet (Cont.) New Perspectives on Microsoft Access 2013

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