View
4
Download
0
Category
Preview:
Citation preview
Summit 2007: Get Connected
W603 – Getting Started with Microsoft Access
Bryan McVeighData Conversion
Microsoft Access is a great tool that can be used to handle the creation and manipulation of data. In this session, focus will be on the basics. Instruction will include creating and navigating tables, as well as querying data.
Pre-requisites: None
Wednesday, 3:45pm
© 2007 Activant Solutions Inc. All Rights Reserved
2
Objectives
Open Access and create a databaseTables – creating, importing, linkingData in tables – sorting and filteringQueries
Review basic query typesSpecial queries (Find duplicates)Build queries
Summit 2007: Get Connected
© 2007 Activant Solutions Inc. All Rights Reserved
3
Objectives
PROJECTCreate a basic customer profitability analysis tool by the end of the second session (F103 – Microsoft Access: Beyond the Basics, Friday 8:30am)Sales revenue- Sales cost= Gross margin- Our truck shipment charge- Line picking charge- Returned line charge= A more accurate gross margin
© 2007 Activant Solutions Inc. All Rights Reserved
4
Return on Investment Opportunity
CorporateAnalyze data in more complex waysMerge data from many sourcesEditing other databases (with read/write ODBC)
PersonalBetter understanding of generic database conceptsManagers – gain a better understanding of what can and cannot be achieved with databasesNon-managers – make yourself a valuable tool in the corporate “tool box”
Summit 2007: Get Connected
© 2007 Activant Solutions Inc. All Rights Reserved
5
Open Access and Create Database
First step – create the empty databaseAccess saves all data changes immediatelyNo need to “save” anything (data-related)
© 2007 Activant Solutions Inc. All Rights Reserved
6
The Access Environment
Tables – storing dataQueries – selecting / manipulating dataForms – display data on-screenReports – display data on paperPages – display data in a browserMacros – automate processesModules – VBA code (experts only!)
Summit 2007: Get Connected
© 2007 Activant Solutions Inc. All Rights Reserved
7
Tables
It all starts with tables (data)Rows are recordsColumns are fields
© 2007 Activant Solutions Inc. All Rights Reserved
8
Creating Tables
New Table WizardGood for beginners
Manually creating tablesImporting data
Excel, text files, other Access databases
Linking data (ODBC)Data is linked, not imported
Summit 2007: Get Connected
© 2007 Activant Solutions Inc. All Rights Reserved
9
Activant Software ODBC Capabilities
Qantel SQLODBC
SQL ServerODBC
Transoft/FDEODBCODBC
TransoftOpenlink
Reference
NoTurnsYesAdd-onYesStanpakYesIncludedYesSDIYesIncludedYesProphet 21YesIncludedYesPreludeNoAdd-onYesFaspacNoAdd-onYesDISCNoDepends*YesD2KYesAdd-onYesArrayNoIncludedYesAcclaim
Edit?Add-on?ODBC?Software
* D2K – Add-on prior to 9400
© 2007 Activant Solutions Inc. All Rights Reserved
10
Creating Tables
New Table WizardCreate a Customer table using wizard
Manually creating tablesCreate a Customer table manually
Importing dataImport a Customer table - ExcelImport a Customer table - fixed width fields
Linking data (ODBC)Link to Prophet 21 customer table
Summit 2007: Get Connected
© 2007 Activant Solutions Inc. All Rights Reserved
11
Working with Data
Sort dataAscending / DescendingMultiple columns
Filter dataFilter by selectionFilter by form
© 2007 Activant Solutions Inc. All Rights Reserved
12
Queries
Query typesSELECT – view data (and possibly edit)CROSSTAB – sum or group dataDELETE – remove records based on criteriaUPDATE – edit selected fields in pre-existing recordsMAKE TABLE – create a table from the results of a queryAPPEND – add records to a pre-existing table
Summit 2007: Get Connected
© 2007 Activant Solutions Inc. All Rights Reserved
13
Select Queries
Select a subset of records and/or fieldsOne or more tablesSort fieldsAdd constraints and parametersAvoid the “Simple Query Wizard” !
© 2007 Activant Solutions Inc. All Rights Reserved
14
Crosstab Queries
Summarize recordsCount recordsGroup recordsUse the “Crosstab Query Wizard” !
Summit 2007: Get Connected
© 2007 Activant Solutions Inc. All Rights Reserved
15
Delete Queries
Used to permanently remove records from a single tableBased on criteria in the query
© 2007 Activant Solutions Inc. All Rights Reserved
16
Update Queries
Works on data in a single table onlyUpdates one or more pre-existing fieldsCan run for all records or use criteriaUpdates are permanent
Summit 2007: Get Connected
© 2007 Activant Solutions Inc. All Rights Reserved
17
Make Table Queries
Use results of a query to create a new tableData in the new table is independent of all other data
© 2007 Activant Solutions Inc. All Rights Reserved
18
Append Queries
Add new records to a pre-existing tableLayout of query needs to match the pre-existing tableDo not need to populate all fieldsYou DO need to populate all key fields
Summit 2007: Get Connected
© 2007 Activant Solutions Inc. All Rights Reserved
19
Additional Resources
Microsoft Access “Northwind” sample databaseBooks:
Teach yourself VISUALLY Access 2003 by Ruth MaranMicrosoft Office Access 2003 Step by Step from Microsoft PressMicrosoft Access 2003 Forms, Reports, and Queriesby Paul McFedries
© 2007 Activant Solutions Inc. All Rights Reserved
20
Suggested Action Plan
Next time, instead of using Excel, try AccessYou can import Excel spreadsheets into AccessSearch for a book that fits your style and method of learning…
Visual learning – great for beginners (Maran book)Samples-based – good once you know the basicsIndex-based – good for experts
Summit 2007: Get Connected
© 2007 Activant Solutions Inc. All Rights Reserved
21
Summary
Access table creation and populationNavigating tables of dataQuerying dataManipulating data with queries
© 2007 Activant Solutions Inc. All Rights Reserved
22
Thank You for Attending
W603 – Getting Started with Microsoft AccessBryan McVeighPlease submit the Session Feedback Form
To receive NASBA credits, please be sure to complete the Session Feedback Form and sign the class roster in the back of the room
Session Feedback Form Summit 2007 – Las Vegas, NV
Please take a moment to evaluate this session and offer feedback. Activant uses your input to understand your needs and to determine future Summit sessions.
Session Name: Session Number:
Presenter’s Name:
How important is this topic to your job/company? 1 2 3 4 5
Not Important Important
Please rate the educational value you received from this session. 1 2 3 4 5
Low Value High Value
1. What software are you currently using?
2. How long have you personally used this software?
3. Describe the effectiveness of your instructor.
4. What is your overall evaluation of this session?
5. What could have been done to improve this session?
6. What sessions would you like to see presented at future conferences?
7. What issues will be critical to your business in the next 12-24 months?
Check here if you would like CPE credits. To receive credits, be sure to sign your name at the bottom of this form and sign the roster in the session room.
Answering the following questions is OPTIONAL (but required for CPE Credits).
Yes No
Did this session meet your expectations, based on the description/objectives in the registration materials?
Were the pre-requisite requirements stated in the course description appropriate?
Did the session materials contribute to achieving the learning objectives?
Did the equipment (screen, microphone, projector, etc.) in the room enhance the instruction?
Was the time allotted for the session appropriate for the topic?
Name:__________________________________________________________________________________________________
Company:_____________________________________________________ E-mail:___________________________________
Recommended