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

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

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

Multiple-Table Queries

• One-to-many relationship

• Primary key

• Foreign key

• Referential integrity

Get External Data• Get External Data command

• Export command

• Import Spreadsheet Wizard

• Import Text Wizard

• Importing versus linking

Multiple Table Query

Relationshipbetween tables(one to many)

Each field & table to display

Primary key in ConsultantsTable

Foreign key in Clients Table

Total Queries

• Summary functions

• Total row

• Group By

• Count function

• Sum function

Total Query

Select Count fromdrop-down menu

Click drop-downarrow

Chart Wizard (1 of 6)

Select the table or query for the report from the drop-down menu

Select Chart Wizard from the New Report dialog box

Chart Wizard (2 of 6)Select the fields to be included in the chart

Inserts only the selected field

Inserts all fieldsRemoves only the selected field

Removes all fields

Chart Wizard (3 of 6)Select the chart type

Description of the currently selected chart type

Chart Wizard (4 of 6)Preview the chart

Chart Wizard (5 of 6)

Title the chart

Legend display

View the chart or design view

Chart Wizard (6 of 6)

Zoom

Chart from Wizard

Modified Y and Xaxis now match the query data

The User Interface

• Switchboard

• Switchboard Manager

• Switchboard Items table

Switchboard Manager

Position of menu items

Graphic

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

Compact the Database

Select the Databaseto compact

Click Compact

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

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