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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