Microsoft Access 2013® ®

Tutorial8Sharing,IntegratingandAnalyzingData

XPXPXPObjectives• Session8.1– ExportanAccessquerytoanHTMLdocumentandviewthedocument

– ImportaCSVfileasanAccesstable– UsetheTableAnalyzer– ImportatablefromanotherAccessdatabase– ImportandexportXMLfiles– Saveandrunimportandexportspecifications

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XPXPXPObjectives(Cont.)• Session8.2– Createatabbedformusingatabcontrol– Understandthedifferencebetweenimporting,embedding,andlinkingexternalobjects

– Embedachartinaform– Createanduseanapplicationpart– ExportaPDFfile– LinkdatafromanExcelworkbook

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XPXPXPSharing,IntegratingandAnalyzingData

• Case- ChathamCommunityHealthServicesCreatingCustomReportsforChathamCommunityHealthServices

• UserwantsotheremployeestohaveaccesstotheClinicdatabaseandsharedataamongthedifferentprogramsemployeesuse

• Userwouldalsoliketobeabletoanalyzethedatainthedatabase

• Tasksinclude:• Importing,exporting,linking,andembeddingdata• Creatingapplicationparts• Explorethechartingfeatures

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XPXPXPSharing,IntegratingandAnalyzingData(Cont.)

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XPXPXP

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Sharing,IntegratingandAnalyzingData(Cont.)

XPXPXPExportinganAccessQuerytoanHTMLDocument

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XPXPXPExportinganAccessQuerytoanHTMLDocument(Cont.)

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XPXPXPExportinganAccessQuerytoanHTMLDocument(Cont.)

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• ViewinganHTMLDocumentUsingInternetExplorer– YoucanviewtheHTMLdocumentthatyoucreatedusinganywebbrowser

– Right-clickCrosstabinthefilelisttoopentheshortcutmenu

– ClickOpenwith– Clickthenameofyourwebbrowser,suchasInternetExplorer

– ClicktheOKbutton(ifnecessary).InternetExplorerstartsandopenstheCrosstabwebpage

XPXPXPImportingaCSVFileasanAccessTable(Cont.)

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• ACSV(comma-separatedvalues)fileisatextfileinwhichcommasseparatevalues,andeachlineisarecordcontainingthesamenumberofvaluesinthesamepositions– ThisisacommonformatforrepresentingdatainatableandisusedbyspreadsheetapplicationssuchasExcelaswellasdatabaseapplications

XPXPXPImportingaCSVFileasanAccessTable(Cont.)

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XPXPXPImportingaCSVFileasanAccessTable(Cont.)

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XPXPXPImportingaCSVFileasanAccessTable(Cont.)

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XPXPXPImportingaCSVFileasanAccessTable(Cont.)

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AnalyzingaTablewiththeTableAnalyzer– TheTableAnalyzeranalyzesasingletableand,ifnecessary,splitsitintotwoormoretablesthatareinthirdnormalform

– TheTableAnalyzeralsolooksforredundantdatainthetableandremovesredundantfieldsfromthetableandthenplacestheminnewtables

XPXPXPImportingatablefromanAccessDatabase

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• Youcanimporttables,queries,reports,andotherAccessdatabaseobjects

XPXPXPImportingatablefromanAccessDatabase(Cont.)

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XPXPXPUsingXML

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• XML(ExtensibleMarkupLanguage)isaprogramminglanguagethatissimilarinformattoHTML,butismorecustomizableandissuitedtotheexchangeofdatabetweendifferentprograms

• UnlikeHTML,whichusesafixedsetoftagstodescribetheappearanceofawebpage,developerscancustomizeXMLtodescribethedataitcontainsandhowthatdatashouldbestructured

XPXPXPUsingXML(Cont.)

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ImportingDatafromanXMLFile• AccesscanimportdatafromanXMLfiledirectlyintoadatabasetable

XPXPXPUsingXML(Cont.)

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XPXPXPUsingXML(Cont.)

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• SavingandRunningImportSpecifications– Ifyouneedtorepeatthesameimportproceduremanytimes,youcansavethestepsfortheprocedureandexpeditefutureimportsbyrunningthesavedimportstepswithoutusingawizard

XPXPXPUsingXML(Cont.)

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XPXPXPUsingXML(Cont.)

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XPXPXPUsingXML(Cont.)

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ExportinganAccessTableasanXMLFile

XPXPXPUsingXML(Cont.)

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XPXPXPUsingXML(Cont.)

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XPXPXPUsingXML(Cont.)

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SavingandRunningExportSpecifications• SavingthestepstoexportatableasanXMLfilewillsavetimeandeliminateerrors

XPXPXPUsingXML(Cont.)

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XPXPXPCreatingaTabbedFormUsingaTabControl

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XPXPXP

• UsetheTabControltooltoinsertatabcontrol,whichisacontrolthatappearswithtabsatthetop,withonetabforeachform

• Userscanswitchbetweenformsbyclickingthetabs

CreatingaTabbedFormUsingaTabControl(Cont.)

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XPXPXPCreatingaTabbedFormUsingaTabControl(Cont.)

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XPXPXPCreatingaTabbedFormUsingaTabControl(Cont.)

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XPXPXPCreatingaTabbedFormUsingaTabControl(Cont.)

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XPXPXPIntegratingAccesswithOtherPrograms

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• Whenyouintegrateinformationbetweenprograms,theprogramcontainingtheoriginalinformation,orobject,iscalledthesourceprogram,andtheprograminwhichyouplacetheinformationcreatedbythesourceprogramiscalledthedestinationprogram

• Accessoffersthreewaysforyoutointegrateobjectscreatedbyotherprograms– Importing- Whenyouimportanobject,youincludethecontentsofafileinanewtableorappendittoanexistingtable,oryouincludethecontentsofthefileinaform,report,orfield

XPXPXPIntegratingAccesswithOtherPrograms (Cont.)

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– Embedding - Whenyouembedanobjectinaform,report,orfield,youpreserveitsconnectiontothesourceprogram,whichenablesyoutoedittheobject.However,anychangesyoumaketotheobjectarereflectedonlyintheform,report,orfieldinwhichitisembedded;thechangesdonotaffecttheoriginalobjectinthefilefromwhichitwasembedded

– Linking- Whenyoulinkanobjecttoaform,report,orfield,youincludeaconnectioninthedestinationprogramtotheoriginalfilemaintainedbythesourceprogram;youdonotstoredatafromthefileinthedestinationprogram.Anychangesyoumaketotheoriginalfileusingthesourceprogramarereflectedinthelinkedfileversioninthedestinationprogram

XPXPXPEmbeddingaChartinaForm

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XPXPXPEmbeddingaChartinaForm(Cont.)

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XPXPXPEmbeddingaChartinaForm(Cont.)

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XPXPXPEmbeddingaChartinaForm(Cont.)

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XPXPXPEmbeddingaChartinaForm(Cont.)

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XPXPXPUsingTemplatesandApplicationParts

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• Atemplateisapredefineddatabasethatcanincludetables,relationships,queries,forms,reports,andotherdatabaseobjects– Youcancreateyourowntemplatefromanexistingdatabasefileor

choosefromalistofpredefinedtemplates– Inadditiontocreatingastandardtemplate,youcanalsocreatean

applicationpart,whichisaspecializedtemplatethatcanbeimportedintoanexistingdatabase

– Astandardtemplatewouldbeusedtocreateanewdatabasefile– Anapplicationpartisusedwhenyoualreadyhaveadatabasefilethat

you’reworkingwith,andwouldliketoincludethecontentfromanapplicationpartinyourexistingdatabase

XPXPXPUsingTemplatesandApplicationParts(Cont.)

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XPXPXPUsingTemplatesandApplicationParts(Cont.)

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XPXPXPUsingTemplatesandApplicationParts(Cont.)

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XPXPXPUsingTemplatesandApplicationParts(Cont.)

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XPXPXPExportingareporttoaPDFFile

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• PDF(portabledocumentformat)isafileformatthatpreservestheoriginalformattingandpaginationofitscontentsnomatterwhereit’sviewed– CurrentversionsofallmajoroperatingsystemsfordesktopcomputersandhandhelddevicesincludesoftwarethatopensPDFfiles

XPXPXPExportingareporttoaPDFFile(Cont.)

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XPXPXPLinkingDatafromanExcelWorksheet

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XPXPXPLinkingDatafromanExcelWorksheet(Cont.)

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