W603r Getting started with Microsoft Access · 2007-02-27 · Summit 2007: Get Connected W603 – Getting Started with Microsoft Access Bryan McVeigh Data Conversion Microsoft Access

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

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Objectives

Open Access and create a databaseTables – creating, importing, linkingData in tables – sorting and filteringQueries

Review basic query typesSpecial queries (Find duplicates)Build queries



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


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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”



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Open Access and Create Database

First step – create the empty databaseAccess saves all data changes immediatelyNo need to “save” anything (data-related)


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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!)



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Tables

It all starts with tables (data)Rows are recordsColumns are fields


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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



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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


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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



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Working with Data

Sort dataAscending / DescendingMultiple columns

Filter dataFilter by selectionFilter by form


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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



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Select Queries

Select a subset of records and/or fieldsOne or more tablesSort fieldsAdd constraints and parametersAvoid the “Simple Query Wizard” !


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Crosstab Queries

Summarize recordsCount recordsGroup recordsUse the “Crosstab Query Wizard” !



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Delete Queries

Used to permanently remove records from a single tableBased on criteria in the query


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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



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Make Table Queries

Use results of a query to create a new tableData in the new table is independent of all other data


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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



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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


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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



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Summary

Access table creation and populationNavigating tables of dataQuerying dataManipulating data with queries


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

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Documents

W603r Getting started with Microsoft Access · 2007-02-27 · Summit 2007: Get Connected W603 – Getting Started with Microsoft Access Bryan McVeigh Data Conversion Microsoft Access