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Access 2010

Level 2

Unit 2 Advanced Reports, Access Tools,and Customizing Access

Chapter 8 Integrating Access Data

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Integrating Access Data

Import Data from Another Access Database Link to a Table in Another Access Database Import Data to Access from a Text File Save and Repeat Import Specifications CHECKPOINT 1 Export Access Data to a Text File Save and Repeat Export Specifications Publish and View Database Objects as XPS Documents Summarize Data in a PivotTable and PivotChart CHECKPOINT 2

Quick Links to Presentation Contents

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Import Data from Another Access Database

Data stored in another Access database can be integrated into the active database by importing a copy of the source object.

You can choose to copy multiple objects as well as duplicate the relationships between tables.

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Import Data from Another Access Database…continued

To import objects from an Access database:1. Open the destination database.2. Click the External Data tab.3. Click the Import Access

database button in the Import group.

4. At the Get External Data - Access Database dialog box, click the Browse button.

5. Navigate to the drive and/or folder.

6. Double-click the source file name.

7. Click OK.continues on next slide…

Get External Data – Access Database dialog box

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Import Data from Another Access Database…continued

8. At the Import Objects dialog box, select the desired import object(s).

9. Click OK.10. Click Close.

Import Objects dialog box

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Import Data from Another Access Database…continued

To display import options:1. Display the Import

Objects dialog box.2. Click the Options button.

import options

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You can also copy an object by opening two different Access windows—one containing the source database and another containing the destination database.

Import Data from Another Access Database…continued

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Link to a Table in Another Access DatabaseTo link to a table in another database:1. Open the destination database.2. Click the External Data tab.3. Click the Import Access database

button in the Import & Link group.4. At the Get External Data - Access

Database dialog box, click the Browse button.

5. Navigate to the drive and/or folder.

6. Double-click the source file name.7. Click the Link to the data source by

creating a linked table option.8. Click OK.continues on next slide…

Link to the data source by creating a linked table option

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Link to a Table in Another Access Database…continued

9. At the Link Tables dialog box, select the desired table(s).

10. Click OK.

Link Tables dialog box

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Link to a Table in Another Access Database…continued

When two tables in different databases are linked, the data resides in the source database. The table in the destination database is considered to be a copy.

Opening the linked table in the destination database causes Access to update the it with the information from the source table.

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Link to a Table in Another Access Database…continued

In most cases, you will import data into Access from another Access database or from an external source.

If you know that the data will require frequent updates, you should link the data to the external data source so that you can enter changes in one central location.

For example, if you wanted to combine data from multiple databases to create a table called Inventory, you would first import the data from all of the different data sources and then link each table back to its source file.

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To refresh a link:1. Click the External Data

tab.2. Click the Linked Table

Manager button in the Import & Link group.

3. At the Linked Table Manager dialog box, click the linked table.

4. Click OK.5. Navigate to the drive

and/or folder.6. Double-click the source

database file name.7. Click OK.8. Click the Close button.

Linked Table Manager dialog box

Link to a Table in Another Access Database…continued

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Import Data to Access from a Text File

A text file is often used to exchange data between programs since the file format is recognized by most applications.

Text files contain no formatting. They consist of only letters, numbers, punctuation symbols, and a few control characters.

Delimited file format is a text file format that uses a tab character to separate fields.

Comma separated file format is text file format that uses a comma to separate fields.

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Import Data to Access from a Text File…continuedTo import data from a comma separated text file:1. Click the External Data tab.2. Click the Import text file

button in the Import & Link group.

3. At the Get External Data - Text File dialog box, click the Browse button.

4. Navigate to the drive and/or folder.

5. Double-click the file name with the.csv extension.

6. Click OK.continues on next slide…

Get External Data – Text File dialog box

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7. At the first Import Text Wizard dialog box, click Next.

continues on next slide…

first Import Text Wizard dialog box

Import Data to Access from a Text File…continued

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8. At the second Import Text Wizard dialog box, click the First Row Contains Field Names check box.

9. Click Next.continues on next slide…

second Import Text Wizard dialog box

Import Data to Access from a Text File…continued

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10. At the third Import Text Wizard dialog box, choose the data type.

11. Click Next.continues on next slide…

third Import Text Wizard dialog box

Import Data to Access from a Text File…continued

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12. At the fourth Import Text Wizard dialog box, choose the primary key field.

13. Click Next.14. At the last Import

Text Wizard dialog box, click Finish.

fourth Import Text Wizard dialog box

Import Data to Access from a Text File…continued

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Save and Repeat Import SpecificationsTo save import specifications:1. At the last Get External

Data dialog box, click the Save import steps check box.

2. If necessary, edit the name in the Save as text box.

3. Type a description in the Description text box.

4. Click the Save Import button.

Save import steps check box

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Save and Repeat Import Specifications…continued

To repeat the import process:1. Click the External

Data tab.2. Click the Saved

Imports button in the Import & Link group.

3. At the Manage Data Tasks dialog box, click the desired import name.

4. Click the Run button.

Manage Data Tasks dialog box

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CHECKPOINT 11) The Import Access database

button is located in this tab.a. Homeb. Createc. External Datad. Database Tools

3) This type of file is often used to exchange data between programs.a. convertedb. datac. encryptedd. text

2) When you do this to a table, the source data does not reside in the destination database.a. copyb. pastec. linkd. embed

4) The Saved Imports button is located in this tab.a. Homeb. Createc. External Datad. Database Tools

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Export Access Data to a Text File

The Export group in the External Data tab contains buttons you can use to export Access data from a table, query, form, or report to other applications such as Excel or Word.

If you want to work with Access data in a program that is not part of the Microsoft Office suite, click the More button in the Export group to see if a file format converter exists for the application you want to use.

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Export Access Data to a Text File…continuedTo export data as a text file:1. Select the object in the

Navigation pane.2. Click the External Data tab.3. Click the Export to text file

button in the Export group.4. At the Export - Text File dialog

box, click the Browse button.5. Navigate to the desired drive

and/or folder.6. Change the file name.7. Click the Save button.8. Click OK.continues on next slide…

Export - Text File dialog box

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Export Access Data to a Text File…continued9. At the first Export

Text Wizard dialog box, click Next.

continues on next slide…

first Export Text Wizard dialog box

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Export Access Data to a Text File…continued10. At the second Export Text

Wizard dialog box, choose the delimiter character.

11. If appropriate, click the Include Field Names on First Row check box.

12. If appropriate, choose the Text Qualifier character.

13. Click Next.14. At the last Export Text

Wizard dialog box, change the Export to File path and/or name.

15. Click Finish.16. Click the Close button.

second Export Text Wizard dialog box

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Save and Repeat Export SpecificationsTo save the export specifications:1. At the last Export - Text

File dialog box, click the Save export steps check box.

2. If necessary, edit the name in the Save as text box.

3. Type a description in the Description text box.

4. Click the Save Export button.

Save export steps check box

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Save and Repeat Export Specifications…continued

To repeat the export process:1. Click the External Data

tab.2. Click the Saved Exports

button in the Export group.

3. At the Manage Data Tasks dialog box, click the desired export name.

4. Click the Run button.

Manage Data Tasks dialog box

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Publish and View Database Objects as XPS DocumentsTo publish an object as an XPS document:1. Select the object in the

Navigation pane.2. Click the External Data tab.3. Click the PDF or XPS button.4. If necessary, navigate to the

desired drive and/or folder.5. Change the file name as

needed.6. Change the Save as type to

XPS.7. Click the Publish button.8. Click the Close button.

Publish button

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Publish and View Database Objects as XPS Documents…continued XPS stands for XML Paper Specification, which is a

fixed-layout format with all formatting preserved. When an XPS file is shared electronically, the recipients of the file see the original formatting and cannot easily change the data.

The Save as type option also includes PDF. PDF stands for Portable Document Format, another fixed-layout format that preserves original formatting for file-sharing purposes.

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Summarize Data in a PivotTable and PivotChart A PivotTable is an interactive table that organizes and

summarizes data based on fields you designate as the row and column headings.

PivotTables are useful management tools since you can analyze data in a variety of ways. You can filter a row, a column, or another filter field and instantly see the change in results.

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Summarize Data in a PivotTable and PivotChart…continued

To create a PivotTable:1. Open the table or

query.2. Click the View button

arrow in Views group in the Home tab.

3. Click the PivotTable View option at the drop-down list.

continues on next slide…

PivotTable View option

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Summarize Data in a PivotTable and PivotChart…continued

4. Drag the fields from the PivotTable Field List box to the desired dimmed text locations.

PivotTable Field List box

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Summarize Data in a PivotTable and PivotChart…continued The main advantage to using a PivotTable is that it

gives you the ability to analyze data for a variety of different scenarios.

Use the plus and minus symbols that display in a row or column heading to show or hide data.

Use the down-pointing arrow (called the filter arrow) that displays next to a field name to filter the PivotTable by one or more values in the field.

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Summarize Data in a PivotTable and PivotChart…continued

When you create a PivotTable in a query or table, the PivotTable settings are saved and become part of the table or query.

When you open a table or query in which you have created a PivotTable and then switch to PivotTable view, the table or query displays with the PivotTable settings you created.

If you want to view different fields or perform other functions in PivotTable view, you have to edit the settings.

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Summarize Data in a PivotTable and PivotChart…continued

To create a PivotTable form:1. Click the desired object in

the Navigation pane.2. Click the Create tab.3. Click the More Forms

button in the Forms group.4. Click the PivotTable option

at the drop-down list.5. Click twice on the Field List

button in the Show/Hide group in the PivotTable Tools Design tab.

6. Drag and drop the field(s).

PivotTable option

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Summarize Data in a PivotTable and PivotChart…continued A PivotChart performs the same function as a

PivotTable. However, Access displays the source data in a graph instead of in a table or query.

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To create a PivotChart:1. Open the table or

query.2. Click View button

arrow in the Views group in the Home tab.

3. Click the PivotChart View option.

PivotChart

Summarize Data in a PivotTable and PivotChart…continued

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CHECKPOINT 21) The Export to text file button is

located in this tab.a. Homeb. Createc. External Datad. Database Tools

3) This is an interactive table that organizes and summarizes data.a. PivotSummarizeb. PivotTablec. PivotChartd. PivotData

2) This file format is a fixed-layout format with all formatting preserved.a. XPSb. PSXc. XPDd. XDF

4) This displays the source data in a graph.a. PivotSummarizeb. PivotTablec. PivotChartd. PivotData

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Integrating Access Data

Import data from another Access database Link to a table in another Access database Determine when to import versus link from external sources Reset or refresh links using Linked Table Manager Import data from a text file Save import specifications Export data in an Access table or query as a text file Save and run export specifications Save an object as an XPS document Summarize data by using a PivotTable Summarize data by using a PivotChart

Summary of Presentation Concepts