Access 2007 ® Use Databases How can Access help you to find and use information?

3 Access 2007®

Use Databases

How can Access help you to find and use information?

3 Lesson 4: Maximize Database Functions

Access can help you

to format the data in

your database to

improve search

results, and to share

data from other

programs.

3• How can I use data from a different program?

• Can Access link to external data sources?

• How can I organize and find records?

• How can I change the appearance of a report?

• How can I move data to another program?

• What vocabulary words should I review?

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Lesson 4: Maximize Database Functions

View This Presentation to Answer the Following Questions:

3You can import data to

create a table from CSV

files, Excel files, and

other Access databases.


If you need to incorporate data from a different program into your database,

import it.

A wizard will help you normalize it, or make sure it is structured correctly and that there are no repeated groups

of information.

3Access can save the steps you

use to import data so that you

do not have to repeat the same

operations.


When you want to import

similar data, simply run the

import steps, or import

specifications, that you

saved.

The new data will be entered with the same specifications.


A linked table in Access will

show the data, but you must

work in the original data

source to edit or add

information.

Access can link to an external data source, such as Excel, if you want to keep the data in its original

program.

3Tech CheckTech Check

How can you create a table from outside sources, such as Excel files

and other Access databases?

Answer:

You can import data to create a table from outside sources.

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How do you avoid repeating the same steps when importing

similar data from external sources?

Answer:

You can avoid repeating the same steps by running the import

specifications, or import steps, that you saved the last time you

imported data.

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3To update or edit

queries in Access, you

can add or remove

tables from the

existing queries.


You might want to add new tables that you have imported or remove outdated tables to show only

information that is up-to-date or that has been changed.

3To further refine the information that queries present, you can update or edit

queries.


You can add criteria

to an existing query

using the criteria

fields.

You can also set a parameter, or limit, which will prompt you for the proper criteria.


Access allows you to

set up a calculated

field in a query to

perform a

calculation.

When you change the data in the query, Access recalculates the field.

3Use an aggregate

function to gather

together data from

different records and

display it in the query.


Access provides several functions to help you gather data and make

calculations.

3The Sum function adds

the numbers in a column

to give you a total

quantity.


The Count function tells you how

many separate numbers are in the

column.

For example, the sum of 5 + 10 + 6 + 9 + 25 is 55. The count is 5.

3To organize and find records in Datasheet View, you can sort the records in a table or

query.


In a query that lists

customer orders,

you can list all of a

particular

customer’s orders

together,

or you can view orders by date or size.

3Information in forms

can be sorted in

much the same way

you sort the

information in a

table.


To sort records in a form, determine the sorting order for each field and then use the Sort & Filter tools to set

the order.

3

You can incorporate data from a form or a report into a PowerPoint presentation or a business report written

in Word.


Being able to explain

data results to others is

an important part of

managing a database.


How do you perform a calculation in a query?

Answer:

To perform a calculation in a query, set up a calculated field.

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How do you sort orders in a form?

Answer:

To sort records in a form, determine the sorting order for each

field and then use the Sort & Filter tools to set the order.

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3Academic Skills CheckAcademic Skills Check

What is the sum of 6 + 9 + 15 + 5, and what is the count?

Answer:

The sum of 6 + 9 + 15 + 5 is 35, and the count is 4.

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3Rather than take the

time to build a query

to return data from

a single table, you

can filter the data

within the table.


Filters show only the data that fit the criteria, leaving out the information that you do not

want to see.

For example, you can sort data in

ascending or descending order.

3To filter the data within

a query, create

common table and

query filters or use

Access to design

advanced filters.


3

You can filter the data within a

form as you would in a table or

query.


You can design advanced filters or use the common filter tools available on the

Ribbon.

3Report filters show only the data that fit the criteria. Reports can be designed using advanced filters or common

filter tools.


3Unlike a table or a

query, a report is a

complete

document and can

be edited.


To change the appearance of a report, apply different

AutoFormats.

Many report formats correspond to the Themes available in Word, PowerPoint, and Excel, to

help you create an integrated presentation.

3

Reports do not save filters, but tables, queries, and forms do.


When you create

filters, the filter

remains until you turn

it off or clear it

permanently.

3To move data created in Access to another program,

export it.


Access allows you to export

the data from a table’s

current database file to

different files, programs, or

databases.

You can export the table with the data in it, or export only the structure of the

table itself.

3

Access also allows you to

export data from queries

to different files,

programs, or databases.


3

If you plan to repeat the export

process more than a few times,

set up and save export

specifications so that you can

run them later.


3Into what other programs can you incorporate database

information to make a public presentation or report?

Answer:

You can incorporate information from your database into a

PowerPoint presentation or a business report written in Word.

Academic Skills CheckAcademic Skills Check______________________________________________________________


3What do filters show in any database object?

Answer:

In any database object, filters show only the data that fit the

criteria that you set.

Tech CheckTech Check______________________________________________________________


3In what types of database objects can you filter data?

Answer:

You can filter data in tables, queries, forms, and reports.



3When you create a filter in a table, query, or form, how long does

the filter remain?

Answer:

When you create filters in a table, query, or form, the filter

remains on until you turn it off or remove it permanently.



3Vocabulary ReviewVocabulary Review

normalize

To make sure that a table is structured correctly and contains

no repeated groups of information.

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3Vocabulary ReviewVocabulary Review

link

The action of attaching one data source to another.

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3

Specifications that can be saved to indicate how data should

be imported.

import specifications

Vocabulary ReviewVocabulary Review______________________________________________________________


3parameter

A limit. You can apply a parameter to a query.



3aggregate function


A formula used to calculate counts, totals, averages, and other

statistics for groups of records.


3export specification

Terms that allow users to define how data will be exported

from Access to another destination.



Documents

Access 2007 ® Use Databases How can Access help you to find and use information?