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Tutorial 8

Sharing, Integrating, and Analyzing Data

Microsoft Access 2010
                ®
Objectives                                    XP


      • Export an Access table to an HTML document
        and view the document
      • Import a CSV file as an Access table
      • Use the Table Analyzer
      • Import and export XML files
      • Save and run import and export specifications




New Perspectives on Microsoft Access 2010                2
Objectives                                      XP


      •    Create a multi-page form using a tab control
      •    Embed a chart in a form
      •    Create and modify PivotTables and PivotCharts
      •    Link data from an Excel worksheet




New Perspectives on Microsoft Access 2010                  3
HTML Source and Web Page              XP




New Perspectives on Microsoft Access 2010        4
Exporting an Access Query                                       XP
      to an HTML Document
      • In the Navigation Pane, right-click the object (table, query,
         form, or report) you want to export, point to Export on the
         shortcut menu, and then click HTML Document
      or
      • In the Navigation Pane, click the object (table, query, form, or
         report) you want to export, click the External Data tab on the
         Ribbon, click the More button in the Export group on the
         External Data tab, and then click HTML Document
      • Click the Browse button in the Export – HTML Document
         dialog box, select the location where you want to save the file,
         enter the filename in the File name box, and then click the
         Save button

New Perspectives on Microsoft Access 2010                                   5
Exporting an Access Query                            XP
      to an HTML Document
      • Click the Export data with formatting and layout
        check box to retain most formatting and layout
        information, and then click the OK button
      • If using a template, click the Select a HTML Template
        check box in the HTML Output Options dialog box,
        click the Browse button, select the location for the
        template, click the template filename, and then click
        the OK button
      • Click the OK button



New Perspectives on Microsoft Access 2010                       6
Viewing an HTML Document Using
                                   XP
      Internet Explorer
      • Open Windows Explorer, and then navigate to
        and open the Access2Tutorial folder, which is
        where you saved the exported HTML
        document
      • Right-click Crosstab in the file list to open the
        shortcut menu, click Open with, click Internet
        Explorer, and then click the OK button (if
        necessary)


New Perspectives on Microsoft Access 2010                   7
Importing a CSV File                                  XP
      as an Access Table
      • In the Import & Link group on the External Data tab
        on the Ribbon, click the Text File button to open the
        Get External Data - Text File dialog box
      • Click the Browse button in the dialog box, navigate to
        the location where the file to import is stored, click
        the filename, and then click the Open button
      • Click the Import the source data into a new table in
        the current database option button, and then click
        the OK button
      • In the Import Text Wizard dialog box, click the
        Delimited option button, and then click the Next
        button
New Perspectives on Microsoft Access 2010                        8
Importing a CSV File                                   XP
      as an Access Table
      • Make sure the Comma option button is selected. If
        appropriate, click the First Row Contains Field Names
        check box to select it, and then click the Next button
      • For each field, if necessary, select the column, type
        its field name and select its data type, and then click
        the Next button
      • Choose the appropriate option button to let Access
        create a primary key, to choose your own primary
        key, or to avoid setting a primary key, click the Next
        button, type the table name in the Import to Table
        box, and then click the Finish button
New Perspectives on Microsoft Access 2010                         9
Importing a CSV File                  XP
      as an Access Table




New Perspectives on Microsoft Access 2010        10
Importing a CSV File                  XP
      as an Access Table




New Perspectives on Microsoft Access 2010        11
Importing an XML File                                 XP
      as an Access Table
      • In the Import & Link group on the External Data tab
        on the Ribbon, click the XML File button to open the
        Get External Data - XML File dialog box
      • Click the Browse button, navigate to the location for
        the XML file, click the XML filename, and then click
        the Open button
      • Click the OK button in the Get External Data - XML File
        dialog box, click the table name in the Import XML
        dialog box, click the appropriate option button in the
        Import Options section, and then click the OK button
      • Click the Close button
New Perspectives on Microsoft Access 2010                         12
Importing an XML File                          XP
      as an Access Table
      or
      • If you need to save the import steps, click the
        Save import steps check box, enter a name for
        the saved steps in the Save as box, and then
        click the Save Import button




New Perspectives on Microsoft Access 2010                 13
Importing an XML File                 XP
      as an Access Table




New Perspectives on Microsoft Access 2010        14
Exporting an Access Object                              XP
      as an XML File
      • Right-click the object (table, query, form, or report) in
         the Navigation Pane, point to Export, and then click
         XML File
      or
      • Click the object (table, query, form, or report) in the
         Navigation Pane. In the Export group on the External
         Data tab, click XML File button
      • Click the Browse button in the Export - XML File
         dialog box, navigate to the location where you will
         save the XML file, and then click the Save button

New Perspectives on Microsoft Access 2010                           15
Exporting an Access Object                           XP
      as an XML File
      • Click the OK button in the dialog box, select the
         options in the Export XML dialog box or click the
         More Options button and select the options in the
         expanded Export XML dialog box, and then click the
         OK button
      • Click the Close button
      or
      • If you need to save the export steps, click the Save
         export steps check box, enter a name for the saved
         steps in the Save as box, and then click the Save
         Export button
New Perspectives on Microsoft Access 2010                       16
Exporting an Access Table             XP
      as an XML File




New Perspectives on Microsoft Access 2010        17
Filtered PivotChart                   XP




New Perspectives on Microsoft Access 2010        18
Creating a Multi-page Form                     XP
      Using a Tab Control
      • You can create a multi-page form two ways:
         – Page Break tool
         – Tab Control tool




New Perspectives on Microsoft Access 2010                 19
Integrating Access with Other                XP
      Programs
      • When you integrate information between
        programs, the program containing the original
        information, or object, is called the source
        program, and the program in which you place
        the information created by the source
        program is called the destination program
         – Importing
         – Embedding
         – Linking

New Perspectives on Microsoft Access 2010               20
Embedding a Chart in a Form                            XP
      or Report
      • In the Controls group on the Design tab in Design
        view, click the More button, and then click the Chart
        tool
      • Position the + portion of the pointer where you want
        to position the upper-left corner of the chart, and
        then click the mouse button to start the Chart Wizard
      • Select the record source, fields, and chart type
      • Edit the chart contents, and select the fields that link
        the object and chart, if necessary
      • Enter a chart title, select whether to include a legend,
        and then click the Finish button
New Perspectives on Microsoft Access 2010                          21
Embedding a Chart in a Form           XP
      or Report




New Perspectives on Microsoft Access 2010        22
Creating and Using a PivotTable                                 XP

      • A PivotTable is an interactive table that lets you analyze data
        dynamically
         – Total/Detail area
             • Detail field
             • Detail values
         – Row area
             • Row field
             • Row field items
         – Column area
             • Column Field
             • Column field items
         – Filter area
             • Filter field
             • Filter field items
New Perspectives on Microsoft Access 2010                                  23
Creating and Using a PivotTable       XP




New Perspectives on Microsoft Access 2010        24
Creating a PivotChart                         XP


      • Office 2010 provides the Office PivotChart
        Component to assist you in adding a chart to a
        table or query




New Perspectives on Microsoft Access 2010                25
Linking Data from an                           XP
      Excel Worksheet
      • Click the External Data tab on the Ribbon, and
        then in the Import & Link group on the
        External Data tab, click the Excel button
      • Click the Browse button and select the file you
        wish to import
      • Follow the steps in the dialog boxes




New Perspectives on Microsoft Access 2010                 26
Linking Data from an                  XP
      Excel Worksheet




New Perspectives on Microsoft Access 2010        27
Linking Data from an                  XP
      Excel Worksheet




New Perspectives on Microsoft Access 2010        28

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New Perspectives: Access.08

  • 1. Tutorial 8 Sharing, Integrating, and Analyzing Data Microsoft Access 2010 ®
  • 2. Objectives XP • Export an Access table to an HTML document and view the document • Import a CSV file as an Access table • Use the Table Analyzer • Import and export XML files • Save and run import and export specifications New Perspectives on Microsoft Access 2010 2
  • 3. Objectives XP • Create a multi-page form using a tab control • Embed a chart in a form • Create and modify PivotTables and PivotCharts • Link data from an Excel worksheet New Perspectives on Microsoft Access 2010 3
  • 4. HTML Source and Web Page XP New Perspectives on Microsoft Access 2010 4
  • 5. Exporting an Access Query XP to an HTML Document • In the Navigation Pane, right-click the object (table, query, form, or report) you want to export, point to Export on the shortcut menu, and then click HTML Document or • In the Navigation Pane, click the object (table, query, form, or report) you want to export, click the External Data tab on the Ribbon, click the More button in the Export group on the External Data tab, and then click HTML Document • Click the Browse button in the Export – HTML Document dialog box, select the location where you want to save the file, enter the filename in the File name box, and then click the Save button New Perspectives on Microsoft Access 2010 5
  • 6. Exporting an Access Query XP to an HTML Document • Click the Export data with formatting and layout check box to retain most formatting and layout information, and then click the OK button • If using a template, click the Select a HTML Template check box in the HTML Output Options dialog box, click the Browse button, select the location for the template, click the template filename, and then click the OK button • Click the OK button New Perspectives on Microsoft Access 2010 6
  • 7. Viewing an HTML Document Using XP Internet Explorer • Open Windows Explorer, and then navigate to and open the Access2Tutorial folder, which is where you saved the exported HTML document • Right-click Crosstab in the file list to open the shortcut menu, click Open with, click Internet Explorer, and then click the OK button (if necessary) New Perspectives on Microsoft Access 2010 7
  • 8. Importing a CSV File XP as an Access Table • In the Import & Link group on the External Data tab on the Ribbon, click the Text File button to open the Get External Data - Text File dialog box • Click the Browse button in the dialog box, navigate to the location where the file to import is stored, click the filename, and then click the Open button • Click the Import the source data into a new table in the current database option button, and then click the OK button • In the Import Text Wizard dialog box, click the Delimited option button, and then click the Next button New Perspectives on Microsoft Access 2010 8
  • 9. Importing a CSV File XP as an Access Table • Make sure the Comma option button is selected. If appropriate, click the First Row Contains Field Names check box to select it, and then click the Next button • For each field, if necessary, select the column, type its field name and select its data type, and then click the Next button • Choose the appropriate option button to let Access create a primary key, to choose your own primary key, or to avoid setting a primary key, click the Next button, type the table name in the Import to Table box, and then click the Finish button New Perspectives on Microsoft Access 2010 9
  • 10. Importing a CSV File XP as an Access Table New Perspectives on Microsoft Access 2010 10
  • 11. Importing a CSV File XP as an Access Table New Perspectives on Microsoft Access 2010 11
  • 12. Importing an XML File XP as an Access Table • In the Import & Link group on the External Data tab on the Ribbon, click the XML File button to open the Get External Data - XML File dialog box • Click the Browse button, navigate to the location for the XML file, click the XML filename, and then click the Open button • Click the OK button in the Get External Data - XML File dialog box, click the table name in the Import XML dialog box, click the appropriate option button in the Import Options section, and then click the OK button • Click the Close button New Perspectives on Microsoft Access 2010 12
  • 13. Importing an XML File XP as an Access Table or • If you need to save the import steps, click the Save import steps check box, enter a name for the saved steps in the Save as box, and then click the Save Import button New Perspectives on Microsoft Access 2010 13
  • 14. Importing an XML File XP as an Access Table New Perspectives on Microsoft Access 2010 14
  • 15. Exporting an Access Object XP as an XML File • Right-click the object (table, query, form, or report) in the Navigation Pane, point to Export, and then click XML File or • Click the object (table, query, form, or report) in the Navigation Pane. In the Export group on the External Data tab, click XML File button • Click the Browse button in the Export - XML File dialog box, navigate to the location where you will save the XML file, and then click the Save button New Perspectives on Microsoft Access 2010 15
  • 16. Exporting an Access Object XP as an XML File • Click the OK button in the dialog box, select the options in the Export XML dialog box or click the More Options button and select the options in the expanded Export XML dialog box, and then click the OK button • Click the Close button or • If you need to save the export steps, click the Save export steps check box, enter a name for the saved steps in the Save as box, and then click the Save Export button New Perspectives on Microsoft Access 2010 16
  • 17. Exporting an Access Table XP as an XML File New Perspectives on Microsoft Access 2010 17
  • 18. Filtered PivotChart XP New Perspectives on Microsoft Access 2010 18
  • 19. Creating a Multi-page Form XP Using a Tab Control • You can create a multi-page form two ways: – Page Break tool – Tab Control tool New Perspectives on Microsoft Access 2010 19
  • 20. Integrating Access with Other XP Programs • When you integrate information between programs, the program containing the original information, or object, is called the source program, and the program in which you place the information created by the source program is called the destination program – Importing – Embedding – Linking New Perspectives on Microsoft Access 2010 20
  • 21. Embedding a Chart in a Form XP or Report • In the Controls group on the Design tab in Design view, click the More button, and then click the Chart tool • Position the + portion of the pointer where you want to position the upper-left corner of the chart, and then click the mouse button to start the Chart Wizard • Select the record source, fields, and chart type • Edit the chart contents, and select the fields that link the object and chart, if necessary • Enter a chart title, select whether to include a legend, and then click the Finish button New Perspectives on Microsoft Access 2010 21
  • 22. Embedding a Chart in a Form XP or Report New Perspectives on Microsoft Access 2010 22
  • 23. Creating and Using a PivotTable XP • A PivotTable is an interactive table that lets you analyze data dynamically – Total/Detail area • Detail field • Detail values – Row area • Row field • Row field items – Column area • Column Field • Column field items – Filter area • Filter field • Filter field items New Perspectives on Microsoft Access 2010 23
  • 24. Creating and Using a PivotTable XP New Perspectives on Microsoft Access 2010 24
  • 25. Creating a PivotChart XP • Office 2010 provides the Office PivotChart Component to assist you in adding a chart to a table or query New Perspectives on Microsoft Access 2010 25
  • 26. Linking Data from an XP Excel Worksheet • Click the External Data tab on the Ribbon, and then in the Import & Link group on the External Data tab, click the Excel button • Click the Browse button and select the file you wish to import • Follow the steps in the dialog boxes New Perspectives on Microsoft Access 2010 26
  • 27. Linking Data from an XP Excel Worksheet New Perspectives on Microsoft Access 2010 27
  • 28. Linking Data from an XP Excel Worksheet New Perspectives on Microsoft Access 2010 28