Exploring Microsoft Access
Chapter 4
Relational Databases,
External Data, Charts,
and the Switchboard
By
Robert T. Grauer
Maryann Barber
Objectives (1 of 2)
Describe one-to-many relationship
Create a one-to-many relationship
Use the Get External Data command
Create and modify a multiple-table
Select query
Exploring Microsoft Office - Access Chapter 4 2
Objectives (2 of 2)
Use aggregate functions to create a
Totals query
Use Microsoft Graph to create a chart
based on a table or query
Use the Switchboard Manager to create
and/or modify a switchboard
Compact, repair, and convert a database
to a previous version of Access
Exploring Microsoft Office - Access Chapter 4 3
Overview
How to share data among Microsoft Office
applications
Display data from two tables in one query
A Total query aggregates the results from
groups of records to create summary
information
Create a user interface
Compact, repair, and convert a database
Exploring Microsoft Office - Access Chapter 4 4
Multiple-Table Queries
One-to-many relationship
Primary key
Foreign key
Referential integrity
Exploring Microsoft Office - Access Chapter 4 5
Get External Data
Get External Data command
Export command
Import Spreadsheet Wizard
Import Text Wizard
Importing versus linking
Exploring Microsoft Office - Access Chapter 4 6
Multiple Table Query
Primary key
in Consultants
Table
Relationship
between tables
(one to many)
Foreign key in
Clients Table
Each field &
table to display
Exploring Microsoft Office - Access Chapter 4 7
Total Queries
Summary functions
Total row
Group By
Count function
Sum function
Exploring Microsoft Office - Access Chapter 4 8
Total Query
Click drop-down
arrow
Select Count from
drop-down menu
Exploring Microsoft Office - Access Chapter 4 9
Chart Wizard (1 of 6)
Select Chart Wizard from
the New Report dialog box
Select the table or query
for the report from the
drop-down menu
Exploring Microsoft Office - Access Chapter 4 10
Chart Wizard (2 of 6)
Select the fields to be included in the chart
Inserts only the
selected field
Inserts all fields
Removes only the
selected field Removes all fields
Exploring Microsoft Office - Access Chapter 4 11
Chart Wizard (3 of 6)
Select the chart type
Description of
the currently
selected chart
type
Exploring Microsoft Office - Access Chapter 4 12
Chart Wizard (4 of 6)
Preview the chart
Exploring Microsoft Office - Access Chapter 4 13
Chart Wizard (5 of 6)
Title the chart
Legend display
View the chart
or design view
Exploring Microsoft Office - Access Chapter 4 14
Chart Wizard (6 of 6)
Zoom
Modified Y and X
axis now match
the query data
Chart from Wizard
Exploring Microsoft Office - Access Chapter 4 15
The User Interface
Switchboard
Switchboard Manager
Switchboard Items table
Exploring Microsoft Office - Access Chapter 4 16
Switchboard Manager
Graphic
Position of
menu items
Exploring Microsoft Office - Access Chapter 4 17
Other Access Utilities
Convert Database command
Changes the file format to an earlier version of
Access
Compact and Repair Database
command
Compact: Reduces file size
Repair: Automatically run if unable to open an
Access database
Exploring Microsoft Office - Access Chapter 4 18
Compact the Database
Select the
Database
to compact
Click Compact
Exploring Microsoft Office - Access Chapter 4 19
Chapter 4 Summary (1 of 2)
One-to-many relationships
A query can display data from
multiple tables
The Get External Data command
A Total query performs calculations
on a group of records using
summary functions
Exploring Microsoft Office - Access Chapter 4 20
Chapter 4 Summary (2 of 2)
Switchboard Manager creates the
user interface (Switchboard)
Convert Database command
changes an Access 2000 file to a
previous version
Compact and Repair Database
command
Exploring Microsoft Office - Access Chapter 4 21