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You have selected free tutorial of the Microsoft Corporation for the Microsoft Office Specialist (MOS) :
77-424: Access 2013 Topics : Build tables (25–30%) :
Create a table •Create new tables, import external data into tables, create linked tables from external sources, import tables from other database, create tables from templates and application parts
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Just Download the samle access sample file to do ractice with undernoted 5 free video tutorial which will simply help to understand the basic to upgraded one.
Create new tables,
you'll actually perform two separate tasks with Access: (1) Designing your database. & (2) Dealing with data.
- Designing your database. This task involves creating tables to hold data, queries that can ferret out important pieces of information, forms that make it easy to enter information, and reports that produce attractive printouts. That Means:
- Form is input like keyboard
- Report is output like Printer
- Table is container where your Data Reside
- Query is stearing like mouse to generate different data from your table at different condition of parameter to display at the out of report or .........very simple.
- Storing Information in Tables. you'll build your first database and learn how to add and edit tables that store information.
- Manipulating Data with Queries. you'll build queries — specialized commands that can hunt down the data you're interested in, apply changes, and summarize vast amounts of information.
- Printing Reports. you will generate your required reports to take the raw data in your tables and format it into neat printouts, complete with fancy formatting and total / subtotals. for what ever else you like to interested.
- Building a User Interface with Forms. you'll build forms —customized windows that make data entry easy, even a chield can make daily data entry of whole day going without any hassle.
- and enjoy with better securities facilities og import export, file format and what not to make data driven wesite and sharepoint design of the emerging world.
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- Dealing with data. This task involves adding new information to the database, updating what's there, or just searching for the details you need. To do this work, you use the tables, queries, forms, and reports that you've already built.
import external data into tables,
Access offers two ways to get existing data in — linking and importing — a logical question comes up: Which method should you use? The method depends on the situation
Import: If you want the database in which you’re placing the data to replace the source, then import. This is the option for you if you’re creating an Access database to replace an old spreadsheet that no longer meets your needs. Also import if the source data is supplied by an outside vendor in a format other than an Access format. For example, suppose you receive cash-register sales data from an outside vendor on a monthly basis in spreadsheet format. Access is a great tool for reporting, so you can import the data into Access and use its reporting tools to generate your reports.
- Import from another Access database, you can choose to import any combination of tables, queries, forms, reports, macros, or modules. For each type of object, you have the option to select all the objects or to select individual objects of each type. When importing related tables, you import the relationships by default. Options are available to exclude relationships, to import only structures and not data, and to create new tables when importing data from queries rather than importing the query.
- Click Access in the Import & Link group on the External Data tab.
- Keep the default selection to import tables, queries, forms, reports, macros, and modules into the current database.
- In the File Open popup window, browse to locate the database file. Select the file, and click Open.
- Click OK.
- Use the tabs to display objects in the database to be imported.
- Select objects to import from each tab.
- Click Options to see more options when importing data.
- Click OK.
- If you will be repeating this operation later, select the Save Import Steps check box.
- Click Save Import.
- Importing data from Excel When importing data from Excel, if you have only one worksheet and no named ranges defined, the wizard does not prompt you to make any additional decisions . But if you have either multiple worksheets or one or more ranges defined in a single worksheet or in multiple worksheets, you are prompted to select either a worksheet or a named range. When importing data, you will also find that Access makes a best assessment of the appropriate data type to use for each column, but you can review and change the choice of data type before importing the data.
- Click Excel in the Import & Link group on the External Data tab.
- Keep the default selection to import the source data into a new table in the current database.
- Browse to locate the Excel file. Select the file and click Open.
- Click OK.
- Select the required worksheet from which to import the data, and click Next.
- If your spreadsheet includes column headings, select the First Row Contains Column Headings check box, and click Next.
- To change imported data types for a column, select the column. Use the horizontal scroll bar to see more columns from the source data.
- Select a data type in the Data Type drop-down box and click Next.
- Allow Access to add a primary key, or choose a column to use as the primary key. Click Next.
- Type a name for the imported data table and click Finish.
- Importing data from text files using specifications The Import Text Wizard is a very sophisticated tool that allows you to import data in a wide variety of formats. The most popular text format is called delimited. In this format, columns are separated by a comma and text fields are surrounded with double quotes. You might occasionally come across a file that uses different delimiters, and the wizard can accommodate this. The second format you might come across is fixed width, where every field has a fixed number of characters. The wizard will also help you to decide on column boundaries when you are working with this format.
- Click Text File in the Import & Link group on the External Data tab.
- Keep the default selection to import the source data into a new table in the current database.
- Browse to locate the text file. Select the file and click Open.
- Click OK.
- Select either Delimited or Fixed Width, according to the text file format. Delimited is the more common choice. If you want to see more advanced features of the Import Text Wizard, continue with step 6; otherwise, click Next and proceed to step 10.
- Click Advanced.
- Adjust any of the advanced settings associated with the text import.
- Click Save As to save your settings as a specification.
- Type a name for the specification, and click OK. Click OK to close the Advanced screen.
- If your first row in the text file contains field names, select the First Row Contains Field Names check box, and click Next.
- To change imported data types for a column, select the column.
- Select a data type in the Data Type drop-down box. Use the horizontal scroll bar to view the other columns from the data source.
- Click Next.
- Allow Access to add a primary key, or choose a column to use as the primary key. Click Next.
- Type a name for the imported data table, and click Finish.
create linked tables from external sources,
Link: If the data in the other program must remain in that program, link to the source. If the data is in a SQL Server database that’s a permanent business fixture, it’s not going anywhere; link to the source.
- limitations of linked data:The following list describes the limitations of linked data:
- Access data: There are no limitations to what you can do with the data in linked tables. You can’t delete or rename the source table. Nor can you change the fields or data types of the source table.
- Excel data: Existing data in an Excel worksheet can’t be changed, nor can rows be deleted or new rows be added to a worksheet. Excel data is essentially treated in a read-only fashion by Access.
- Text files: For all practical purposes, data linked to text files is treated as readonly in Access. Although the data can be used in forms and reports, you can’t simply and easily update rows in a linked text file, nor can you delete existing rows in a text file. Oddly enough, you can add new rows to a text file; presumably, this is because new rows won’t typically break existing operations the way that deleting or changing the contents of an existing row might.
- HTML: HTML data is treated exactly as Excel data. You can’t modify, delete, or add rows to an HTML table.
- Outlook contacts: Outlook contacts can be displayed in Access forms and reports, but they can’t be added, deleted, or changed.
- you can create links to the tables in an other Accesses database. You will then be connected to the live data in the other database, and this will save you from needing to regularly import data from the other system. In addition to not having to copy data, if the linked tables, design is changed in the database to which you are linked, you will automatically see those design changes when next opening the linked table in your database. (If your linked table is open, you will need to close it before making any design changes in the database to the table to which you are linked.)
- 1 Click Access in the Import & Link group on the External Data tab.
- Select Link To The Data Source By Creating A Linked Table.
- Browse to locate the database file. Select the file and click Open.
- Click OK.
- Select the tables to be linked.
- Click OK.
- A linked table is shown with a different icon in the navigation pane
- Linking to data in Excel The data linked to Access applications comes in a bewildering variety of formats. There is no practical way to document every possible type of linking operation . knowledge of the external data format is critical to a successful linking operation. The ability to link Access to data in Excel can mean that rather than repeatedly importing data, you can link directly to the data in the spreadsheet. This means that you will always be working with the latest dataset. If you link to an Excel Worksheet and columns are subsequently altered in the spreadsheet, when you reopen the table you will see the linked data reflecting any structural changes to the spreadsheet. If you would prefer not to see these changes, you could link to a named range of cells in a worksheet instead.
- Click Excel in the Import & Link group on the External Data tab.
- Select Link To The Data Source By Creating a Linked Table.
- Browse to locate the Excel file. Select the file and click Open.
- Click OK.
- The linked table is shown with a different icon in the navigation pane.
- Refreshing linked tables when files are changed If you have linked tables to Access or Excel and if the files to which you are linking are moved to a different folder or the file name is changed, the links will no longer work. The Linked Table Manager allows you to select several linked tables and then inform Access of the new file path/name to the linked file. If you know that a file name/path has changed, when relinking you should select the option Always Prompt For A New Location. If that option is not selected, when you refresh the links you will be prompted to specify a valid file path each time a link cannot be refreshed.
- Click Linked Table Manager in the Import & Link group on the External Data tab.
- Click to select any links that need to be refreshed.
- Select the Always Prompt For New Location check box.
- Click OK.
- Locate the file at the new location, and click Open.
Import Tables from other Database,
you can import from another Access database, you can choose to import any combination of tables, queries, forms, reports, macros, or modules. For each type of object, you have the option to select all the objects or to select individual objects of each type. When importing related tables, you import the relationships by default. Options are available to exclude relationships, to import only structures and not data, and to create new tables when importing data from queries rather than importing the query.
- Click Access in the Import & Link group on the External Data tab.
- Keep the default selection to import tables, queries, forms, reports, macros, and modules into the current database.
- In the File Open popup window, browse to locate the database file. Select the file, and click Open.
- Click OK.
Create Tables from Templates and Application Parts
Microsoft provides some shortcuts for creating common databases. Those tools include database templates. To add a table from the Application Parts menu, click the Application Parts button on the Create tab of the Ribbon. The drop-down Application Parts menu lists form templates at the top and then table templates below the Quick Start heading. Access may ask you to create a simple relationship to an existing table in the database but provides an option to create no relationship. You could create a relationship among people stored in a Contacts table and the comments they make stored in a Comments table. When choosing a table template, you can type a noun representing the kind of data that you need to store. Access then attempts to match this with one of a large number of common designs. After a noun is matched and selected, one or more tables are added to your application. This is an extremely powerful way to get started because in addition to simply adding the tables, Access creates a
set of views for interacting with the data and creates a menu system for navigating between the views.
- Type a name for your table, and click the search symbol to see the matches displayed.
- Select a table from the available list.
- Click a table in the Table Selector to display a list of available views for the table.
- Click any item in the View Selector to display the associated view.
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