using excel and access together chapter extension 6

Using Excel and Access Together

Chapter Extension 6

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Study Questions

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Q1: Why use Excel and Access together?

Q2: What is import/export?

Q3: How can you create charts with Excel?

Q4: How can you create group totals in Access?

Q5: How can you use Excel to graph Access data?

Q6: How can you use Access to report Excel data?

Q7: How can you combine Excel and Access to analyze data?

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Q1: Why Use Excel and Access Together?

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• Access is a DBMS for keeping track of things and creating reports

• Excel is good for creating sophisticated graphs and analyzing data

• Eliminates re-keying data, reduces labor and errors

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Q2: What Is Import/Export?

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• Process of transferring data from one system to another– Creates connection to source data– Connection closed after data transferred

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Import/Export of Text Data

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• Comma-delimited text fileTab used to create a tab-delimited text

file

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Open a database, click on External Data tab

Select file that contains data to importClick Import and OK

Multiple-panel wizard opensSpecify data file is delimited

Name fields and data type

Creating a Text File in Access

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External Data Menu Choice

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Importing Text Data into Access - Step 1

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Importing Text Data into Access: Specifying a Delimited File - Step 2

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Importing Text Data into Access: Specifying a Comma Delimited File - Step 3

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Importing Text Data into Access: Naming & Describing Columns During Import - Step 4

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Data After Import

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Q3: How Can You Create Graphs with Excel?

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• Data from Computer Budget workbook used for following examples

– Pie chart– Column chart

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Sample Pie Chart

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Creating the Pie Chart

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Selecting the Chart Tools

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Sample Column Chart

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Creating a Column Chart

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Creating the Chart Title

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Volunteer database from CE 5 used in following examples

• TV station manager wants to know TotalDonations for each date of fundraising effort. Also wants to know if some dates are better than others.

• Using WORK table, create a query to group all donations by date and sum TotalDonations for each group.

Scenario:

Q4: How Can You Create Group Totals in Access?

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Open Volunteer database

Click Create

tab

Click Query Design

Select WORK table

Click Add

Click Close

How Can You Create Group Totals in Access? (cont’d)

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Selecting WORK Table for the Query

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Adding Date and Totaldonations to the Query

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Selecting Sum in Total Row for TotalDonations

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Results of Query with Group by Date

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Double-click Name to insert it into query

table

Double-click ProspectID and TotalDonations

Click Totals icon to insert Total row in query table

In Total row under

ProspectID, select Count

In Total row under

TotalDonations, select Sum

Create a column heading

ProspectID column by keying “Hours

Worked:”

Create a column heading for

TotalDonations as “Total

Obtained:”

Steps for Creating a Query to Compute Total Hours and Donations for Each Prospect

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1 2 3 4 5 6 7

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Process for Creating a Query to Compute Total Hours and Donations for Each Prospect

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Results of the Query in Previous Slide

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Adding Average Donations Per Hour

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Results of the Query with Average

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Q5: How Can You Use Excel to Graph Access Data?

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Import Access query into Excel and use Excel’s graphing capability to display results

To import data into Excel:•Click Data tab •Click Get External Data section, select From Access•Select Volunteer database

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Menu to Import Data from Access into Excel

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1.Click Data tab, then, 2.Get External Data3.Select From Access

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Selecting the Query to Import

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Placing Imported Data into Spreadsheet

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Spreadsheet with Imported Data

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Formatted Imported Data

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Bar Chart of the Imported Data

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1. Used Access to keep track of volunteers and their received donations, to query and group data—all tasks for which Access is ideally suited.

2. Then, imported that data into Excel and used Excel’s easy graphing capability to create charts.

Reflect on What We Have Done

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Q6: How Can You Use Access to Report

Excel Data?

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Suppose you want to produce two different reports from this data

1. Group all expenses for a given expense category to produce an expense total.

2. Group all expenses for particular dates to produce an expense total for each date

Do both by importing Excel data into Access and using Access report generator

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Sample Expense Data

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Creating a Named Range in Excel

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• Highlight data (including column headings) and click Formulas tab

• In Defined Names section, click Define Name and enter a suitable name

Note: Range names cannot have any spaces, so use underscores.

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Creating a Named Range

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Close Excel

workbook that has

data

Open Access

database for

importing

Click External Data tab, then click Excel in Import section

Click Import source data

into new table in current database

Click OK

Click Show Named Ranges,

select Event_Expenses

Check box for First Row

Contains Column Names

Importing Data in Named Range into a New Access Table

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Importing Excel Data into Access

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Importing Excel Data into Access: Importing the Data in the Named Range

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Importing Excel Data into Access:Access Has Metadata to Guide Import

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After clicking Finish, Access creates table with metadata

descriptions and places data into Event_Expenses

table

Open Event_Expenses table

Click Create,

click Report in Reports section

Access generates a report to

be modified

to desired format

Creating Expense Reports

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Grouping Report Data by Expense Category

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Creating Group Totals

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Resulting Report

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In Grouping & Totals section of Design ribbon, click Group &

Sort. Click Add

Click Expense Category, as shown in next

slide

In Design mode, click More and

click Expense totaled

Select Expense for Total On, Show Grand

Total and Show in group footer

Report finished

Q7: How Can You Combine Excel andAccess to Analyze Data?

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Creating a Query to Sum Expenses by Given Date

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Creating a Query to Combine Results of Two Other Queries

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• Merge EventDateTotals query with EventExpenseTotals query– Click Create/Query Design, then Queries tab in Show

Table window, as shown in next slide. – Add both EventDateTotals and EventExpenseTotals to

query– Drag Date field in EventDateTotals and drop on top of

Event Date in EventExpenseTotals query– Add Date, SumOfTotalDonation, and Total Event Expense

to query

– Run (!) query– Save query as Event Results and Expenses

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Combining the Results of Two Queries

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Matching Date Values in Two Queries

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Query with Columns Added

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Result of Query

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Click Data From Access in Get External Data

section of ribbon

Select Access database with

query, and select Event Results and

Expenses

Open Excel workbook and import Event Results and

Expenses query

Import Events Results and Expensesinto Excel

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Query Imported into Excel

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Imported into Excel

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Reflect on What Has Been Done with This Data

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• Total Donation data originated in Access and summed using an Access query

• Expense data from Excel worksheet Fund Raising Expense imported into Access, and summed in a query

• Results of Total Event Expense query imported back to Excel, and analyzed.

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Active Review

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Q1: Why use Excel and Access together?

Q2: What is import/export?

Q3: How can you create charts with Excel?

Q4: How can you create group totals in Access?

Q5: How can you use Excel to graph Access data?

Q6: How can you use Access to report Excel data?

Q7: How can you combine Excel and Access to analyze data?

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