Guidelines for Extracting Data from MS Access File

AFNR Human Resource Tracer Study

UP NCPAG

Background

• Data will be extracted from MS Access file by applying the Structured Query Language (SQL).

• Queries have been formulated for the different tables in the regional report.

• The SQL queries/commands for the in-school students survey can be found in the accompanying MS Word file and the CLSU database where the queries were applied and tested.

Steps to Follow

• Open MS Access file

• Close frmIndex: Form

• Click on Queries

• Double click Create query in design view

• Close Show table box

Steps to Follow

• Pull down

• Select SQL View

Steps to Follow

• Query box will open. This is where SQL command is posted.

Steps to Follow

• Copy from the MS Word file containing the queries for the different tables (or MS Access file of CLSU database) and paste query in the box

Steps to Follow

• Click on ! to run the SQL query

Steps to Follow

• Results of the query will appear after clicking on !

Steps to Follow

• To go back to the SQL query, click on SQL view from pull-down menu

Steps to Follow

Steps to Follow

• Another way to copy SQL commands is to copy and paste from the CLSU MS Access document to your MS Access file.

• Right click on the name of Query and copy

Steps to Follow

• Then, go to your MS Access file. Paste the query. MS Access will prompt you to name your query.

• Table generated from the SQL query can be copied and pasted in MS Excel and MS Word. – Copy table by executing Ctrl+A or

highlighting all data in table – Go to MS Excel file and paste

Steps to Follow