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This video explains how to create a link between Microsoft Access tables to facilitate the first steps in a relational database. The video also explains how to view and edit the join properties feature and run queries based on different join options.
The content of this video is covered on the Microsoft Access course, to see the course outline click here. If you wish to complete an online course in your own time, click here.
All our courses offer after course support via email and video, which is the format shown below. To book a course email firstname.lastname@example.org or call 01670 732139. Courses can be delivered onsite using our laptops or at our training venue in Gateshead.
Before you can link tables you must create a primary key and a foreign key to use as links. Once that has been achieved, select the Database tools options from the ribbon and drag the tables you require on to the screen. Once the tables are on the screen you should see the primary key and the foreign key. Drag from one to the other, it does not matter which way round you do it. You will now see the Edit Relationship box. Make sure you select the Enforce Referential Integrity option, this will stop orphan records being created. Also check that the relationship is what you require, One to Many, One to One or Many to Many relationship. In the video example there is a One to Many link in use.
Once you have created your links you can now create a query based on your related tables. When you run a query where data comes from more than one table, you will only see records that appear in both related tables. However, if you change the join type to 2 or 3 to create either an outer or inner join, then the data displayed will include none related records as well.
This video below explains how to create Access reports. The tutorial is a part seven of a series. If you are interested in completing a Microsoft Access classroom based courses, details can be found by clicking here. If you would like an online course click here
Access reports in design mode
There are several ways to create an Access report, the temptation is to use one of the automated options but in my experience that may be unwise. The wizard often creates a report with truncated text and field boxes, you will have go into design to fix this issue.
Using report design as your first option enables you to get a better understanding on how reports in Microsoft Access work. You first attach the table or query required then add the grouping options if any. You can start to add your fields and position them as required. It may take a little bit longer to finish but once you have, the end product will be far better.
In Microsoft Access report design mode you can select how you want your records to be displayed. They can be shown altogether as the wizard creates or you could select the one record per page option. First select the details bar in design mode, then right click into properties. Once in properties, select force page break after section.
The video is part 2 of the how to create a Microsoft Access database series. The information covered in this video is available as part of the Introduction Access course, details can be found at http://www.itseasy.co.uk/courses/access-training/ Online training courses are also available at http://www.itseasytraining.co.uk We can deliver training at your site with our laptops or you can come to our site in Gateshead. All courses have free after course support for each delegate via email and or video examples.
This video explains how to use calculations in a Microsoft Access database table. The tutor covers how to create a calculated field and then use it. I have used many calculated fields in my own database, for example to flag up if an item has vat due or not. Creating an Access database calculation can save a lot of time on data entry and make data entry more accurate. The more automated features you have, such as database calculations and lookups the safer the data.
All the data types are explained with examples of how to use them. The short text data type is now the default setting but the date/time data type is used very often. It is important to put an input mask on date field and not just rely on the format feature.
The primary key is a unique identifier and is not duplicated, fields like staff id or payroll number are usually best as a primary field. The primary key is used extensively when you start to join tables and create relationships in Microsoft Access database. You must take care in choosing a primary key, because if you get it wrong it can have a catastrophic effect on your data.
You can add data validation rules to your fields to make sure data entry is correct this video explains how this can be done. The video also covers how to add data validation rules at table level.
The most important feature in Microsoft Access is the database design. The column titles and the data type are absolutely crucial to the database integrity. The video explains how to create input mask to prevent inaccurate data entry and how to add data validation rules to make sure dates for example are entered in the correct sequence. The video also explains the field properties, such as input masks, data validation, formatting and field size. It is important to get this foundation correct. The field sizes will impact on the database size if not set correctly, 255 characters is the default setting but often fields are much smaller.
This first module quickly explains how to create a lookup table and name it. The tutorial covers how to add the lookup table to a field. lookup tables are a safe way to add data to a field because the data entry is already present and correct in the lookup table, therefore cannot be entered incorrectly. In follow up modules more details will be given on how lookup tables work and the different types.
Using the 2D and 3D directional shapes in Microsoft Visio to build a street map can be frustrating if you only use the shapes that are available in the template. This video explains how to get the best out of custom shapes and a personal stencil and why they are so useful
Creating custom shapes and adding them to your own stencil is a great way to speed up your drawings in Microsoft Visio. You may need to create several different stencil to cater for different template drawings and scaling issues, but once done you will find it well worth your while.
It is a simple process to create new stencil, just select More Shapes and click on New stencil, name it and save it. To add shapes simply drag and drop them on to your stencil, remember to save the stencil. You will have to rename any shape that you add or create, simply double click on it and rename it.
I find it useful to create groups of houses and road segments and then add them to my stencil. I achieve consistency of design and size doing it this way. There is nothing worse than shapes that are suppose to be the same appearing all over the place in terms of size and scale.
This video explains how to use the Indirect function and the DGet function to lookup images and data in an Excel sheet. The tutorial covers how to use named cells and ranges, also how to use data validation lists.
The process in this video starts off explaining named cells and ranges, each photo sits inside a named cell. The tutor explains how to create a data validation list that displays the names of the photos. The indirect function is added in the name manager to reference the data validation box.
The Indirect function is added to the name manager, by selecting new and creating a name. The Indirect function returns data from a referenced cell, in this case the image.
Any of the images in the data set can be copied and placed in the relevant location on the lookup sheet. With the image selected the tutor explains that the formula must be typed using the Indirect name, (Flag) in the video example.
The DGet function is used to bring the remaining data across using the Data Validation list as its trigger. The DGet function works in a similar way to a Lookup working with a database of information.
I think that the best uses of these functions is in a catalogue of stock or parts. The parts or stock could have a photo which would be returned as and when required along with all the other data normally associated with lookups. Check out our YouTube channel at http://www.itseasytraining1st for more videos like this. Feel free to ask questions or ask for more videos.
This video explains how to use Database Functions in Microsoft Excel. The tutorial covers the DSum, DMax, DMin, DAverage and the DGet functions. Each example uses named ranges and the tutor explains how to create a two way lookup using the DGet function. Some of the examples use the date validation list option.
To get the best out of Database functions you need to create a database of records and then a selection area where the column headings match the database headings.
Set the functions to look at the selection area to calculate the required data. Basically the Database functions use the set criteria to match your selection from a database. It is easy to set up multiple criteria and may be easier to use than the very popular Vlookup or Hlookup. The functions are smaller than comparable SumIFs and CountIFs therefore use less memory in large spreadsheets.
The DGet function enables users to create a two way lookup similar to the Match and Index functions. The DGet function required a Database and a field followed by a selection area. If you use named ranges and cells the formula can be copied across without worrying about using dollar signs to lock cells and ranges.
This video explains how to create a Visio brainstorming diagram and how to create a diagram using charts and marketing diagrams. The tutorial also explains how to use the developer tab to protect shapes and shape elements. The final section covers how to combine and fragment shapes and add the features to the quick access toolbar. Online courses at http://www.itseasytraining.co.uk
Details about Microsoft Visio classroom based courses can be found at http://www.itseasy.co.uk/courses/visio-training/ all courses are delivered either at our site in Gateshead or your site if required. We can provide ten laptops and all the software versions anywhere in the UK. Prices can be found at out prices section and can be tailored for multiple groups. If you don’t ask you don’t get.
This video explains how to create a Visio brainstorming diagram and how to add topics which will automatically update the legend when added.
Charts and Graphs
This part of the video explains how to create each element of a bar chart, a pie chart and how they work. Adding the marketing shapes stencil also shows how diagrams are edited and modified.
The last section of the video covers why some shapes are protected and where the protection can be found. Using the combine feature with fragment utilises the add to the quick access toolbar process.
This video explains how to create a flowchart using the Visio linked data wizard, pulling the data from Microsoft Excel into a Visio flowchart diagram. The video also explains how to import data from Microsoft Project in to a Visio timeline diagram. The tutorial covers how to edit data graphics in Microsoft Visio and how to update linked data using the refresh option.
The process to import data from other programs is quite simple in Microsoft Visio, you can use the import wizard or select the link option on the timeline tab for Microsoft Project for example. The video uses the Timeline diagram and selects data from a Microsoft project file. The resulting Timeline is a bit cluttered and extra effort is required to sort out the labelling and positioning of the tasks however, the end product looks great.
Visio Linked Data
If you have used the Visio linked data option, the process as shown in the video, proceed as follows: Select the shape type you require and then select the linked field dragging it into position on the diagram. You can update data in the source files which will be refreshed when selected in the Visio diagram. You can add additional shapes and connections to enhance your diagram that don’t have to be linked to a source file.
The video explains how to edit linked data in the data graphics feature. The graphics can be moved deleted or added to through the wizard. If you remove the data graphic you will still be able to type in the shape boxes and format them as normal. The linked data will appear in the Shape Data window if it is active.