This document provides an overview of working with tables and importing/exporting data in Microsoft Access. It discusses searching and modifying data, filtering and sorting tables, primary and foreign keys, indexing tables for faster searching/sorting, and importing/exporting between Access and Excel/text files. The key topics covered are working with large tables using filters and keys, importing/exporting between different formats, and linking Excel/CSV files to import data while maintaining a live connection.

1. MODULE 2
LEARN MORE ABOUT
ACCESS TABLES
ALEXANDER BABICH
ALEXANDER.TAURUS@GMAIL.COM

2. MODULE OVERVIEW
• Search. Search and replace. Deleting data
• Database formats. Import/export and link
tables
• Import and link Excel files and CSV files
• Working with large tables. Filters. Keys

3. LESSON 1:WORKING WITH DATA
• Search. Search and replace.
Deleting data
• Working with large tables. Filters. Keys

4. SEARCH AND REPLACE
• from Table mode
• Find group on the Home tab
• CTRL + F, CTRL+H

5. MODIFY AND DELETE DATA
• 1 - full replacement of
the field value
• Standard edit keys
• Recording indicators
Current record with no unsaved changes
Current record in the editing mode
Current record is blocked by another user

6. FILTER AND SORT

7. DATA SORTING
• Cannot sort MEMO,
hyperlinks and OLE fields
• When saving a table, the
sorting order is also saved
• Sort by multiple fields
• Put fields near
• priorities are set from left
to right (the values in the
leftmost column will be
sorted first)

8. FILTRATION
4 types of filters:
• ordinary filter
• filter by selection
• Filter by form
• advanced filter/sort

9. KEYS
• To recall:
• Primary and foreign keys
• Simple and composite key
• required if it is impossible to guarantee the uniqueness of the
record using a single field
• combination of multiple fields
• Primary Key button on ribbon in DesignView

10. INDEXES
• To speed up
searching and sorting
data
• Simple and composite
indexes
• Multiple Column
Indexes

11. COMPOSITE INDEX
Indexes button in the Design mode

12. EXERCISE
1. Supplement the database
created in the previous
module with indexes
2. Apply considered filtering
and sorting methods

13. LESSON 2:WORKING WITH
EXTERNAL DATA
• Database formats. Import/export and link
tables
• Import and link Excel files and CSV files

14. IMPORT AND EXPORT
• Microsoft Access
• Excel
• SharePoint lists
• Plain text
• XML
• Outlook
• HTML
• dBase
(dropped in Access 2013; restored
in Access 2016)
• Paradox
(with Access 2007; dropped in
Access 2010)
• Lotus 1-2-3 (dropped in Access
2010)
• ODBC-compliant data containers,
including:
• Microsoft SQL Server
• Oracle
• MySQL
• PostgreSQL
• IBM Lotus Notes
• AS 400 DB2

15. IMPORT AND LINK SPREADSHEETS

16. IMPORT AND LINK SPREADSHEETS
• Access supports:
• Excel
• Lotus 1-2-3
• Both the whole worksheet and the named range
• the names of all the fields are in the first line.
• the same data type in each cell of one column.

17. IMPORT AND LINK SPREADSHEETS

18. IMPORT AND LINK SPREADSHEETS

19. IMPORT AND LINK SPREADSHEETS

20. IMPORT AND LINK SPREADSHEETS

21. IMPORT AND LINK SPREADSHEETS

22. IMPORT AND LINK SPREADSHEETS

23. IMPORT AND LINK DATA FROM
TEXT FILES
Two main formats:
• with fixed widths
• with field delimiters
, ; TAB …

24. UPDATING RELATIONSHIPS
You can remove
the attached
table from the
database, and
then join it again

25. DATA EXPORT

26. DATA EXPORT

27. DATA EXPORT

28. EXERCISE
1. Export your database to
any format you choose
2. Create a new database and
import data into it

29. BOTTOM LINE
• Search. Search and replace. Data deletion
• Work with large tables.Apply filters.The keys.
Indexes
• Import - export and link data
• Import and Attach Excel and text (CSV) Files

30. QUESTIONS?

31. SELF-TEST
• What types of filters are available in Access?
• What are indexes?
• What types of keys can you create in the table?
• What database formats does Access support for
importing or attaching?
• What is the feature of importing data from Excel?