M31mission - MISSION EXERCISE OBJECTIVES To learn to use Microsoft Access to create a new database file import data in text format from external

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MISSION EXERCISE OBJECTIVES: To learn to use Microsoft Access to: create a new database file import data in text format from external data sources create/use queries to analyze data create/use queries to summarize data create/use queries to compare data build Reports on Tables and Queries To create a memo that details your findings from Access use Excel to create graphs YOUR MISSION : You are trying to reconcile and analyze banking activity for a small business customer who has never reconciled their bank account. Fortunate for you, your skills in Access can make this easy! PRELIMINARY TASKS : While you were sleeping, a data guru (this could be you someday) has exported information out of the accounting system that contains all of the bank activity for the years 1995 through 2000. In addition, the bank has provided you with all the transactions that have cleared the bank in these same periods. Both your export and bank files are in a text format. (these records are contained in the files: bank.txt and export.txt) LETS GET STARTED ! : Start Microsoft Access by double clicking on the icon. Next, you will either open an existing file OR in this case we will be creating a new file. Choose the radio button for ‘Blank Access Database’. Due to the nature of databases, you will need to name the file before starting so that Access creates what I call the ‘container’ for your tables, queries, forms, reports, etc. Give your database a name ie: BANKREC.mdb and press Create.
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LETS BRING IN THE DATA: We will now import the file that we have exported out of our accounting information system into a table. Files can be imported into Access in a variety of formats. For example: an Excel file *.xls, a text file *.txt , a comma separated file *.csv, a database file *.dbf, etc. Many formats exist. .. the point is that if you can get data into just about ANY format, it can be imported into Access. In this case, we will be importing a text file since it can be the most challenging. To start the process, Click on New, then Import Table, then OK. A generic seach file box will open and we will go to the directory that contains the file that we want to import. It is important since we are looking for a text file (export.txt) to change the drop down where it says: ‘Files of Type’ to the option for Text files (*.txt, *.csv, *.tab, *.asc) by clicking the drop down arrow. Now, the Import Text Wizard starts and we are ready to start creating the specification to bring in our first file!
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First, our file is ‘Delimited’ – this means that it is a text file that each field is separated by some type of indicator. These indicators can be things such as commas, semi-colons, tabs, spaces, or other things such as a tilde (~). In our case, our file is separated by tabs. So, lets click next and continue. So, our file is delimited by TABS and we can see that the first row contains our field names. (if the field names did not exist, we could
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This note was uploaded on 12/17/2011 for the course ACCOUNTING 425 taught by Professor Stebbins during the Fall '11 term at Franklin.

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M31mission - MISSION EXERCISE OBJECTIVES To learn to use Microsoft Access to create a new database file import data in text format from external

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