Quick

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Quick Dirty Access Reports

• GIL User Group Meeting
• May 19, 2011
• Cathy Jeffrey

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(No Transcript)
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Getting Started

• Download the Oracle 10g ODBC Drivers from the GIL
  Download site. ?http//download.gil.gsu.edu/
• User ID Password are available from your
  Library Director or your Library Contact for the
  Service Site.
• Install the ODBC Drivers.
• Instructions are available on the Download site.
• Tip 1 Seek help with the installation. Ask
  your systems librarian or campus IT staff to
  assist you. If you need additional support
  contact the Service Site staff.

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Access Report File

• Voyager loads with an access report file titled
• reports.mdb
• Tip 2 You can rename this file so that it
  will not be replaced by the next Voyager
  upgrade.

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Voyager Access Reports

• Voyager uses Access Tables, Queries and Reports
• Tables are created by Voyager. They should not
  be changed.
• Voyager also comes with pre-packaged queries and
  reports
• Using, creating or editing queries and reports is
  facilitated by an understanding of how
  information is stored in Voyager bib records,
  holding records, item records, purchase orders,
  invoices, patron records

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Prepackaged Queries Reports
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Creating Queries

• There are several ways to create a query in
  Access
• With the help of the Query Wizard
• From scratch in design view
• By entering new or copied SQL coding
• By copying and editing an existing query
• Tip 3 When creating a new query use a prefix
  as part of the query name to help identify all of
  your own queries.

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Creating Queries

• Using the Query Wizard

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Creating Queries

• Query Design

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Creating queries

• Create a simple query in design view.

Tip 4 Queries that appear to be well constructed
can result in incomplete or inaccurate data.
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Creating queries

• Titles by location query.

Tip 5 Use linking tables like the BIB_MFHD Table
or the MFHD_ITEM Table to link tables that do not
share key fields.
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Creating queries
Tip 6 Queries use I D numbers for many
components rather than the codes and names which
are familiar to operators. These ID numbers can
be found in the tables.
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Creating Queries

• SQL View of the Titles by location query.

Tip 7 When creating queries by copying SQL from
another library remember that there may be
elements in the query that will have to be
changed for your database.
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Creating queries

• Creating queries by copying and editing an
  existing query.

Tip 8 NEVER edit a prepackaged query. Always
save as before editing
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Sample query

• Shelflist query.

Tip 9 When sorting call numbers, always sort by
the Normalized call number but use the Display
Call Number in any reports.
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Sample Query

• New Materials LIst

Tip 10 Use correct syntax in the query
criteria. Look for the correct forms in existing
queries and copy into new queries.
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Sample Query

• Invoice list by ledger.

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Sample Query

• Count of Circulation Transactions by LC
  Classification

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Creating Reports

• Use the Report Wizard to Create Reports
• Select the queries or tables that contain
  information needed in your report
• Select the elements that you would like to
  display in your report
• Select the style that you would like to use in
  your report

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Access Report Tips

• An Access report is prettier than Access query
  results.
• An access report will typically require more
  pages to print than the corresponding query -
  sometimes twice as much There is a price to
  being pretty!
• Access reports can be edited in design view but
  be cautious. Only headers and design details can
  be edited. The text identifying data elements
  cannot be edited. Doing so will break the link
  to the associated query or table.

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Sample Report
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Questions?

• Cathy Jeffrey
• Clayton State University LibraryCathyJeffrey_at_clay
  ton.edu
• 678-466-4336