Microsoft Access Rollup Procedure for Microsoft Office Click on Blank Database and name it something appropriate.

Transcription

1 Microsoft Access Rollup Procedure for Microsoft Office 2007 Note: You will need tax form information in an existing Excel spreadsheet prior to beginning this tutorial. 1. Start Microsoft access Click on Blank Database and name it something appropriate. Note: If necessary select an alternate location to save your database file to. 3. Click on the External Data tab. 4. Click on Excel over the Import area. 5. Click on Browse and you will be given the option to locate the excel file that you would like to import. Note: Make sure the option Import the source data into a new table in the current database is selected. 6. You will then be presented with a screen showing you everything in your spreadsheet divided by columns. Note: It is HIGHLY recommended that you use headers for your columns in excel, and you select the option First Row Contains Column Headings. 7. Once you have verified that the information appears correct, click on the Next button to proceed. 8. Now you will be presented with a screen that will allow you to choose what type of information each column contains, go through the list, and then click on Next to continue. 9. On the next screen, you will be prompted to choose which field will be used as a primary key; we recommend letting access choose the primary key. Once you are done, click Next to continue. 10. You will then be asked to name the table that you have created, and then click on Finish.

2 11. You will be prompted to save the import steps that you used to create this table. If you would like to, click the Save Import steps checkbox. Otherwise click Close. 12. You will then be brought back to your MS access screen; right click on the Tab labeled Table 1 and click close. 13. Now double click on the table name for the table you created in order to open the table. 14. With you table open, right click on the table name under the All Tables drop down menu on the left hand side, and click on Design View. 15. You will then be shown 3 columns: Field Name, Data Type and Description. 16. Under the Field Name column, you will find each of the boxes from your imported spreadsheet. 17. Under Data Type you will see how MS Access sees the information in the boxes to the left. 18. Here you will have to see if any of the boxes that you have imported have been imported as the incorrect data type. It is necessary that all boxes that you would like to be aggregated be marked as Number. 19. Note: The program will generate errors when aggregating the forms if you have the incorrect data type associated for a box type.

3 20. Under Description you can put any notes that you would like to associate with that box; this will not impact your forms in any way. 21. Now click on the Create tab, and then click on Query Design. 22. You will see a list containing your table on it. With your table highlighted, click on Add. 23. You will then see a window with your table information open in it. You may now click on Close to close the Show Table screen. 24. You must now drag and drop the header names from within the query window into the Field area on the bottom of the screen. Note: You must drag and drop each header that you want to appear in the export into the field area on the bottom of the screen.

4 25. Once this is done, for each box area where you would like the amounts to be aggregated, click on the Totals area underneath the desired box and select Sum. 26. For all areas that should have their information combined, leave the Totals area at Group by. This will combine their fields, and this is what should be used for things like TIN, Address types, etc. 27. Once you are done, click on the Run icon. 28. If everything was entered correctly, you will be presented with a combination of all your matching forms as well as the totals for all the boxes where the prior information matched identically. Note: If Sum was chosen for an area that could not be Summed (I.E. Form Category), you will receive the following error message: 29. Once that is done, you will be presented with a new object that contains all the information that you chose to aggregate. 30. You can now click on the External Data tab, and over the Export area, click on Text File.

5 31. It is not recommended that you select any of the options on this page. You will be given further options once you have clicked Ok. 32. You will now see all your information in the Sample Export Format window. In addition to this, you will be given the option to save your text file as a Delimited or Fixed Width. It is recommended that you choose Delimited file. Click Next to continue. 33. You will now be given the choice of what delimiter will be used. It is recommended that you use the Tab delimiter. Also select Include Field Names on First Row and change the Text Quantifier to None, and click Next to continue. 34. You will now be given the chance to name your file; it is suggested that you name the file that will easily identify it, and click Finish. Note: If you plan on creating many of these types of files, it is recommended that you select the option to Save Export Steps and choose a name that will easily identify the delimited text file creation process.