Microsoft Access Tips

1. Create my own Healthcare Data Query in Microsoft Access
   • Step 1 - Open the Access database which includes the tables that you want to query. Click on the Queries tab and select Create Query in Design View.
   • Step 2 - On the next screen, select the tables for your query by highlighting and double-clicking, or highlight and select Add.
   • Step 3 - If the information needed for your query is located in two different tables, link them together by the "Common Identifier" in each table. Select Directory Code when using Billian's HealthDATA Information. To link, highlight Directory Code in the first table, next while holding down on your mouse drag to the Directory Code in the second table. A black bar will appear between the two tables when linked.
   • Step 4 - After you have linked your tables, double-click or drag the fields needed for your query down below. Enter criteria specifications in the fields provided (Example: If you need all hospitals with 100 or more beds in Florida and Georgia, bring down the Total Beds field and enter >99 under criteria). Next, enter the State abbreviations under the State field, as "GA or TN".
   • Step 5 - To view your query, go to View, then Datasheet View. To return to back to the query, go to View, then Design View.
     
     
     
2. Import Billian's HealthDATA Text Files into Microsoft Access
   • Step 1 - After transferring data, open Access and create a new database, or open an existing database to import your data. On the Menu, select File, Get External Data, and Import.
   • Step 2 - In the next window, click the drop down in the Look In box and locate the files that were transferred from the CD-ROM, or E-mail. If the file does not appear, check to make sure that Text Files or All Files is selected from the Files of Type drop down box. Select one file at a time and choose Import.
   • Step 3 - The Import Text Wizard appears. Select Delimited, if it is not already selected, and choose Next.
   • Step 4 - On this screen, select Comma, and First Row Contains Field Names, your Text Qualifier should be quotes, choose Next.
   • Step 5 - Select In a New Table, then Next.
   • Step 6 - The next screen specifies information about each field that you are importing. Access does a "best guess" on the data types for you, but taking the extra time on this screen to determine each field is a good idea. Information about each field can be obtained from the Field Structure included with your order. After you have defined the last field, choose Next.
   • Step 7 - Select No Primary Key, then Next.
   • Step 8 - This is the last screen of the Import Wizard. Here you can rename your data or accept the default. By choosing finish you will create a new table in your database.
   After you have followed the directions for creating a new Table in Access, you are ready to convert that Table to Mailing Labels. Billian's HealthDATA Group utilizes the Label Wizard when formatting labels.
   
   The Label Wizard applies for our "front end" Navigator program as well. This function must be installed prior to formatting labels.
   
   
   
3. Creating Labels Using Billian's HealthDATA in Microsoft Access
   • Step 1 - Begin on the Reports tab. Select New, then Label Wizard. Select the drop down from Choose the table or query where the object's data comes from box, and select the table created for your labels. Once selected, click OK.
   • Step 2 - Billian's HealthDATA labels are formatted for use with Avery labels. The typical size is 5160, which is label size 1" x 2 5/8", allowing three labels across, 30 labels per sheet. To utilize this size, select English under Unit of Measure. Then select Avery under Filter by Manufacturer. Once the Avery labels are viewable, highlight the 5160 product number and select Next.
   • Step 3 - On the next screen you are able to change the Font name and size, as well as Font weight. Depending on the amount of information on each label, you can choose to go larger or darker. This is a personal preference. Billian's HealthDATA uses Font name Arial, Font size 7, and Font weight Medium. Once you have set your preferences, select Next.
   • Step 4 - On the following screen is the layout for your label. To the left are all the possible selects. Double-click, or highlight the field and select the arrow to bring your fields over in the order you want them to appear on your label. If you need to remove a field, highlight and select delete. Once you are satisfied with the layout, select Next.
   • Step 5 - On this screen you can select the order in which your labels will print. If you wish alphabetically, select Company. If you wish alphabetically and by state, select Company and State. Select Next once satisfied with the sort.
   • Step 6 - On this screen name your labels, or select the default name provided. You are also able to modify your design before the labels are displayed. If you are satisfied with the format and name, select Finish.
   • Step 7 - On the last screen, your actual labels are displayed. To print, go to File, then Print.