Accessing Other Data Sources

Getting Started with OpenOffice 4

Chapter 7: Getting Started with Base

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• What is Base?
• Planning a database
• Creating a new database
• Creating database tables
  • Using the wizard to create a table
  • Creating a table by copying an existing table
  • Creating tables in design view
  • Creating auxiliary tables for data entry
• Defining relationships
• Creating a database form
  • Using the wizard to create a simple form
  • Using the wizard to make a form with a subform
  • Laying out a form with multiple controls
  • Creating forms and subforms in design view
• Accessing other data sources
• Using data sources in Apache OpenOffice
• Creating queries
  • Using the wizard to create a query
  • Using the design view to create a query
  • Make a query with a calculated field
  • Query with two related tables
  • Query that summarizes data
  • Query summarizing over a calculated field
• Creating reports
  • Simple static report
  • Grouped dynamic report

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Accessing Other Data Sources

OpenOffice allows data sources to be accessed and then linked into AOO documents. For example, a mail merge links an external document containing a list of names and addresses into a letter, with one copy of the letter being generated for each entry.

To access an external data source:

1. File → New → Database opens the Database Wizard window.
2. Select Connect to an existing database. Click the arrow next to the Database type field and select the database type from the drop-down list. Click  Next .
3. Click Browse and select the database. Click  Next .
4. Accept the default settings: Register the database for me, and Open the database for editing. Click  Finish . Name and save the Base file in the location of your choice.

Accessing a Spreadsheet as a Data Source

Accessing a spreadsheet is similar to accessing other databases:

1. Choose File → New → Database.
2. Select Connect to an existing database. Select Spreadsheet as the Database type. Click Next.
3. Click Browse to locate the spreadsheet you want to access. If the spreadsheet is password protected, check the Password required box. Click  Next .
4. You can now choose to register the database, so that it is available to other OpenOffice documents, and to open it for editing. Click  Next .
5. Name and save the database file as you would any other document. If you have chosen to open it and it requires a password, you will see a prompt for the password.

Using this method of accessing a spreadsheet, you cannot change anything in the spreadsheet. You can only view the contents of the spreadsheet, run queries, and create reports based upon the data already entered into the spreadsheet. All changes in a spreadsheet must be made in the spreadsheet itself, using Calc. After modifying the spreadsheet and saving it, you will see the changes in the database. If you create and save an additional sheet in your spreadsheet, the database will have a new table the next time you access it.

Registering *.odb Databases

Registering a *.odb database is simple:

1. Choose Tools → Options → OpenOffice Base → Databases.
2. Under Registered databases, click  New .
3. Browse to where the database is located.
4. Make sure the registered name is correct.
5. Click  OK .