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3.5. Walkthrough: Accessing MDB/Microsoft Access Files

Below is an introduction to using Microsoft Access to search an .mdb export. First, a word about the file's export structure: Each separate entity (receipts, disbursements, individuals, etc.) has a unique string that "names" it. This string is called a GUID. This string is used to link each table, so 360 (or Microsoft Access) can tell which receipts belong to which individuals.

For example, the "Individuals" table has a column named "ind_GUID." This column holds the GUIDs for each individual. The "Receipt" table has a column named "entity_GUID." This column holds the GUID for each receipt's contributor. If the value in a cell in the "entity_GUID" column matches a value in a cell in the "ind_GUID" column, then that receipt is from that individual.

Microsoft Access is able to link tables together to make this information usable via a feature called Query Design. Here are the steps to use this feature:

1. Click on the "Create" tab, then click "Query Design." In the resulting pop-up window, select the tables you want to pull information from. 

 

2. Link the tables by clicking the GUID field in one table and dragging it onto the matching GUID field in another table. A line will appear connecting the two fields. Below the tables, you can select the fields you want to appear in your output by selecting the table name and field name for each column. (The order you use  to connect the fields doesn't matter; all that matters is which fields you connect and which you choose to use as output fields.)

 

3. Once you've made your selections, click the "Run" button at the top of the screen.

 

4. You can sort or filter your results just as you would in Excel. 

 

5. To export your data to Excel, select the "External Date" tab, then click the "Excel" button in the "Export" section. Then follow the steps provided.