2. Database Collection of related data and tools to use, manage data Relational database Data stored in tables Each table stores data about one thing Common values create connections (relationships) between tables 10/6/2010 2
3. Fields, Records, and Tables Fields Basic unit of data represented by a column in a table datasheet Records Group of related fields or all fields related to a specific item: person, place, or thing Each row of a datasheet represent a record Tables Group of related records 10/6/2010 3
4. Planning a Database What information do you want to obtain? What data elements (fields) must you include to be able to get the information? What types of data will you enter into each field? Dates, numeric values, amounts of money, text, etc. What fields of data relate to the same basic items and belong grouped together? How do the groups of data relate to each other? What questions will you need the database to be able to answer? What is the most efficient way to get data into the database tables? 10/6/2010 4
5. Creating Tables Each table should contain fields that focus on data specific to one type of item Such as customers, employees, inventory, etc. Each table should have a primary key Fields in the primary key cannot be empty (null) May be one or more fields Each generic field# heading is replaced with a descriptive field name 10/6/2010 5
6. Table Design Guidelines Store all necessary data Store data in smallest parts Avoid calculations 10/6/2010 6
7. Using Table Design View Presents a blank work area on which to enter fields Provides tools for setting data types, descriptions, and properties Enables you to change the structure and organization of fields in the table 10/6/2010 7
8. Entering Field Names Field names: Short but descriptive Can contain alpha-numeric characters Can contain many symbols Can contain spaces Must start with a character or symbol May use naming convention Identify table, data type, and field description 10/6/2010 8
9. Identifying Data Types Data types identify the kind of data to be added to a field Text Numbers Dates/Times Currency Setting a data type controls values that the field contains 10/6/2010 9
10. AutoNumber Fields Fields that automatically number records as you add them to a table Numbers can’t be entered or changed by user If you delete a record from a table, or cancel a new row, Access never assigns the number to any new record 10/6/2010 10
11. Field Property Field Size determines how much data can be stored Some data type sizes are fixed – date/time, yes/no Format controls how a value is displayed Input Mask controls which keyboard entries will be required and accepted Validation Rule sets limits on values that a field will accept Validation Rule applies regardless of how data is entered or changed Set Validation Text to explain how to correct an entry 10/6/2010 11
12. Entering Data into a Datasheet The new row is identified with an asterisk Press (Tab) or (Enter) to move to the next column Click the New Record button 10/6/2010 12
13. Saving Records Access automatically saves each record as you complete it Edits made to records are also automatically saved 10/6/2010 13
14. Saving a Table Layout Each time you make a change to the layout of a table you must save it if you want to keep that layout The Save button appears on the Quick Access toolbar 10/6/2010 14
16. Using the Toggle Filter Tool After you apply a filter, clicking the Toggle Filter button removes the filter and displays all records After removing a filter, clicking the Toggle Filter button re-applies the last filter applied A ToolTip displays to let you know what action you are performing: Remove Filter or Apply Filter. 10/6/2010 16
17. Creating Other Database Objects Create tab of the Ribbon contains tools for creating all database objects Tools on the Ribbon are grouped by object type Multiple tools are available for each object Design View Wizards 10/6/2010 17
18. Forms & Reports Can create with Ribbon buttons, wizards, or design view Also have layout view where can see data and modify control layout Made up of objects call controls Bound: tied to a field in a table or query Unbound: exists only as part of form Calculated: creates a value using functions and/or fields 10/6/2010 18
19. Form/Report Design Need to consider layout: how will user move through controls, read and understand what’s displayed? Need to be clear, use words/phrases easily understood 10/6/2010 19
20. Importing Data Can create new tables from data stored in other programs Can append (add) data to existing tables External Data tab on the Ribbon contains Import tools Most import procedures use Wizards 10/6/2010 20
21. Creating Queries Enables you to place fields from multiple tables to display in a single datasheet Provides controls for setting criteria based upon values in multiple fields Enables you to show or hide fields containing criteria 10/6/2010 21
22. How Multiple Column Sorts Work Access sorts data on multiple fields from left to right Columns in a table must appear side by side when sorting in datasheet The column on the left must be the one you want sorted first (primary sort field) 10/6/2010 22
23. Identifying Operators Identifies the comparison Access should perform Relational Operators include: =, >, <, <>, >=, <= Logical operators define how to tie tests together And, Or, Not Comparison operators are used with patterns Like Can compare to a list using In 10/6/2010 23
24. Using Wildcards Used in place of specific characters Primary wildcards used: * Represents any number of characters ? Represents an individual character Examples: *Graham* locates all records with graham within the text Gra?am locates all records with gra at the beginning of the field value and am at the end of the field value with only one letter between 10/6/2010 24
