Access - Project 1 Access - Project 1

What Is a Database?– A Collection of Data – Organized in a manner to allow:

»Access»Retrieval»Use of That Data

Database Management Database Management SystemSystem DBMS allows one to:

– Create a Database– Add, Change, and Delete Data– Sort Data– Retrieve Data in the Database– Create Forms and Reports

DatabaseDatabase

Consists of Tables That Are Related

Tables Consists of Rows and Columns

Each Column Is Called a Field Each Row Is Called a Record.

RecordRecord

Information about a given – person– product– event

–Records Make up a Table

FieldField

An Specific piece of information within a record

Examples of Fields:»Social Security Number, »First Name»City»GPA

Primary KeyPrimary Key A unique identifier for each record

Two records cannot contain the same value in this field.

social security number GOOD name BAD

Records in a TableRecords in a Table

Each Record Is Set up Exactly the Same.

Each Field in Every Record Is in the Same Position.

Starting AccessStarting Access

Double Click on Microsoft Office Group Window.

Double Click on Microsoft Access Icon (First One in Top Row).

Starting AccessStarting Access

Double Click on the File Drawer (Control Box) to Remove the Message

Or Click Once on the File Drawer;

and Choose Close

Access DesktopAccess Desktop

Top Row --Title Bar Next Row -- Menu Bar Third Row -- Tool Bar Bottom of Screen -- Status BarStatus Bar Ready Means It’S Ready to

Accept Commands.

Creating a DatabaseCreating a Database

Click on File Menu Select New Database Dialog Box Click on Drive A Type Name of Database on

Filename Text Box Click on Ok

Database in AccessDatabase in Access

Very Important: All Tables and Related Forms,

Queries, Etc. Are Saved in One File on Your Disk.

The Only File You Will See on Your Disk Directory Will Be the Database Name.

To Create a TableTo Create a Table

You Must Describe the Design (Structure) of the Table by Describing the Fields:

Field NamesField Names Must Be Unique. No Other Field in This

Table Can Have Exactly the Same Name. Can Be up to 64 Characters in Length Can Contain Letters, Digits, Spaces, and

Most Punctuation Marks Cannot Contain Periods (.); Exclamation

Points (!); Or Square Brackets ([ ])

Data TypesData Types Text - May Contain Any Characters. Numeric - May Contain Only

Numbers and Decimal Point. Currency - Can Contain Only

Money Amounts. Will Display With $; Commas, and 2 Decimal Places.

Field Types ContinuedField Types Continued

Date/Time (May Choose the Format Desired)

Yes/No (Logical Field for Data That Must Always Be Answered “Yes or No”

Memo Field for General Information.

DescriptionDescription Allows You to Describe the Field and

What Data It Contains. It’S for You, the Operator to

Determine What’S in the Field. Turn to Page 10 for Detailed

Information on the Customer Table.

Field LengthsField Lengths Numeric and Currency Fields Have Length

Automatically Set (However It May Be Changed by Clicking the Down Arrow in the Field Width Row of the Properties Box).

Default for Text Fields Is 50; but You May Change the Width to Your Specifications up to 256.

For Numeric Data Not Used in Calculations; Choose Text Type.

Creating a TableCreating a Table In Database Dialog Box Click on New Button New Dialog Box Opens Click on New Table

Defining Table StructureDefining Table Structure

Type in Field Name Press Enter or Tab to Go to Data Type Select Data Type; Press Enter or Tab Type in Description Click on “Key” Icon to Designate a

Primary Key Click on Width; to Change the Width of a

Text Field.

Correcting ErrorsCorrecting Errors Click on Entry, Backspace or Delete

Wrong Data; Key in New Data To Delete a Field, Point to the Leftmost

Column, Click Mouse Button; Press the Delete Key.

To Insert a Field, Click Mouse Button in Leftmost Column of Row Below Needed Insertion; Press the Insert Key.

Saving a TableSaving a Table

Choose Save AsClick on File MenuType in Name of File

–Customer

Click on Ok

To Close a FileTo Close a File

Double Click on Control Box on Menu Line (File Drawer) or Choose Close Command From File Menu.

To Add RecordsTo Add Records

Be Sure the Database Is Open Highlight the Table Name Click on Open Screen for Data Entry Appears Key in Data for Each Field Then Press

Enter or Tab to Move to the Next Field. Use Shift + Tab to Move Back to the Left

One Field.

Status LineStatus Line

Shows Current Record Total Number of Records To Close a File (Table) Double Click

on Control Box (File Drawer) or Choose File Menu and Choose Close.

Adding Additional RecordsAdding Additional Records

Highlight Table Name Click on Open Enter New Data for Additional

Records Records Are Ordered by Data

in Primary Key Field

Printing Table ContentsPrinting Table Contents

Click on Print Icon Choose All Click on Setup Button -- to Change to

Landscape If Records Are Wider Than the Screen.

Click on Ok to Close Setup Screen. Click on Ok to Start Printing.

Creating Additional TablesCreating Additional Tables

Make Sure Database Is Open Click on New

Using a Form to View Data or Using a Form to View Data or Enter New RecordsEnter New Records

Click on Customer Table Click on Open Click on Autoform Icon Form Shows One Record at a Time. Use Navigation Buttons to Move

Between Records.

Navigation ButtonsNavigation Buttons(Bottom of Screen)(Bottom of Screen)

Line With Left Arrow -- First Record Left Arrow -- Previous Record Right Arrow -- Next Record Right Arrow With a Line -- Last

Record

Closing the FormClosing the Form

Double Click on Control Box (File Drawer) or Choose Close From the File Menu.

Choose Yes to Save the Form. Type in the Form Name You

Desire. Click on Ok.

Using a Saved FormUsing a Saved Form

Click on Form Highlight Customer Form Click on Open Don’T Have to Save It Again;

It’S Already Saved

Creating a GraphCreating a Graph With Database Open Click on Form Click on New Select Table for Graph Data Click on Form Wizards Click on Graph; Ok Select Fields to Be Included. X-Axis Must Be Chosen First. Click on Next (Follow Instructions.)

Required AssignmentsRequired Assignments Computer Lab Assignment 1, Pp. 56-57. The

Database Will Be Named Items. The Tables Will Be Product and Class. Three Printouts at #4, #7, and #8.

Computer Lab Assignment 3, Pp. 59-61. The Database Will Be Named Mov. The Tables Will Be Movie and Director. Four Printouts at #4, #7, #11, and #12.

Staple All 7 Pages Together in Consecutive Order for 1 Grade.

Bonus AssignmentBonus Assignment Computer Lab Assignment 2, Pp. 57-59.

The Database Will Be Named Emp. The Tables Will Be Employee and Department.

There Will Be 4 Printouts at #4, #7, #9, and #10. Staple All 4 Pages Together in Consecutive Order for One Grade.