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CIS-145Test 1 Review

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DatabaseCollection of related data and tools to use,

manage dataRelational database

Data stored in tablesEach table stores data about one thingCommon values create connections

(relationships) between tables

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Fields, Records, and TablesFields

Basic unit of data represented by a column in a table datasheet

RecordsGroup of related fields or all fields related to a

specific item: person, place, or thing Each row of a datasheet represent a record

TablesGroup of related records

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Planning a DatabaseWhat 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?

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Creating Tables Each table should contain fields that focus on

data specific to one type of itemSuch 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

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Table Design GuidelinesStore all necessary dataStore data in smallest partsAvoid calculations

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Using Table Design ViewPresents a blank work area on which to

enter fieldsProvides tools for setting data types,

descriptions, and propertiesEnables you to change the structure

and organization of fields in the table

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Entering Field NamesField names:

Short but descriptiveCan contain alpha-numeric charactersCan contain many symbolsCan contain spacesMust start with a character or symbol

May use naming conventionIdentify table, data type, and field description

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Identifying Data TypesData types identify the kind of data to be

added to a fieldTextNumbersDates/TimesCurrency

Setting a data type controls values that the field contains

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AutoNumber FieldsFields that automatically number records as

you add them to a tableNumbers can’t be entered or changed by

userIf you delete a record from a table, or cancel

a new row, Access never assigns the number to any new record

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Field PropertyField Size determines how much data can be

storedSome data type sizes are fixed – date/time,

yes/noFormat controls how a value is displayedInput Mask controls which keyboard entries

will be required and acceptedValidation Rule sets limits on values that a

field will acceptValidation Rule applies regardless of how data

is entered or changedSet Validation Text to explain how to correct an

entry

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Entering Data into a Datasheet

Click the New Record button

Press (Tab) or (Enter) to move to the next column

The new row is identified with an asterisk

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Saving RecordsAccess automatically saves each record as

you complete it Edits made to records are also automatically

saved

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Saving a Table LayoutEach 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

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Retrieving DataSorting featuresFiltering toolsFind and Replace

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Using the Toggle Filter ToolAfter 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.

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Creating Other Database ObjectsCreate tab of the Ribbon contains tools for

creating all database objectsTools on the Ribbon are grouped by object

typeMultiple tools are available for each object

Design ViewWizards

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Forms & ReportsCan create with Ribbon buttons, wizards, or

design viewAlso have layout view where can see data and

modify control layoutMade up of objects call controls

Bound: tied to a field in a table or queryUnbound: exists only as part of formCalculated: creates a value using functions

and/or fields

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Form/Report DesignNeed to consider layout: how will user move

through controls, read and understand what’s displayed?

Need to be clear, use words/phrases easily understood

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Importing DataCan create new tables from data stored in

other programsCan append (add) data to existing tablesExternal Data tab on the Ribbon contains

Import toolsMost import procedures use Wizards

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Creating QueriesEnables you to place fields from multiple

tables to display in a single datasheetProvides controls for setting criteria

based upon values in multiple fieldsEnables you to show or hide fields

containing criteria

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How Multiple Column Sorts WorkAccess sorts data on multiple fields from left

to rightColumns 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)

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Identifying OperatorsIdentifies the comparison Access should

performRelational Operators include:

=, >, <, <>, >=, <=Logical operators define how to tie tests

togetherAnd, Or, Not

Comparison operators are used with patternsLike

Can compare to a list using In

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Using WildcardsUsed in place of specific charactersPrimary wildcards used:

* Represents any number of characters? Represents an individual character

Examples:*Graham* locates all records with graham

within the textGra?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