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Microsoft Access

The Basics

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The Instructors

Allyson Mower, Digital Initiatives, 581-5263, amower@lib.med.utah.edu

Alice Weber, Collection Development, 587-9247, aweber@lib.med.utah.edu

Joan Gregory, Technical Services, 581-5269, joang@lib.med.utah.edu

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Your Expectations/Experience?

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Class Objectives

To learn when to use MS Access To learn how to use MS Access

• Toolbars

• Views

• Data entry and editing To create usable databases of your own

• Using templates and wizards

• Using basic queries and reports

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Definitions

MS Access - software used for creating databases• Quickly

• Accurately

• Using wizards and templates developed to maintain the integrity of your data

Data are just information Database

• Collection of data

• Related to a particular topic or project

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Data Integrity

Data must be accurate. Data are RELATED to other data in your

database (e.g., library patron is related to the book(s) that s/he has checked out).

Maintaining the INTEGRITY of the relationship between different pieces of data is very important.• Example of compromised integrity: sending an

overdue notice to the wrong library patron

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MS Access vs. MS Excel

MS Excel

• spreadsheet

• flat database

• all information has a one-to-one relationship MS Access

• like multiple spreadsheets that are connected to one another • one-to-many relationships

• many-to-many relationships

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Examples

Printed Phone Directory (White Pages)• Flat database: One-to-one relationships

Library Catalog• Relational database: Many-to-many relationships

• Library patrons check out many books.

• Books are checked out by many patrons.

University Class Schedule• Students have many professors.

• Professors have many students.

• Classes can be held in many classrooms.

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MS Access vs. MS Excel

The choice is simple:• IF you have only one-to-one

relationships, you need to use MS Excel.

• IF you have one-to-many or many-to-many relationships, you need to use MS Access.

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Questions

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Now for the Hands-On Practice!

MS Access Tutorial