Microsoft Access II
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Transcript of Microsoft Access II
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Microsoft Access II
Information Technology Services
User Services
User Training & Support
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Review – What is a Database?
A collection of related data Database is the overall container Database object include:
TablesQueriesFormsReportsMacrosModules
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Flat database vs Relational database
Flat database consists of 1 tableSince real-life databases can have up to
millions of records – relational databases with smaller related tables can become essential.
Relational databaseUse more than one table to decrease the
amount of redundant data.
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Relational Database
Problems that can be encountered in setting up a relational databaseLosing informationDangling referencesBringing the data back together correctly
Problems can be prevented by correct database design.
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Relational Database
Todays workshop will include: How to Define Relationships between
tablesHow to Enforce Referential Integrity-
prevent a child table from having orphansCascade Update Related Fields – A
primary key field changed in a primary table will cause the foreign key in the related table to be updated.
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Queries
Two main categories of queriesSelect - Select Data
Retrieves data based on specified criteria and then displays it.
Select Relational queries – Queries that draw from two tables & then display the data.
Action – Alter Data Crosstab, Delete, Update, Append, Make Table
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Action Queries
Crosstab – Summarized values are displayed based on two fields.
Delete – specified records are deleted from your table(s) Update – specified records are updated in your table(s) Append - records from 1 table are added to another Make Table – a new table is created based on specified
criteria Using Make Table, Delete and Append queries you can
archive records
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Forms
Forms are used to make data entry easy. To improve the functionality and usability of your forms further, controls can be added on to your forms. Controls are placed on your forms as buttons.
There are controls for: Record Navigation – Next, Previous, SearchRecord operations-Add new record, print record,
save record, delete record, duplicate record
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Forms
Form Operations-Open form, close formReport Operations-Preview report, print reportApplications-Run MS Excel, Run MS WordMiscellaneous-Run queries, print table, run
macro, run query
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Switchboard
A special type of form Place buttons on a blank form.
Persons unfamiliar with Access – can use your database
Switchboard Manager - Automatic switchboard
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Macros
With the check of a button – run a series of Access commands
Actions make up a macro There are close to 50 macro actions
Open forms & reportsManipulate dataAutomate tasks
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