Download HW#2

Introduction to database using ACCESS (2007)
What is a database?
A collection of related files
We will use following tables to create and explore database in MS ACCESS
Assume two tables:
CITY table with attributes:
 City name (PK)
 City population
 State
Restaurants table with following attributes:




Restaurant name (PK)
Salary
Number of employees
city (FK)
Assume following data for CITY table:
City Name
Baltimore
Washington
Annapolis
Arlington
Las Vegas
City population
2800
1200
500
600
2200
State
MD
DC
MD
VA
NV
Assume following data for Restaurant table:
Restaurant
name
kingrus
Thai King
Phillips
Steak house
Cho mein
Crab house
salary
100
200
300
500
100
50
1
No of
employees
50
20
10
50
20
10
city
washington
baltimore
baltimore
arlington
arlington
baltimore
Step 1:
CREATING TABLES:
Open ACCESS
Select new
Name the database
You will see following screen:
Give your database a name (say trial) and then select create.
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Then go to CREATE option in menu
and select table design, you will see a worksheet open up
Start entering field names and their data types
To declare PK
Click on the row that you want to declare as PK
Select key symbol from tool bar
Close the table, it will ask you for a name
Save it under city
Now you have a table called CITY
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Repeat the same process for Restaurant table
Step 2.
 Populating data in tables
 Select a table to populate from the left menu
 Start entering data in that spreadsheet
Once data is entered, your tables are ready.
To Declare a FK:
go to data base
tool menu,
you will see the following icon:
Click on relation icon in tool bar
Select both tables
Close the pop up window
Drag the field from one table to another table where you want the link
A new window will open up
Say yes to create the link
You will see following screen
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It will ask you if you want to make changes to relationship
Answer yes. It will create the above relationship for your database.
Step 4: Creating a simple query
Working with one table
Query1: get the contents of table city
go to Create option in menu
select Query design mode, following window will open up
Select
 Create
 query design
A grid will open
Select CITY table from the available tables
Select fields in different columns and you will see the following screen:
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mark (Select) all boxes that you want in your output
using
run the query
your output will look like
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Close the window, it will ask for a name,
Save it as query1 (or any name you like)
If you only want a see few fields,
QUERY2: Get the cityname and population in ascending order of the city
Click on query Design
Select CITY table
Select the fields from drop down menu
Select ascending from sort row and
Execute the query using !
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Using view mode you can make changes to your query (in case there is an
error)
Searching for specific records:
Query 3:: you only want names of cities that have population of >2000
In Criteria row put >2000 under population
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You will see the following output:
Calculated fields:
Query 4: find the revenue for restaurants
Select a new query in design mode
Select restaurant table
Select all the fields from the table
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We will create calculations in a new field
General format:
Field name : [field1 operation field2]
Revenue will be calculated multiplying salary by number of employees
Create a new field and type
Method 1 (expression builder)
select Restaurant table, select all fields, right click on an empty cell and
select build
a new window will open, type total: and then select Restaurant table from
table folder
select salary, select * and select no of employees from the list
remove *expr* from the expression and select Ok
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run the query and you will see:
note the query gives you the total
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Note the last column, it has total revenue,
To format the last column,
go to design mode
right click on the new column total revenue and select property option
select format and
then currency option
close the property window
and execute the query
Finding Totals:
Query 6: Find the overall total by city
Add the city field to the grid
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Click on summation icon (Totals)
in tool bar
A new row total will open up, which initially will say group by in all
columns
We need totals by CITY so we need to group by city only.
Under the new column,
select sum where it says Group by from drop down menu
Click Group By under total and select sum from drop down menu
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Deselect all fields, except city and total rev
Change the format in total as Currency (see pervious query)
Output will look like:
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On the left menu and on the top-- it shows you your tables and queries. You
can view any table or query by double clicking on them.
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NEXT WORKING WITH TWO TABLES!!!!
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