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What is Access? • An Office product that allows the user to create relational databases that have tables of data. • It a personal computer database management system. • Data can be created and shared in Access with other MS Office applications. Copyright © Texas Education Agency, 2011. All rights reserved. 1 Copyright © Texas Education Agency, 2011. All rights reserved. 2 What is a Database? • An organized collection of information about a subject. • Can you think of some examples of a database? • Examples: Telephone Book, Personal Music Collection, Customer Files, etc. Copyright © Texas Education Agency, 2011. All rights reserved. 3 What is a Database? (continued) • Why do you believe that these maybe considered a database? Each file (record) may includes but not limited to a name, address, city, state, etc. about an individual. Copyright © Texas Education Agency, 2011. All rights reserved. 4 Sample Record • Sue Ann Langley • Sophomore • 3/31/98 • 9999 Smith Ave, Anytown, USA 11111 • (555) 555-5555 Copyright © Texas Education Agency, 2011. All rights reserved. 5 Sample Database with Objects Copyright © Texas Education Agency, 2011. All rights reserved. 6 What is a Database Management System (DBMS)? • A DBMS includes database information and the tools to use the database. • In a DBMS you are able to: − Input − Edit − Verify − Sort − Find − Analyze and much more. Copyright © Texas Education Agency, 2011. All rights reserved. 7 Why DBMS are important? • Reasons why… − Customers records are able to be located in a timely manner. − Provide users with an abstract view of the data. − Describes what data are stored − Describes parts of the database that are relevant to each user. • Planning a Database − Other means and factors must be discussed. Copyright © Texas Education Agency, 2011. All rights reserved. 8 Displaying Information • When data is stored in an order that is easily categorized, a user can sort by ascending and descending order. Therefore, retrieving data, by date, name, or ID can be found in a timely manner. There are four common objects used with a database tables, queries, forms, reports. Copyright © Texas Education Agency, 2011. All rights reserved. 9 Access Maintains • All the tools required for a database Access has it, unlike other database software programs. − File Extensions • .accdb for mat files (Access 2007) • .mbd (Access 2003 or earlier formats) • Window Objects − Tables: the only object in an database that contains data. − Forms: primarily used to enter and edit data, it acts as a window into the data in one or more tables − Query: displays specific data from tables based on a criteria you request. − Report: a professional print-out that can be used from the data inputted from the database. Copyright © Texas Education Agency, 2011. All rights reserved. 10 Records in a Database • Record: a set of information that belongs together, such as a customer’s name, address and contact information, or other details. • Field: clarified in access is a column, contains a specific piece of data for each record. • Field name: when creating a table you will need to create unique names to categorize parts of the record. • Data Type: specifying what kind of data can be stored into the field (text, number, date, etc.). Database Design Basics Copyright © Texas Education Agency, 2011. All rights reserved. 11 Entering Records Field Data to be entered LastName Langley FirstName Sue Ann Classification Sophomore Birthday 03/31.98 Address 9999 Smith Ave City Anytown State USA Zip 11111 PhoneNumber (555) 555-5555 Copyright © Texas Education Agency, 2011. All rights reserved. 12 Recap • A database management system (DBMS) is designed to manage a large body of information. • Management involves both defining structures for storing information and providing mechanisms for manipulating the information. • The DBMS must be a secured and protected system. Copyright © Texas Education Agency, 2011. All rights reserved. 13