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Transcript
MS Access 2010 TUTORIAL PREPARED BY: ARLENE N. BARATANG, PH.D. Course Outline Getting Started with Access Databases Building the Structure of a Database Managing Data in a Table Querying a Database Designing Forms Generating Reports Getting Started with Access Databases Identify the Elements of the Access 2010 Interface Identify the Components of a Database Examine the Relational Database Design Process The Access 2010 Application Window Quick Access toolbar Title bar Ribbon Navigation Pane Status bar The Ribbon Tabs on the Ribbon Minimize the Ribbon button Dialog box launcher Ribbon groups The Backstage View v Contextual Tabs Contextual tabs Access Help Access Help toolbar Type words to search for text box Browse Access Help pane Search drop-down list Databases Data can be searched, retrieved, and manipulated Database Logically related data Textual data Numeric data Tables Category of information in a column Header row Information about an item in a row Queries Field name Table name Calculation Query requesting data from tables Condition Database Data retrieved by the query Forms Graphical interface to display data Data displayed in a form Reports Data retrieved from a table Output in a specified format Relational Databases Relational Database Information about a single entity Information stored in multiple tables Information retrieved from multiple tables The Relational Database Design Process Identify Database Purpose Review Existing Data Designate Primary and Foreign Keys Determine Table Relationships Database design plan Make a Preliminary List of Fields Organize Fields into Tables Review for Maintenance Problems and Revise The Statement of Purpose The database will contain information on: Employees and benefit plan enrollment. It will be used by HR staff only. It will not duplicate information already contained in the payroll database. Implies data included Likely users of the database What it will not do The Statement of Purpose (Cont.) The database will have tables named Employees and Benefit Plans, and will States specific field names have an AutoNumberID field for each Employee record. It will have a query that will include all employees and their Describes a specific query benefit plan histories and provide a report of all employees currently enrolled in each benefit plan. Describes a specific report Existing Data Data in forms Data in an invoice Fields Column of data containing distinct information Identified by a unique column name Normalization Reduces complex data to simple table structures Normalization Denormalization Order Table Product Table Denormalization Denormalized Table Data combined into a single table Primary Keys Values that are never blank Unique, constant values Primary Keys (Cont.) Allows duplicate values Allows blank values Foreign Keys Primary key field Foreign key field is related to a primary key field of another table Foreign key field Table Relationships Association between data in tables Records retrieved from related tables based on matching fields One-to-One Relationships One-to-one relationship Child entity Parent entity Foreign key Primary key Unique set of values One-to-Many Relationships One-to-many relationship Primary key values are unique Foreign key allows duplicate values Reflective Questions 1. Which components in the Access user interface do you find the most useful? Why? 2. Which stage in the relational database design process do you think is the most important? Why? Building the Structure of a Database Create a New Database Create a Table Manage Tables Establish Table Relationships Field Insertion Data types for a new field The Calendar Calendar icon Calendar The Lookup Wizard The Table Properties Dialog Box Join Lines A line drawn between a field of one table and the related field of another The Relationships Window Relationship between tables Referential Integrity Foreign Key Table Primary Key Table All values in the foreign key field have an entry in the primary key table The Edit Relationships Dialog Box Reflective Questions 1. Give examples of fields that you will define when creating tables. 2. Which Access feature would you use most often when creating a database? Managing Data in a Table Modify Table Data Sort and Filter Records Work with Subdatasheets The Record Navigation Bar Next record Previous record Search text box Last record First record Current record New record The Totals Command Options to display a calculated value The Total row Sorting Records sorted in ascending order Subdatasheets Plus sign indicating that a subdatasheet is present Minus sign indicating an opened subdatasheet A subdatasheet Reflective Questions 1. Which Access feature for managing tables is the most useful to you? 2. What are the instances when you will need to sort or filter records? Querying a Database Create a Query Add Criteria to a Query Add a Calculated Field to a Query Perform Calculations on a Record Grouping The Simple Query Wizard The Query Design Feature Tables on which the query is created Query design grid Query Criteria Condition used to retrieve or manipulate data Data Data retrieved from records that meet the specified condition Comparison Operators Comparison operator Data Compares two values Returns False if the condition is not satisfied Returns True if the condition is satisfied Conditional Operators Returns False if the condition is not satisfied Conditions that are evaluated Conditional operator Data Returns True if the condition is satisfied Arithmetic Operators Arithmetic operator Values on which operation is performed Result of the calculation Expressions Function Evaluates to a single value Field names Operators Parentheses The Expression Builder The Zoom Dialog Box The Property Sheet Pane Property Sheet pane Properties that can be specified for fields Reflective Questions 1. Which query object view will you use the most often while working with queries? Why? 2. Which type of operator do you think will be the most useful when working with queries? Why? Designing Forms Create a Form Modify the Design of a Form View and Edit Data Using an Access Form Form Sections Header section Detail section Footer section Controls Labeled with context-significant names Allows a user to interact with the application Accepts user input Performs an action Reflective Questions 1. Under what circumstances will you modify the design of a form? 2. Which form-related features in Access do you expect to use often when designing a form? Generating Reports Create a Report Add a Control to a Report Format the Controls in a Report Enhance the Appearance of a Report Prepare a Report for Print The Report Wizard Summary Options Aggregate functions Report summary options Report Sections Report Header section Page Header section Group Header section Detail section Page Footer section Galleries Themes Page Setup Options Commands to specify page settings The Print Preview Tab Reflective Questions 1. Which report view do you think you will use often during the course of your work? Why? 2. Which report-based feature in Access do you think is the most useful? Why?