Download ACCESS

Microsoft Access
Database Creation and Management
The first step in creating a database table
is to create its structure.
Always create the design of the table
before entering data.
You begin by specifying the fields
you want to include and their
characteristics.
• Primary Key:
– A field that uniquely identifies each record in a
table.
– Used to sort or index a database.
– No two records can have the same primary key.
• Input Mask
– Allows you to simplify data entry for fields that
have the same format.
– You create the standard format (the mask)
• Specify field sizes
Access
Modifying the Data Table
• Widen out or narrow down columns to
improve appearance. DO NOT CUT OFF
WORDS.
• Add new records.
• Add new structure items.
Manipulating a Database
• Sort records into a particular order.
– Sort columns in ascending or descending order
– Can also sort adjacent columns. Access sorts
adjacent columns from left-to-right.
– If columns are not in the correct order for
sorting, you must rearrange the columns.
Access: Samples
Manipulating a Database
• Filter: Displays only a subset of the entire table
that matches your criteria. Every single field shown
– You can filter on a single field and one criteria
– You can filter on a single field with multiple criteria
– Advanced Filter: Filter By Form
• Allows you to specify criteria for multiple fields
• Query Design
– Specify the exact criteria you wish to view.
– View only the fields you wish to see: All other fields not
shown.
Common Query Operators
•
•
•
•
•
Text Criteria
“Fred Jones”
Greater than >
>1000
Less than
<
<1000
Equal to
=
=1000
Greater than or equal to
>=
> =1000
Less than or equal to
<=
< =1000
Creating Relationships
• Relationships are used to link tables
together.
• Relationships are based upon common
fields in both tables.
• Drag the name from one table over to the
next table and a connecting line will appear.
Access
INFORMATION STORED SEPARATELY BUT CAN
BE RELATED THROUGH KEY JOINS
Another example: which movies are provided by
which distributors?
Forms
Access
• Forms are used to customize your data entry
screen. You see only the relevant items in
the location where you want them.
• Forms are created for the convenience of
the user.
• You can change locations of fields and
colors very easily in the Design screen.
• Forms are used to update Data Tables.
Reports
• Reports are used to “Dress Up” or
summarize your data.
Access
• Reports can be made from a Table or
Query.
• You can use a Wizard to create your reports
or you can customize them to fit your needs.
– You can specify sorting orders and you can also
group data.
Basic Database Definitions
• Table
– All the data relating to a particular subject.
• Record
– An individual entry in a table.
– Like a file folder.
• Field
– Piece of information in a record.
– Last Name, First Name, Address, City
Access Database Objects
• Table Object
– Data Table: Basic area where your data is stored and
manipulated.
• Query Object
– Results of a question or condition you outline.
– All students at KSU who belong to the CBA.
• Form Object
– Data entry screen that you can customize .
– Used to add new records.
• Report Object
– Used to print and emphasize specified information.
Database Views
• Design View
– Lets you see the structure of the database and
create its properties.
• Datasheet View
– Lets you see the actual data.