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Introduction to MS Access Creating a New Database • File/New – Blank database – New database name and location Access Objects • Tables – Create a new table: Create/Table Design – Open a table: • Double click the table name – Home/View: • Datasheet view • Design view • Queries – Create a new query: Create/Query Design • Others: Forms, Reports Creating a Table • Create/Table Design: – Field name – Field data type • Don’t use the AutoNumber type • Create a primary key – Don’t use the default ID field for primary key. Use a meaningful entity key field. • Enter data Example: Create an Employee Table • Database name: HRdatabase • Table name: Employee • Table fields: – – – – – EmpID: Text, 10 characters EmpName: Text, 30 characters Sex: Text, 1 character HireDate: DateTime field Salary: Currency field Create a new Query • Create/Query design/Show table – Select fields – Add criteria • Sorting • Total and subtotal – Query design tools/Total – A Total row is added to the design view – Select function from the total row’s dropdown list File Organization and Access • Sequential file (heap file): Records are organized in sequence in the order in which they are entered. • File access: – Sequential access – Direct access • Index file: Key + record’s location (address) Major Functions of an Index • 1. Enable the direct access to a record. – Keep track a record’s location on disk. • 2. Enforce the no-duplication rule for a table’s key field.