Download BA271 Week 1 Lecture

BA271 Week 6 Lecture
Dave Sullivan
Goal for today…
 Status
Report – Review where
we are …

Begin learning about Microsoft
Access and databases
Microsoft Access
Assignments
 Tutorial
1 – Introduction To
Microsoft Access 2003
 Tutorial 2 -- Creating and
Maintaining a Database
 Assignment 1: Creating a
Database
Define some key Access
terminology
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Field – A single characteristic or
attribute of a person, place, object,
event, or idea.
Record – A set of related field values.
Table – A collection of records that
identify a category of data, such as
Customers, Orders, or Inventory.
Illustration of fields,
records
and a table
Fields are grouped into records, and records are grouped into a
table.
A sample Access database

Nwind.mdb, a database for the
NorthWind Traders company
Relating tables using a
common field
The primary key in the
Employer table (EmployerID)
is the common field that
relates this table to the
Position table.
PositionID is the primary key
in the Position table. The
EmployerID field is a foreign
key in this table.
Primary keys can only have one
occurrence in a table. Foreign
keys may have multiple
occurrences.
Activities you should do:

Complete Access Assignment #1.
Relational database and
keys
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A relational database is a collection of tables
that are related to one another based on a
common field.
A field, or a collection of fields, is designated
as the primary key.
– The primary key uniquely identifies a record in
the table.
When the primary key of one table is
represented in a second table to form a
relationship, it is called a foreign key.
The components of the
Access
and Database windows
Use the Objects bar to
view database objects
To see a list of objects in a category, click that category on the Objects
bar.
The Queries
You can also
category has
create new
been selected, and a
query named
Contacts is shown in
the window.
objects within
each object
category.
The Database window

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The Database window is the main control center for
working with an Access database.
The Database window contains a menu bar, an
objects bar, and a groups bar.
– The Objects bar lists all the objects available in the
database
– The list of objects consists of tables, queries,
forms, reports, pages, macros, and modules.
– You can click on any of the objects in the Objects bar
to obtain a list of objects of that type
A table in datasheet
view
The navigation bar
buttons
Learn how Access
saves a database
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The Save button in Access differs from the Save
button in other Windows programs.
When you press the Save button in Access, you are
saving the design of the Access objects and NOT the
data itself.
– Access saves data as it is entered
For this reason, the location at which you are storing
your database must always be accessible while
working with a particular database.
– If the database is located on a diskette, the diskette
must be in the diskette drive at all times while
working with this particular database
Sample Query Datasheet
view
Query Datasheet view looks very similar to Table view.
However, the data displayed in a query does not have to
be in the same sequence as it appears in table view.
You can display fields in any order in a query.
What is an Access
query?

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If you want to see just a portion of the data
in a table you can create a query.
A query is a question you ask about the
data stored in a database table.
Access responds by displaying the data
according to your question.
– For example, if you ask to see all the
customers from New York, the response
would be to display only the records whose
state field matches with NY
Open an existing query
and create new queries
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You can open an existing query by clicking
Queries on the Objects bar and then selecting the
query you want to open.
You can also create your own queries by
clicking New on the Database window.
To create a new query, you can use the Simple
Query Wizard, which will bring you through the
selections you want for your query.
Navigating a query and
sorting the results
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When you run and get the results of your query,
you can reorganize the data by sorting the
datasheet in either ascending or descending
order.
– Click the pointer anywhere in the column you wish
to sort
– Click the Sort Ascending or Sort Descending
buttons on the Query Datasheet toolbar to sort the
results in the desired sequence
You can navigate through the records by using the
navigation buttons on the Navigations toolbar.
The Simple Query
Wizard
The Simple Query Wizard assists you in the creation of a
new query.
Selecting fields to
include in a query
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You can create a query that will display only selected
fields from a table instead of displaying all fields.
In the Simple Query Wizard dialog box, select which fields
you want included in the query.
– Move all the fields into the Selected Fields box
– Move the fields one at a time
– Remove fields out of the Selected Fields box by pressing one
of the remove buttons
If you wanted to select all the fields except one, you can
move them all to the selected fields list and then remove
the one field you don't want.
Once you have made your selections, press Next to move to
the next dialog box in the Wizard.
Access Form View
Forms display one Table or Query record at a time.
The navigation
bar has the
same buttons
seen in Table
and Query
Datasheet
view.
Create an Access form

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form allows you to view your data one record
at a time.
Forms are useful for maintaining, viewing,
and printing records in a database.
You can create your own form in the Forms
Design window or you can use the Forms
Wizard to create a form.
A
The easiest way to create a form is to use the
AutoForm Wizard.
Use the AutoForm
Wizard

The AutoForm Wizard uses a table (or
query) you select as the basis to create a form that
displays all the fields of the table (or query).
view
the records one record at a time.

Once you have created your form, you can

The form has a navigation bar just like the
navigation bar you have already used in the
Table or Query Datasheet view.
The Report Preview
window
When a report has been created, you can preview it on the
screen.
You can
navigate through
the pages in the
report by using
the navigation
buttons
at the bottom of
the preview.
Create, preview, and
navigate a report

You can create a report, which is a printed version of
your data, that is formatted according to your
specifications.

data in the report can consist of data from a
single table or multiple tables.
Access has a Reports Wizard that allows you to

The report can be

The
easily create a report.
based on a table or it can be
based on a query.
– If the report is based on a query, it will contain the
same fields that were selected for the query
Backup and restore a
database
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You may want to create a backup of your data so that if
you lose or damage your database, you can recover from the
backup.
You can use a backup tool, such as the Microsoft backup
tool, or some other backup program.
To restore the data from the backup, you need to
use the same backup tool according to the
instructions associated with that tool.
Compacting reduces
database storage size
Compacting a
database
reduces the
space used
by the
database,
making the
space
available for
other uses.
Setting the Compact
on Close option
Select the General tab of the Options dialog
box.
Click the
check box
to insert a
check
mark so
the
database
will be
compacted
every time
it is closed.
Compacting a
database
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
It is a good idea to periodically compact and repair a
database to recover wasted space created by adding,
deleting, and modifying records.
Access has a Compact and Repair feature:
– Open a database
– Click on Tools and then Options
– On the Options menu, select Compact on Close.
Selecting this option will cause your database to be
compacted and repaired every time you close it
Convert an existing
database
to Access 2002 format
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It is possible to convert a database created in Access 2000
to an Access 2002 database.
To convert an Access 2000 database to Access 2002 format:
– Make certain the database to be converted is closed
– Click Tools on the menu bar, then point to Database Utilities
– Point to Convert database and choose the format to convert
to
– Enter the name of the database to convert, and a name for
the converted database to be stored under
Steps to complete Tutorial 1
described on pages AC1.27 to 1.28
4.
Copy “Seasons.mdb” to your classwork folder
Rename “Table
1” as “Employers”
5. Open “Employer” table
6. Open Help – “set page setup options for
printing”
Select “for a table, query, form or report”
Read explanation & close
Steps to complete Tutorial 1
described on pages AC1.27 to 1.28
7. Create Query w/wizard
Table = “Employers”
Fields = in this order: >City
Next>>
>Employer Name
>Contact First Name
>Contact Last Name
>Phone fields
Name = “Employer Phone List ”
Modify Query Design…
Sort “City ” ascending
Steps to complete Tutorial 1
described on pages AC1.27 to 1.28
8. Autoform Wizard
Create Form using “Employers” table
All Fields
Columnar format
Standard = OK
Name form “Employer Info”
“Open form to view or enter info”
Click on Help “What’s this” & point to
Record # box
Goto Record #42
Steps to complete Tutorial 1
described on pages AC1.27 to 1.28
12. Auto Report Wizard on “Employers Table”
Save as ”Employers”
13. Set option to compact “Seasons” database on close
14. Convert to:
Access 2002 format & save as “Seasons 2002”
Access 97 format & save as “Seasons 97”
View differences in the file sizes with a file manager
15. Exit Access