Download INTRODUCTION TO INFORMATION SYSTEMS TECHNOLOGY

B
WORKING WITH
DATABASES
Information Systems Technology
Ross Malaga
Copyright © 2005 Prentice Hall, Inc.
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LEARNING GOALS
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Design a database.
Build the database tables using Microsoft Access .
Establish relationships between tables.
Design and use forms.
Perform basic database queries.
Use Microsoft Word to perform a mail merge with the
database.
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Database Design
• Prior to building a database, we must consider the
overall logical design.
• The design includes:
– The database tables
• Each attribute in a table
• The primary key for the table
– Relationships between tables
• Foreign keys in any tables
– An Entity-Relationship diagram provides a graphical
representation of the logical database design.
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Building a Table
• Open Microsoft Access
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– Click on the blank Access database button
– Give database a name
– Create table in design view
• For each attribute that is to be in the table, you enter:
– The attribute/column name
– The data type
» If the first attribute is to be the primary key (e.g.
Person_Number) then choose Auto Number as data type
• Assign the primary key
– Save the table
• File/Save menu item
• Save icon on the tool bar looks like floppy disk
– Repeat “create table” steps for other tables
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Establishing Relationships
• Use the Tools|Relationships menu items to open
the Relationships window
• Select the tables for which you wish to establish
relationships
• Define the relationship
– Point to the foreign key field in the relationship
– Hold down the left mouse button and drag the foreign
key field to the primary key in the relationship
• Determine Join type
• Check option to “Enforce Referential Integrity”
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Designing Forms
• Select the Forms object.
• Choose the form wizard.
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Select the table for this form.
Add fields you want on the form.
Pick a form layout.
Pick a style (Standard is probably best).
Enter a descriptive title for the form.
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Combining Forms
• Use a “Subform” if you wish to enter data
into two or more tables at the same time.
• The Subform tool puts a table containing a
foreign key on the same form with the table
to which the foreign key links.
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Queries
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Click on the Query object.
Choose the Create by Query Wizard option.
Choose the table(s) to be in the report.
Move any/all fields to the report.
Click Next.
Choose “Modify the Query Design” to
allow entry of query criteria.
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Query Criteria
• Open an existing query in “Design” view.
• For each attribute included in the selection criteria
– Enter the value/condition for including records in the
query output
– =“VA” under the attribute for state selects only the
records that are for people from Virginia
– =“32504” under the attribute for zip_code selects only the
records that are for people from that zip code
• To run the query, double click on the query name.
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Mail Merge
• Open Microsoft Word and activate the Mail
Merge Wizard
– Tools|Mail Merge
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Mail Merge (continued)
• Choose or create a main document.
– Some standard document options are provided.
– You may create main document in the active window or
create linked documents (very advanced topic).
• Choose data source.
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Open Data Source.
Change type to Microsoft Access.
Find your database table.
Click Open.
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Mail Merge (continued)
• Edit the Main Document.
– This is where you will create the document prototype.
– Create the format for your main document.
– Use the Insert Merge Field option to insert a field from
the database into the document prototype.
– Repeat for all other fields from the database.
– Type other text in document prototype just as if you
were doing a regular Word document.
• Merge the data from your database with the
document prototype.
– “Merge to Printer” to print documents.
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