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Chapter 4: Organizing and Manipulating the Data in Databases Introduction Creating Database Tables in Microsoft Access Entering Data In Database Tables Extracting Data From Databases: Data Manipulation Languages Recent Database Advances and Data Warehouses Chapter 4-1 Creating Database Tables in Microsoft Access Database Management Systems An Introduction to Microsoft Access Creating Database Tables Creating Relationships Chapter 4-2 Database Management Systems Overview Not a database Separate software system Functions Enables users to utilize database information more efficiently Examples Access, Alpha 5, dQuery, Lotus Approach Chapter 4-3 Introduction to Microsoft Access A popular relational database Used by many businesses and individuals Used for small database applications Chapter 4-4 Microsoft Access – Opening Screen Chapter 4-5 Creating Database Tables – Defining Record Format Field Name Names assigned to the data fields Data Type Specified for each data field Identifies how to store the data – field properties Description Optional field Defines record structures Chapter 4-6 Creating Database Tables – Opening Screen Chapter 4-7 Creating Database Tables – Record Format Chapter 4-8 Creating Relationships Purpose Link tables together Enable users to create multi-table reports Steps in Creating Relationships Select tables Link the tables Chapter 4-9 Creating Database Relationships – Linking Tables Chapter 4-10 Creating Relationships – Multitable Relationships Chapter 4-11 Creating Records Utilize datasheet view to input data Chapter 4-12 Ensuring Valid and Accurate Data Entry Data Definition Language (DDL) Enables users to define record structure Define individual fields of each record Chapter 4-13 Tools for Data Validation Proper Data Types for Fields Input Masks Limit data to specific formats Default Values Data fields of new records Chapter 4-14 Tools for Data Validation Drop-Down Lists Validation Rules Create rules than limit range of values that may be entered Referential Integrity Deleting of information disallowed when it would disrupt references Chapter 4-15 Drop-Down List Example Chapter 4-16 Validation Rule Example Chapter 4-17 Creating Referential Integrity Chapter 4-18 Study Break #1 All of the following are examples of DBMSs except: A. Access B. Oracle C. DB2 D. SQL Chapter 4-19 Study Break #1 - Answer All of the following are examples of DBMSs except: A. Access B. Oracle C. DB2 D. SQL Chapter 4-20 Study Break #2 An example of a validation rule is: A. An input value must be an integer B. An input value must also have a default value C. An input value must be between 0 and 40 D. You cannot delete parent records that have child records associated with them Chapter 4-21 Study Break #2 - Answer An example of a validation rule is: A. An input value must be an integer B. An input value must also have a default value C. An input value must be between 0 and 40 D. You cannot delete parent records that have child records associated with them Chapter 4-22 Tips for Creating Database Tables and Records Design first Create tables and records last Name tables systematically Use conventional tbl prefixes Use mnemonic names for data fields Assign correct data types to data fields Chapter 4-23 Tips for Creating Database Tables and Records Data fields that link tables must be the same data type Limit the size of text data fields to reasonable lengths Use input masks Chapter 4-24 Extracting Data From Databases Schema All information in a database All relationships of the tables Map of entire database Subschema Subset of the schema Chapter 4-25 Creating Select Queries Queries Create customized subschemas Dynaset Dynamic subset of a database Created by queries Data Manipulation Language (DML) Chapter 4-26 Query Example Chapter 4-27 Creating Select Queries One-Table Select Queries Creates a dynaset Based on: Criteria determining which records to include Criteria determining which fields to include from those records Single or Multiple Criteria Chapter 4-28 Select Query Example Chapter 4-29 Multi-Table Select Query Example Chapter 4-30 Multi-Table Select Query Example Chapter 4-31 Creating Action Queries Delete queries Append queries Sum a column Update queries Make-table queries Chapter 4-32 Query Wizard Queries Simple query Wizard Crosstab queries Find-Duplicates queries Find-unmatched queries Chapter 4-33 Query Wizard Screen Chapter 4-34 Guidelines for Creating Queries Spell accurately and be case sensitive Specify AND and OR operations correctly Tables must be joined properly Name queries systematically Choose data fields selectively Chapter 4-35 Extracting Data From Databases Structured Query Language (SQL) Example of SQL Instructions Chapter 4-36 Extracting Data From Databases Online Analytical Processing (OLAP) Complex, multidimensional data analysis Pivot tables Data Mining Utilize a set of data analysis and statistical tools Identify relationships, patterns, or trends Chapter 4-37 Cloud Computing Form of Internet-based Computing Software provided through the Internet Processing occurs on a Web of computers Expands IT capabilities Database-As-A-Service (DAAS) Outsourcing of databases Backup Services Chapter 4-38 Data Warehouses Pools of data from separate applications Characteristics Free of errors Defined uniformly Span longer timeframe than transaction systems Optimized data relationships Chapter 4-39 Study Break #3 All of the following are examples of action queries except: A. Update query B. Append query C. Delete query D. Find missing data query Chapter 4-40 Study Break #3 - Answer All of the following are examples of action queries except: A. Update query B. Append query C. Delete query D. Find missing data query Chapter 4-41 Study Break #4 SQL is an example of: A. A tool to perform online analytical processing B. A database management system C. A query language D. A multimedia database Chapter 4-42 Study Break #4 - Answer SQL is an example of: A. A tool to perform online analytical processing B. A database management system C. A query language D. A multimedia database Chapter 4-43 Copyright Copyright 2012 John Wiley & Sons, Inc. All rights reserved. Reproduction or translation of this work beyond that permitted in Section 117 of the 1976 United States Copyright Act without the express written permission of the copyright owner is unlawful. Request for further information should be addressed to the Permissions Department, John Wiley & Sons, Inc. The purchaser may make backup copies for his/her own use only and not for distribution or resale. The Publisher assumes no responsibility for errors, omissions, or damages, caused by the use of these programs or from the use of the information contained herein. Chapter 4-44 Chapter 4 Chapter 4-45