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Transcript
MIS309 Database Systems Introduction to Microsoft Access 1 Introduction • In its simplest form, Access is a database application • It uses a relational database management model, which means you can relate each piece of information to other pieces of information by joining them. 2 Create Tables • By using wizard • By entering data • By design view – specify field name, data type – set general attributes – set primary key 3 Establish Relationships • Click the relationships button on the toolbar • Tables are related by matching fields. 4 Types of Queries • Select query • Update query • Append query • Delete query 5 Create Queries • By using wizard – select table, fields – Not convenient to design complex query • By design view • By SQL view – Input SQL sentence directly 6 Microsoft Access 7 Defining a New Data Base 8 Naming the Data Base File Name OK Change Name/Directory 9 The New Data Base 10 Tables General Relational Data base Table Fields Row or Record Id 214 215 320 Name Jones Age 25 Address 1 New St, Malvern Key Field (Indexed) 11 Access Table 12 Define Fields in Table 13 Add The Name Field 14 Select Field Type 15 Set the Field’s Parameters 16 Name as Primary Key 17 Define the Image Field Select OLE Object 18 Image Parameters 19 Click to Save the Table Click Yes 20 Name the Table 21 Table1 is now in the Database 22 Select Forms Select New Form 23 Associate Form with Table Relate Form To Table 24 Create Form for Table1 Select Form Wizard 25 Select AutoForm 26 New Form -Run Mode 27 Close the Form 28 Save the Form Select Yes 29 Name the Form 30 Form is part of the Database Form in Database 31 Modify the Form 32 Delete the Current Title Click The Title and Press Delete 33 Select A in ToolBox for Title 34 Properties 35 Save the Change 36 Run The Form Click Open or Double Click The Form 37 Add an Image Record 38 Type in the Name 39 Select ClipArt File 40 Copy Butterfly to Clipboard 41 Paste Butterfly to Image 42 The Butterfly goes to Image 43 Enter Next Record 44 Insert Object Right Mouse Click 45 Select Object Type 46 Select Graph 47 Graph 48 Clip Art 49 Cartoon 50 Add a “Next” Button 51 Name the Button 52 The Button Event 53 Exit Button 54 Name the “Exit” Button 55 The Exit Button 56 Event Coding Sub Exit_Click () On Error GoTo Err_Exit_Click DoCmd Close Exit_Exit_Click: Exit Sub Err_Exit_Click: MsgBox Error$ Resume Exit_Exit_Click Basic Subroutine defined for Event Event Operation Exit the Subroutine Error processing End Sub 57 Access database wizards, pages, and projects • Access' wizards are existing database structures that only need data input. 58 Database Window • The Database Window organizes all of the objects in the database. 59 Design View • Design View customizes the fields in the database so that data can be entered. 60 Datasheet View The datasheet allows you to enter data into the database 61 Create a Table in Design View • Design View will allow you to define the fields in the table before adding any data to the datasheet. 62 Adding Records • Add new records to the table in datasheet view by typing in the record beside the asterisk (*) that marks the new record. 63 Hiding Columns • Columns can also be hidden from view on the datasheet although they will not be deleted from the database. 64 Finding Data in a Table • Data in a datasheet can be quickly located by using the Find command. 65 Table Relationships • Relationships can be established to link fields of tables together. 66 Enforce Referential Integrity 67 Enforce Referential Integrity • A line now connects the two fields in the Relationships window. 68 Create a Query in Design View 69 Create a Query in Design View 70 Create a Query in Design View 71 Create query by using wizard 72 Create query by using wizard 73 Find Duplicates Query 74 New Query Example Click New 75 Select Design View for New Query Design View 76 Select the Members Table for the Query Add Members then Close 77 Select Fields for Query Select Field 78 Selection Criteria Criteria 79 View the Selected Data View Selected data 80 The Selected Data 81 View Query SQL SQL 82 The Query SQL Code 83 Save the Query Save 84 The Saved Query 85 View the Query Data 86 Create Form by Using Wizard 87 Create Form by Using Wizard 88 Create Form by Using Wizard 89 Create Form in Design View 90 Create Form in Design View 91 Sample Form 92 Adding Records Using A Form 93 Form Controls 94 Reports 95 Reports 96 An Access Report with All Sections Shown 97 Exporting Access Query to Excel Workbook File 98 Reposition and Resize Controls in Subreport 99 Query Data Exported to an Excel Worksheet 100 Import Data from Other Applications as an Access Table • You can import data from a variety of other applications, including Excel lists, as an Access table. • If you import data from an Excel list, be sure that the range of the list is named before attempting to import the data in the list. 101 Import Spreadsheet Wizard Dialog Box 102 First Row Contains Column Headings 103 “Choose primary key” Option 104 Imported Trial Balance Table in Datasheet View 105 Macros in Microsoft Access • Use to Open or Close Forms and Reports • Print Reports, or send to other Applications • Build Menus • Execute a command from a Menu • Display Messages or Sound Beeps • Start Other Applications 106 A Simple Button Menu Form Open Form A Open Form B Exit 107 Button for Form A 108 Name the Button and Finish 109 The Button to Open Form A 110 Button Wizard gives VB Event Procedure 111 Event Procedure for the OpenA Button 112 Cancel Wizard to Define a OpenB Wizard Off OpenB Open Form B Adjust Size 113 Define a Macro for OpenB OnClick Event Click Dots Select Macro Click 114 Name the Macro Open Form B Click 115 Select OpenForm Click 116 Macro: Open Form B FormB Click 117 System Check Click 118 Add the Exit Button Wizard On Click Click 119 The Exit Button 120 Exit.OnClick Event Procedure 121 Run the Simple Menu Click 122 Event Procedure - Form A 123 Event Macro - Form B 124 Form with Local Event Procedures 125 Local Event Procedures or Functions Click 126 Local VBA Code 127 Module Area 128 Global Values and Procedures 129 How Big with Access There are file size limitations with MS Access. Tables Queries Forms Reports Code Table Space Code Space 95 29 511 185 500 (200,000 statements) 800Mb 60Mb 130 Garbage Collection Regular Compacting is required to keep size down. (Tools/Utilities/Compact) 131 MS Access - Offers Tables Database Table Definition/Entry Queries SQL Queries against Tables Forms Forms to be displayed Reports Reports to be Printed Macros Macro Commands Modules Visual Basic Code 132 End of Lecture • MS Access is include with some versions of MS Office. It can be learned by experimentation. • MS Access is not a full featured database like Oracle but it comes very close and is a good alternative for the PC desktop environment. 133