Download Lesson 2: Structure a Database

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Access 2007® Use Databases
How can Microsoft Access 2007 help
you structure your database?
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Lesson 2: Structure a Database
Access features
such as templates,
tables, and queries
can help you to
structure your
database, making it
easier to find and
interpret data.
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Lesson 2: Structure a Database
Lesson 2 Objectives:
 Use database templates and create
blank databases
 Create tables and change their
structure
 Create relationships between tables
 Create different types of queries
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Lesson 2: Structure a Database
To create a database, you can search both Access and online
to find the appropriate template.
Database templates
include tables and
fields for organizing
and tracking data,
such as inventory,
customer orders,
personal contact
information, and todo lists.
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Lesson 2: Structure a Database
If you cannot
find a
template to
meet your
needs, you
can create
one from
blank
database.
You can then design your own tables, forms, and reports.
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Lesson 2: Structure a Database
You can add
new tables to
any database.
To create a table, select a template from the dozens
Access provides for business and personal use.
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Lesson 2: Structure a Database
Use Design View to design your own tables.
In a table, you can
change a field’s
property, such as the
number of characters,
or change a field data
type, such as whether
it represents
a date/time.
Every table must have a primary key.
A primary key ensures that each record is unique.
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Lesson 2: Structure a Database
Access has several tools to help your database run more efficiently.
The Table
Analyzer Wizard
can analyze the
information in a
table and then
make changes to
streamline the
data.
The Table Analyzer Wizard can ensure addresses are
listed consistently and get rid of repeated listings.
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Lesson 2: Structure a Database
With a little
patience, you
can change
anything in
your tables.
You can add a new field, change the order of the fields, change
the field type, and change the field’s caption, or column heading.
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Lesson 2: Structure a Database
The Totals row
function offers a
quick and simple
way to summarize
columns of data in
a table to get
totals, averages,
maximums,
minimums, and
other calculations.
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Lesson 2: Structure a Database
Access allows you to set properties for
entire tables of data and for individual fields.
The field properties are shown
as a list in a Property Sheet.
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Lesson 2: Structure a Database
Use multivalued fields to store more
than one answer in a single field.
A sporting goods
store might
categorize knee
pads in both the
skateboarding
and baseball
categories.
You can create a Lookup field,
which will contain all the possible
data choices for the field.
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Lesson 2: Structure a Database
Use an attachment
field to link to
database files and
other objects that
might not fit into
one field.
An attachment field helps you present
information in its original format, such as an
image, Word document, or spreadsheet.
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Lesson 2: Structure a Database
Use an input mask to specify how
information will be formatted.
An input mask
can specify that
phone numbers
be keyed with
the area code
first.
An input masks keeps users from entering the
wrong types of data into certain fields.
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Lesson 2: Structure a Database
Access is a relational database because it lets you
define relationships as part of the database structure.
A relationship is
a link between
two tables based
on a common
field.
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Lesson 2: Structure a Database
A one-to-one
relationship
means that
both fields in
their respective
tables are not
repeated.
Table 1
Table 2
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Lesson 2: Structure a Database
A one-to-many
relationship
means that a
record in one
table can have
many matching
rows in another
table.
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Lesson 2: Structure a Database
Referential integrity
makes sure that the
related data in two
tables always exists
and is complete.
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Lesson 2: Structure a Database
There are a few other
ways to modify
relationships to
ensure that data is
not lost, duplicated,
or garbled.
To modify the way information in
tables is linked, use the Join option.
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Lesson 2: Structure a Database
The Query
Wizard creates
queries that
show the fields
you choose in
the order you
want.
You can create a query by choosing fields from
more than one table or from other queries.
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Lesson 2: Structure a Database
The Query Wizard includes several preset queries
to help you analyze and manage your data.
An unmatched query
finds records without
a matching related
date.
A duplicate query finds multiple records
that contain the same data in a field.
A crosstab query
shows summary
data (such as
count, average,
or sum) grouped
by two fields.
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Lesson 2: Structure a Database
Action queries
take action on
the data in
databases by
adding,
changing, or
deleting data.
A Make Table query retrieves information
and assembles it into a new table.
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Lesson 2: Structure a Database
Other types of
action queries
include the
Update Query,
which updates
information in
a table,
the Delete Query,
used to delete
records,
and the Append Query, which inserts new records.