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Microsoft Access
Introduction to Relational Databases
Powerful tool to collect and analyze
business data, facilitates decisionmaking
PgP MIS 202 Access
Overview
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Database Concepts-Databases
 Relational Database-collection of related
tables
 Common Field-connect records in separate
tables
 Primary Key-field(s) uniquely identify record
 Foreign Key-Primary Key from one table is
Common Field in another table
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Database Concepts-RDBMS
 Relational database management system functions
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Create database structures
Add and edit records
Query capability (SQL)
Report generator
Data validation and protection
Data sharing
Ability to handle large amounts of data
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Database Concepts-Tables
 Field-single characteristic of a person, place,
object, event or idea
 Table-collection of fields that describe a
person, place, object, event or idea
 Field Value-specific field content
 Record-set of field values
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Database Objects-Queries
 Select queries answer questions using data
stored in a database
 Action queries change database data
 Query Wizard enables learning query
creation
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Database Objects-Forms
 Allows you to maintain and view records in a
database
 Mainly for on-screen output
 Form Wizard enables learning form creation
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Database Objects-Reports
 Allows you to view records in a database
 More formatting flexibility and options than
a form
 Mainly for printed output
 Report Wizard enables learning report
creation
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Database Administration
 Compacting-delete unused objects,
defragments the database
 Backup-protect from data loss or damage
 Restore-to make sure your backup scheme is
working
 Convert databases, link tables
 Many other topics-journaling, rollback…
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Microsoft Access
Database and Table Design
Requires up front planning to create
useful database
PgP MIS 202 Access
Overview
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Designing Databases
 Determine fields needed to produce information to
make decisions (forms, reports)
 Group fields by subject/topic into tables
 Create primary key for tables
 Determine and set field properties
 Include common fields to link tables
 Normalize to avoid data redundancy
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Designing Tables
 Tables are composed of fields, set field
properties to accomplish your goal
 Develop and use a field naming convention
 Understand and set field data types
 Decide on field size, be aware of storage and
performance issues
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Design Aids
 Database and Table Wizards
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Learn typical field settings and properties by
observing how Microsoft does it
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Table Design View
 Choose Field Name and Data Type
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Description appears in status bar, good to add
 Choose Field Properties
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Properties vary by Data Type
Common-Field Size, Required, Format
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Table Design View
 Choose Primary Key
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Indexed: Yes(No Duplicates) unique
Indexed Fields speeds up searches but requires
CPU cycles
Entry required, no null values entity integrity
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Table Datasheet View
 Data Entry
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Be aware of left column symbols, navigation
Data entry can also be done in forms
File>Save does not save record, that is done
when you move to another record
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Table Modifications-Design
 Be aware of ramifications
 Possible Field actions:
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Delete
Move
Add
Modify Properties
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Table Modifications-Records
 Possible actions:
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Copy(are field structures similar?)
Open multiple copies of Access?
Delete
Modify
Copy field value from previous record, Ctrl+’
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Table Relationships
 Defining and using table relationships is the
way to combine related data
 One to many
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Unique record from one table can have zero, one
or many related records in another table
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Microsoft Access
Query Basics
Obtaining Answers to Data Questions
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Overview
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Querying Databases
 Filters-datasheet tools to temporarily display
set of records
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Filter by Selection
Filter by Form
Advanced Filter
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Querying Databases
 Most common type- Select Query
 Asks a question about the data stored in
tables, only certain records meet the criteria
and are selected
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Querying Databases
 Query, Design View
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Query By Example (QBE) is the Access user
interface that creates Structure Query Languate
(SQL) statements
 Query, Datasheet View
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Display returned records, or ‘answers’
Can be different each time query is run, why?
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Querying Databases
 Creating queries is one of the most important
skills in any database program
 Queries are the basis for forms and reports
 Good form and report design is a result of
starting with a good query design
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Querying Databases
 Sorting, Ascending or Descending
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Up to 10 fields, done from left to right
 Show check box- determines if field is
displayed in datasheet
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Why needed? Set criteria for a field that you do not
want displayed
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Querying Databases
 Specifying Record Selection Criterialearning to return just the records you need
 Learn to formulate expressions, used in:
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Query criteria and calculated fields
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Querying Databases
 Operators- key expression building tool
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Like, In, Between…And…
=, <, >, <>
 Exact matches
 Multiple criteria
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And-tends to return fewer records
Or-tends to return more records
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Querying Databases
 Calculated Fields-derivable quantities that
should not be stored (why?) in underlying
table, such as:
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ExtendedPrice: Quantity * Price
Age: DateDiff("yyyy",[DateOfBirth],Date())
 Expression Builder-useful tool
 Zoom Box (Shift+F2)
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Querying Databases
 Aggregate Functions-useful for gathering
statistical information, watch “group by”
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Querying Databases
 Group By-use in conjunction with aggregate
functions or alone
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Consolidate records into groups based on chosen
fields
 Useful in finding unique field values
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