Learn Microsoft Access Advanced

8/14/2019 Learn Microsoft Access Advanced

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Microsoft Access

Advanced


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The InstructorsAllyson Mower, Digital Initiatives,

581-5263, [email protected]

Alice Weber, Collection Development,587-9247, [email protected]

Joan Gregory, Technical Services,

581-5269, [email protected]


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Your Expectations/Experience?


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Class ObjectivesOverview of some basic database design

principles

Create a sample MS Access database fromscratch

Modify database objects

Learn how to import data from otherprograms


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DefinitionsMS Access - software used for

creating databases

Data are just informationDatabase

Collection of data/information

Related to a particular topic or project


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Basic

Database Design PrinciplesAvoid Duplication

Tables, fields, records

Enforce DataIntegrity Data are referenced throughout the entire

database so that changes made in one tableaffect other tables

Ensure Data Accuracy Formats (mm-dd-yyyy), pick lists, controlled

vocabulary


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Main Parts of Database DesignMission Statement

Tables

Fields

Identifying Relationships

Enforcing Integrity


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Sample Database Scenario

A VERY simple example

A small business owner with three staff

members needs to contact customers by

phone.


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Mission StatementA mission statement clearly explains

the purpose of the database

Sample mission statement:The contact management database will

keep track of customers, the calls made,

and by whom.


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Mission Statement >>TablesThe mission statement is used to

develop a list of tables.

The contact management database will keeptrack of customers, the calls made, and by whom.

Each table represents a single subject,object or event.

Avoid duplication


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TablesCustomers

Keep track of customersCalls

the calls madeEmployees

and by whom


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Tables >>FieldsTables are made up of fields that

represent a characteristic of the

subject, object or eventFor example, each person has:

First name Last name Phone number

Avoid duplication by specific naming


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Fields in the Calls Table These fields represent characteristics of the

Calls:

Call ID Customer ID Employee ID Call Date Call Time

Call Subject Call Notes


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Required FieldsEach table must have a Primary Key field

to uniquely identify a record

to establish relationships between tables Typically, it is an auto-generated numberForeign Key fields are required only:

to facilitate relationships between tables

to enforce data integrity


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Fields in the Calls Table:

Primary Key These fields represent characteristics of the

Calls:

Call ID Customer ID Employee ID Call Date Call Time

Call Subject Call Notes


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Main Parts of Database Design

Mission Statement

Tables

Fields

Identifying Relationships

Enforcing Integrity


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What You Dont Know

Can Cause You Problems

Database design requires:

Thinking through what you want andneed out of your database

Assessing whether or not you havethe skills to create that database

Recognizing when you needdatabase programming expertise


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MS Access and its Templates

Can Help You

Test your database design ideas Determine if your database is simple or complex

Create a simple database from scratch Create a more complex database using templates Identify when you need a database programmer Help you explain what you want to a database

programmer, so the results meet your needs


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Questions


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Now for the Hands-On Practice!

MS Access Tutorial

Documents

Learn Microsoft Access Advanced