XP New Perspectives on Microsoft Access 2002 Tutorial 1 1 Microsoft Access 2007

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New Perspectives on MicrosoftAccess 2002 Tutorial 1

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Microsoft Access 2007

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Professor Information

• D Kris Morrison• Work Number : 435-1303• Home Number: 833-4725• Email: [email protected]

– I can not check email during the day. I will check email every evening and multiple times on the weekends.

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Course Assignments

• All database assignments are due 72 hours after class.– Reason: All database assignments build on prior

assignment(s)

– For all database assignments, you can either use your prior assignment or my answer without penalty.

• Papers are due at the beginning of class• There is a final project due the last week of class.

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Course Assignments

• You must be able to email Access databases to and from whatever email account you use. – If you are using a work account, some business

firewalls block databases.

• You can test this by emailing one of the examples database to yourself.

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Course Assignments

• I will check the dropbox Sunday morning and Sunday evening. When I see your assignment in the dropbox, I’ll send you my answer to the assignment.

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Course Assignments

• I will send back the answer data base in four versions.

• Access 2003 format extension ‘.mdb’ • Access 2007 format extension ‘.accdb’ • Access 2003 format extension ‘.doc’• Access 2007 format extension ‘.doc’

XPCourse Assignments

• If you can receive the data base formats, you don’t need the ‘.doc’ format.

• If you must use the ‘.doc’ format, you must rename it to have the correct extension before you can open it.


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Course Assignments

• Any email I generate will be to your Franklin account. If you have your Franklin email forwarded, make sure that forwarding is valid.

XPCourse Assignments

• We will be using the dropbox for all assignments.


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Course Assignments

• If you must use email, the subject line for your assignments and papers must be:

Comp108LastNameAssignmentNumber

For example:

Comp108Morrison1-1

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Course Assignments

• All your assignments attached to your email must be named as

LastNameAssignmentNumber

For example:

Morrison1-1

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Course Assignments

If you email a question, please put the word “Question” in the subject line.

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Course Assignments

• Please check what version of Access you are using.

• I can only accept assignments done in Access 2000 and above. (Not Access 97) – There are too many changes between Access 97 and

Access 2000. Many of the features we use are not supported in Access 97.

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The Kraig Kasper Rule

• I do not expect anyone to spend over two hours trying to resolve an obvious software problem.

• If you run into a software problem, document what you tried and send me what you have.

• Software problem– Weird error message

• Function doesn’t work or is not installed (especially on home/work machines)

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Introduction to Databases

Definition : an organized collection of data

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Database Management Systems

• Usually abbreviated – DBMS• Complex software that maintains the data inside

the database and the relationships among the data

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Types of DBMS

• Different organizations – Hierarchical (IBM – Information Management

System)

– Relational (Oracle, IBM – DB2, Microsoft – Access)

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Relational Databases

• Theory behind databases is mathematically rigorous.

• We will not be going into any theory. • If you are interested, the original paper by E. F.

Codd is available online at http://www.acm.org/classics/nov95/toc.html

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Why use a database?

• A “flat file” contains redundant information. An example of this would be a table that has a list of borrowers with name and address and other information listed for each book that person has borrowed.

• You have numerous changes. Correcting the errors in multiple places in a spreadsheet can be time-consuming. In a relational database the change is made in one location and all other documents will incorporate that change automatically.

• You have a very large file. A relational database is designed to handle large amounts of related information easily.

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Define some key database terminology

• Field – A single characteristic or attribute of a person, place, object, event, or idea.

• Record – A set of related field values.• Table – A collection of records that identify a

category of data, such as Customers, Orders, or Inventory.

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Basic Table Types

• A who table - Your who table contains all of the information about the "whos" in your database. These would be your customers, your students, your buyers and whomever you are doing business with.

• A what table - Your what table contains all of the information about the "whats" in your database. This is your product, your services, your classes or whatever it is that you are selling or providing for business.

• A tie together table - Your tie together table is the result of your activity in your business. This is your order table, your roster table or whatever your activity is going to be that ties your who and your what together. When we talk about designing your tables, we will discuss in more detail exactly what should and should NOT go into these tables, as well as how to tie them together.

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An additional basic table

• A details table– Depends upon the business

– Most obvious example - Invoices

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Microsoft Access

• Relational Database• Everything in Access is an object

– Tables

– Queries

– Forms

– Reports

– Pages – (not covered)

– Macros – (only very simple macros are covered)

– Modules – (not covered)

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Naming Conventions

• Component name standards are that you should preface the name of the component with the type of component it is, in an abbreviated format.

• Examples include: tblCustomer as the name for your customer table, qryCustomerList for the query that runs your customer list. The abbreviations for each component are listed here: – tbl = table– qry = query– frm = form– rpt = reports– mac = macro

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Naming Conventions

Object Possible object names

Table tblcustLastName Tbl_Cust_Last_Name

Form frmNetcust Frm_New_Cust

Query qryOutBooks Qry_Out_Books

Report rptFinesDue Rpt_Fines_Due

Macro macMonthlyRept Mac_Monthly_Report

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Compacting a database

• It is a good idea to periodically compact and repair a database to recover wasted space created by adding, deleting, and modifying records.

• To set compact on close: – Click on the Office Button

– Click on Current Database

– Check Compact on Close

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Compacting reduces database storage size

Compacting a database reduces the space used by the database, making the space available for other uses.

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Compacting reduces database storage size

• Because we will be sending databases as email attachments, it is very important to compact the database.

• I can often tell which databases are compacted because of the size. I will deduct points for this EVERY TIME.

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Assignments

• Assignment 1-1 – Lending Library

– 40 pointsDue: 72 hours after class

• Assignment 1-2 – Referential Integrity Paper

– 40 pointsDue: Start of class April 17 (NOT April 10)

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Turnitin.com

• Numbers you will need

– Class ID 2194819

Password comp108w8

• You will need these numbers again at the end of the class.

• If you have not used turnitin.com, there is a tutorial at

http://cs.franklin.edu/~varnerp/TurnItInHowTo.doc

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Referential Integrity Paper

• What is referential integrity? – Relational Database definition- A relational database is

a collection of tables that are related to one another based on a common field.

• Referential Integrity – rules maintained by the DBMS to guarantee that relations are valid

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Referential Integrity Paper

• Two examples of excellent papers are available at

cs.franklin.edu/~morrisok/comp108/Example Paper 1a.doc

cs.franklin.edu/~morrisok/comp108/Example Paper 1b.doc

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APA Guidelines

• Information is available at: http://www.franklin.edu/students/library/citeanddoc.html

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APA Guidelines

• "APA style" is a set of specific citation formatting conventions sanctioned by the American Psychological Association.

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APA Guidelines

• Do not have sources in your reference or works cited page unless they are cited in the text of your paper.

• Always provide a citation for anyone else's work you paraphrased or quoted.

• Always provide a page number for any quotations you use.

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APA Examples

• Go to webpage.

Documents

XP New Perspectives on Microsoft Access 2002 Tutorial 1 1 Microsoft Access 2007