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MICROSOFT OFFICE ACCESS 2007 TRAINING
Intro to building a database
OVERVIEW
The lesson includes: an overview of building a database video tutorial additional resources a set of test questions
WHAT TO DO WITH TO MUCH DATA?
Large & Unmanageable Excel spreadsheets?
WHAT DO I USE?
Why?• Store large data• Build relationships• Extract Data• Manageable
WHAT IS ACCESS
Want to purchase? Click here.
Add
Delete
ChangeSort
Retrieve
Create
Organized collection of Data
Upload
BUT WHERE DO YOU START?
• Plan the table structure
• Plan the fields
• Plan the primary key fields
DECIDE ON A PURPOSE
Write down your purpose.
Who will use it?
Why?
DATA TO STORE???
List the data you want to capture
List existing data, i.e. spreadsheet
MAIN PARTS OF DATABASE DESIGN
Fields
TablesPrimary Key
Data Types
Records
Columns
TABLES
FIELDS
EXAMPLE OF DATA TYPES
Field Properties of the data type “Number”
DATA TYPES
http://www.databasedev.co.uk/access2007_data_types.html
RECORDS
COLUMNS
PRIMARY KEY
QUIZ #1
Let’s recap what we have discussed so far. The quiz reflects the topics that have been discussed earlier. Please complete the quiz to see how much you have learned about databases.
QUESTION 1Each column in the database table is a
Form
Query
Record
Field
QUESTION 2
Access is a ______ program.
Spreadsheet
Word process
Database management
Desktop publishing
QUESTION 3
Each row in a database table is a
Record
Field
Report
Filter
QUESTION 4
This database object is arranged in rows and columns and looks similar to an Excel worksheet.
Form
Query
Report
Table
QUESTION 5
It is best to have a purpose statement before designing a database.
True
False
RELATIONSHIPS
How do you relate your data back together?
A QUICK LOOK AT RELATIONSHIPS
Do you think you are duplicating data?
HOW DO I GET THE CORRECT DATA?
Access makes it possible to ask complex questions concerning the data in the database and then receive instant answers.
QUERIES: DESIGN VIEW
QUERIES: DATASHEET VIEW
QUIZ #2
Let’s recap what we have discussed so far. The quiz reflects the topics that have been discussed earlier. Please complete the quiz to see how much you have learned about databases.
QUESTION 1
A query can include fields from more than one table.
True
False
QUESTION 2
Columns are horizontal
True
False
QUESTION 3
All of the data about one person or item makes up a
Record
Report
Field
Table
QUESTION 4
Queries must display all fields in a table.
True
False
QUESTION 5
What data type could you use for a field when user needs to input a price?
Number
Yes/no
Currency
Date/time
APPLY YOUR KNOWLEDGEClick on the box below to begin the tutorial.
RECAP #1
A good database design helps ensure that your data is what? (Pick one answer.)
1. Always backed up.
2. Complete and accurate.
3. Duplicated so it’s easier to find.
RECAP #1: ANSWER
Complete and accurate.
Completeness and accuracy are essential for making sound decisions.
RECAP #2
What is the function of a primary key? (Pick one answer.)
1. To uniquely identify each record in a table.
2. To encrypt and decrypt your database.
3. To help ensure you enter data in the correct table.
RECAP #2: ANSWERTo uniquely identify each record in a table.
All your tables must have a primary key field.
RECAP #3: ANSWER
How many tables should a well-designed database contain? (Pick one answer.)
1. As many as necessary to capture all your data without redundancy.
2. One, with many fields.
3. Two.
RECAP #3: ANSWER
As many as necessary to capture all your data without redundancy.
That can be one table, or dozens.
ADDITIONAL RESOURCES
First Database with Access
Access Database Overview
Create a 2007 Access Database
Creating Queries in Microsoft Access
Get to Know Access
Access Tutorials