2. OBJECTIVES by the end of this presentation, you will be able
to: Create and maintain an ACCESS table Develop a query
3. GETTING STARTED Double click on your desk top icon or Click
Start -> Programs -> Microsoft Access.
4. Create a New Database Click Blank Access Database Click OK
Save in: - click the drop down arrow -click location to save
database File name: type a file name for the database. Click
Create.
5. Open an Existing Database Click Open an Existing Database
Select a file from list of files. Click OK
6. THE ACCESS DATABASE WINDOW
7. ACCESS DATABASE: Relational Databases. ACCESS is a
relational database management system. Relational databases allow
you to organize your data into tables; each table can be linked to
other tables Database Components. Microsoft Access uses four
objects to create a Database: Tables Queries Forms ( Not in this
chapter ) Reports. ( Not in this chapter )
8. Table - Is the basic element - contains the data entered by
users. Elements into tables: * field: one piece of information *
row (or record): a set of fields Query - extracts selected data
from a table . Form - used to enter new data into the database or
display existing data. Report - extracts selected data from a table
for printing.
9. DATABASE WINDOW COMPONENTS Menu Bar Command Buttons Object
Tabs Favorites
10. DATABASE WINDOW COMPONENTS Menu Bar contains commands and
submenus. Object Tabs to see a list of all objects in that
category: Tables, Queries, Forms, Command buttons - Allow : * to
create a new database * to Open an existing one for modifying the
Design Groups - You can keep related objects of different types
together in a group. Favorites - shortcuts to frequently used file
folders and databases.
11. TABLES Record (row) Field (column) Navigator Scroll
Bars
12. - Move to first record - Move back one record - Move
forward one record - Move to last record - Move to new record -
Total number of records in the table
13. What is a Table? A table is a database object used to
store, organize and view data. Tables are comprised of: Fields -
represented by columns Records - stored as rows. Tables look like
EXCEL worksheets.
14. CHANGE COLUMN APPEARANCE Select a column with the down
arrow:
19. TABLE DESIGN Tables are the heart of a database Categorize
Your Data -Each table should deal with one category of data - and
have a unique key to which all the other fields are related.
Normalize Your Data - Data normalization increases the accuracy of
your data - and saves space on your database by eliminating
duplicate information. Choose a Primary Key - A Primary Key is a
field that uniquely identifies each record in the table.
20. DATA TYPE DEFINITIONS Text Memo Number Date/ time Currency
Auto Number Yes/No OLE object
21. FIELD PROPERTIES
22. FIELD PROPERTIES The properties for each field in your
table are displayed in the Field Properties pane in Field Size :-
Sets a maximum size for data. text is 255 characters number - byte
(255) - integer (+/- 32,000, no fractions) - long integer (+/- 2
billion, no fractions) - single (floating point, decimal precision
7) - double floating point, (decimal precision 15)
23. Format Date/time, currency, and numbers have several
display formats available. Input Mask Controls the way data is
entered; frequently used for telephone numbers, postal codes, SSN
#s, date/time fields. Caption text for the label used as the column
heading when displaying mtables and queries. Default Value
Specifies a value that will be automatically entered when you
create a new record. Validation Rule Controls the values to be
entered into a field; Validation Text The message that will be
displayed when the rule is broken
24. Required Click Yes to indicate that data must be entered
into the field. Allow Zero Length Applies to text, memo and
Hyperlink only. Entering a zero length string () means. Indexed An
index helps ACCESS find and sort records faster; use on fields you
search frequently
25. TABLE RELATIONSHIPS View related tables in Datasheet view.
Sub datasheet Orders Order Details
26. TABLE RELATIONSHIPS Viewing multiple tables in the same
window in Datasheet view Open multiple tables in Datasheet View:
Sub datasheet it is allowed to show a related table by clicking on
the small + in each row in datasheet view. Each Table has a Unique
Focus Each table focuses on one topic; the topic is usually defined
by the Primary Key Tables are related by common fields tables can
be joined so that all detail information can be displayed
27. QUERY WIZARD Find Duplicates
28. What is a Query? Queries ask questions about your database.
You can design a query manually, specifying all of the tables and
fields you wish to display on your screen, or you can use a Query
Wizard to create simple displays in predefined formats.
29. Sort sequence Selection criteria DESIGN VIEW
30. CRITERIA EXPRESSIONS Selection criteria
31. COMMON EXPRESSIONS Criteria Expression Shows records where
France Value is France Not France Value is not France In (France,
Germany, Italy) Value is France, Germany, or Italy =M Value begins
with letters M-Z 100 Numeric value is 100 =#1/1/98# Date is on or
after 1/1/98 Between #1/1/98#AND#12/31/98# Date is in the year 1998
2/*/* Date is in the month of February Null The field does not
contain a value Is Not Null The field contains a value
32. SUMMATION QUERIES Click on Totals icon Totals row RUN
33. SUMMATION QUERIES Queries provide either detail information
or summation information about the data in your Tables. For example
Detail Display information from an individual table row. Summary
Show a count of the number of checks written to a particular Payee
To obtain totals or grouped by category information, you must add
the TOTALS row to your Query design grid: Click the Totals button
on the toolbar.
34. FILTERS: Filter by Selection Based on a Table: Select value
to be used as criterion. Filtered data
35. What is a Filter? Filters act like Queries; they allow you
to select and view data records quickly. A filter differs from a
query in the following ways: a) entire records are reviewed, not
just specified fields b) multiple tables cannot be accessed in a
filter c) calculations cannot be performed in a filter d) the
filter tool can be selected from table datasheet view, query view
or form view. Applying a Filter There are two ways to filter:
Filter by Selection specify one criterion by clicking on a value
you are looking for within a datasheet or form: Filter by Form
specify both criteria and conditions in a blank version of your
table.
36. CLOSING ACCESS Object Window Close Button Access
Application Close Button
