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.Click here. Add Delete Change Sort 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 Tables Primary Key Data Types Records Columns

TABLES

FIELDS

EXAMPLE OF DATA TYPES Field Properties of the data type “Number”

DATA TYPES

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 1 Each 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 KNOWLEDGE Click 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: ANSWER To 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

REFERENCES Images were obtained from: Shelly, G., Pratt, P, Last, M. (2010) Microsoft Access 2010 (Comprehensive). Boston, MA Address Book Database Created by Dominga Gardner on September 23, 2011

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