Database Essentials Lesson 1

Software Orientation

Getting Started A database is a tool for collecting and organizing information. For example, as a database, a phone book organizes a large amount of data—names, addresses, and phone numbers—so you can access it by name in alphabetic order.

Getting Started A computerized database management system (DBMS), such as Microsoft Office Access, enables you to easily collect large volumes of data organized into categories of related information. This type of database allows you to store, organize, and manage your data, no matter how complex it is, and then retrieve and present it in various formats and reports.

Start Access When creating a new file ALWAYS click the yellow folder to save it in your folder.

Step-by-Steps Go to StudentApps\CBA Data\MOAC data files\ Access\Lesson01 in My Computer. Right-click on Student Information and choose Copy. Browse to your CBA folder, right-click and Paste. Right-click and Rename to Student Information1 - # username. Then double-click to open. The header is automatic in Access and will include your filename. This is the only way to get your name on your file in Access.

Opening an Existing Database

Software Orientation

Objects –Table—the most basic database object that stores data in categories

Software Orientation Objects –Forms—control data entry and data views, and provide visual cues that make data easier to work with

Software Orientation Objects –Queries—allow you to search and retrieve the data you have stored (ask a question of the database) –Which students’ last names begin with C?

Software Orientation Objects –Reports— present your information in ways that are most useful to you

Using Object Tabs When you create a database in Access, all the objects in that database—including forms, tables, reports, queries— are displayed in a single window separated by tabs. Tabs help keep open objects visible and accessible. Tabs

Changing Views A datasheet is the visual representation of the data contained in a table Design View allows you to change the structure of the database.

Design View Data types Text Date/time Auto-Number Number Currency Etc Properties Field Size Format

Defining Data Needs and Types Purpose Categorize information Break each piece of information into the smallest useful part –Last Name –First Name

Review Data Types (pg. 23)

Review Data Types (continued)

Defining Database Tables Tables are the most basic organizational element of a database. Not only is it important to plan the tables to hold the type of data you need, but also to plan how the tables and information will be connected. Even if it’s the only object in a database, there MUST be at least one table.

Changing Views Switch back to Datasheet view

Each row in a table is called a record. Each column in a table is called a field. A primary key is a column that uniquely ­identifies each row, such as Item Number or ID. Each column is a field. Each row is a record. Records and Fields