Microsoft Access 2007 Introduction to Database

What is a Database? Database--A Collection of Tables Usually Associated With a General Topic Database Software Allows You To Create: Tables Reports Forms

You Work With Databases Every Day Without Realizing it. Local Telephone BookCable TV DirectoryRenting a Video Checking Out A library book Ordering Online from E-Bay Your Address Book

Assigning Textbooks/ Computers Discipline Attendance Grades Teacher Names And Addresses Student Names And Addresses A Database Is Used at TMS For The Following:

Many vehicles manufactured today include some type of onboard navigation system to help point drivers in the right direction. The pocket size computers used in these systems include databases similar to the kind you will be creating in Access. Navigation and Database

These computers are called GPS Devices, (global positioning system) and they collect radio signals emitted from government satellites in order to calculate the user’s position and altitude. Then, they interface with commercial databases and display information such as where the closest automated teller machine is located or how long it will take to get to a specific location. Navigation and Database

Farmers Who Uses GPS Devices? Airplane Pilots Police Hikers Firemen Boaters

Database and Fingerprints Fingerprint identification technology is part of the growing field of biometrics which identifies people based on physical characteristics such as DNA, fingerprints or retinal patterns.

Database and Fingerprints

Manual comparisons of finger prints by looking through State and FBI files can take as long as three weeks, but computer database comparisons can make positive identifications in only two hours if a suspect is in custody. The FBI receives more than…… 50,000 request daily to Identify fingerprints

Information can be viewed and sorted in many ways The Advantages of Using Access for Database Management Include: Duplicate data is minimized Information is more accurate, reliable and consistent Data entry is faster and easier using Access forms Several users can share and edit information simultaneously

How Does The Structure Of A Database Compare To Documents Stored In A File Cabinet A Database is like the file cabinet because it holds the overall data in an organized way. Tables are like the drawers of the cabinet because they hold related pieces of data. Records are like the file folders because they hold sets of related data. **Resource = Penn State Information Technology Services Fields are like the sheets of paper in the file folders because they contain specific pieces of data (information) that make up the related sets.

Every Database Is Made Up Of The Following Structure Database Tables Records Fields Data Values **Resource = Penn State Information Technology Services

Identifying the Parts of the Microsoft Access 2007 Screen Additional database template categories from Microsoft Office Online Open Recent Database list Select this button to create a blank Database.

Tables contain data (information) about a specific topic or subject; holds records Tables

Tables are the most essential element of a database because they hold the actual data. A table stores data about people, places or things and they are the basic element in any database. One of the first steps in creating a database is to create one or more tables. Below is an example of a blank datasheet where a table can be created. Tables

In order to create a table, select the View button from the Home tab. Most of the time, tables are created in Datasheet View or Design View. The example below is Datasheet View. Tables

Below Is An Example Of A Table Set Up In Design View. You Will Learn More About Design View As You Work In Access During The Next Few Weeks.

Every table has Fields, Records and Rows. Each Row Represents a “Record.” A Record is the information for a particular topic. In the above example, the information or “record” is for Johnny Mitchell. What are the first and last names of the other records in the table above?

In the table below notice the column headings. Each Column Heading Represents a “Field.” Field A Field is a category of information that is stored about each record. In the above example the arrow is pointing to the field, First. What are the other field names in the example above?

This Database Has the following Two Tables: States and Tours This Database Has the following Two Tables: States and Tours ThisTable is open in Datasheet View Parts of a Table in Datasheet View

Click the TOP button to Close out of Access Click the Bottom button to Close only the table. Access will remain open. Top Bottom Top AND Bottom Close Buttons

Access automatically saves new records and the changes you make to existing data (information) as soon as you move to another record or close the datasheet. Saving Records in Access

A form is an Access tool that allows you to arrange the fields of a record in any layout so you can enter, edit, and delete records with ease. Below is an example of Form View.

In a datasheet, sometimes you have to scroll left or right to see all of the fields in the table. Often this is inconvenient, time consuming and confusing. A form solves these problems by allowing you to organize the fields on the screen in any arrangement. Advantage of Using Forms

Queries A Query in Access is a tool that lets you ask questions about the data (information) the database contains.

Queries You build queries in an Access database to ask “questions” about data, such as which adventure tours are scheduled for June or what types of tours take place in California. Queries present the answer in a datasheet, which you can sort, filter and format.

A query allows you to select records from one or more table and then present the selected data as a single datasheet. A major benefit of working with data (information) through a query is that you can focus on the information you need to answer your questions. Benefit of Queries

Find out the names of students who have not turned in overdue library books. Below are a few examples of queries TMS might run using the school database program. The number of male students who have birthdays during certain months of the year. List of students who are in accelerated classes. Number of students who have been referred to the office during the previous month. Number of students who checked out to go to the doctor during the previous month.