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Introduction to Access

What is a database? A database is a collection of related information. Access is the Microsoft Office database program that enables you to organize, retrieve, and analyze data. Database software allows you to create tables, reports & forms.

Examples of Database Uses: Checking out a library book Music playlist Contact List in phone Telephone book Redbox or Netflix movie rental Email contact list Online ordering

Using Databases at School Attendance Grades Discipline Referrals Student Info Parent Contacts Library books Naviance

Types of Database Objects Table Form Report Query

Create a New Database By default, a table opens in Datasheet view. When you create a new database, the first step is to create a Table. By default, a table opens in Datasheet view. Both Access & Excel identify the intersection of a row and column as a Cell. The default data type for a field is Text. Only 1 database can be opened at one time in Access. Field names are used for Column Headings.

Learning about Databases Each row in the table contains one single record of the entire database. Datasheet View shows the table data in a row and column format. A field is a single piece of information in a database, such as a first name, last name or a phone number. The primary key uniquely identifies each record in a table. A database table contains fields and records. The format property specifies how you want Access to show numbers, date, times, and text. A record is a group of related fields such as all the personal information about a student.

Learning about Databases A field property is a label that helps to identify the field The report object organizes data in a specific layout The form object makes is easy for you to view, enter, and edit data in a table. When you enter data into a cell, you are making a(n) entry. The query object finds and shows data that meet specified criteria.

Navigation and Database 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.

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

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 During the summer of 2007 North Mississippi Wellness Center used a small biometric computer in order to read each member’s fingerprint. Members would put their finger on the biometric device in order for their fingerprint to be read. Once the device read the fingerprint, a picture of the member would appear on a computer monitor and the person was allowed to enter the Wellness Center.

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

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

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. 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. **Resource: Penn State Information Technology Services

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

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

Tables 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 a table. Below is an example of a blank datasheet where a table can be created.

Datasheet View 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.

Design View 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 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?

Parts of a Table in Datasheet View Shutter Bar Open/Close Button Field Names This Database Has the following Two Tables: States and Tours Each row is a record. This Table is open in Datasheet View

Top & Bottom Close Buttons Notice the two Close buttons Click the TOP button to Close out of Access Click the Bottom button to Close only the table. Access will remain open.

Saving Records in Access 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.

Form View 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.

Advantage of Using Forms Form View in Access 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

Query 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.

Benefits of Queries 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.

Examples of how schools might use databases: Find out the names of students who have not turned in overdue library books. 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 for tardies. Number of students who checked out to go to the doctor during the previous month.