BASIC INFORMATION ABOUT DATABASE MANAGEMENT SOFTWARE Kickoff: Access lets you store information in an organized way and manipulate that information using different tools. Store data in tables, enter data using a datasheet or form; manipulate data using queries, output data using reports; create Web-friendly forms; automate database processes using macros and modules. Access - Database Basics

Using A Database Allows you to easily store large amounts of data into something called a database. Access - Database Basics

What is a Database? An organized collection of data related to a specific topic that is kept together in a single file. Manual databases – update is slow Electronic databases – fast update Other examples of manual databases: note cards, file folders Other examples of electronic databases: banking at ATM, telephone information, library database. Access - Database Basics

Benefits of Using a Database? Allows you to store categories of data in separate tables, yet combine data from any of the tables. Manual databases – update is slow Electronic databases – fast update Other examples of manual databases: note cards, file folders Other examples of electronic databases: banking at ATM, telephone information, library database. Access - Database Basics

Benefits of Using a Database? Duplicated data is minimized Information is more accurate and reliable Data entry is faster Several users can share and edit information simultaneously Manual databases – update is slow Electronic databases – fast update Other examples of manual databases: note cards, file folders Other examples of electronic databases: banking at ATM, telephone information, library database. Access - Database Basics

Benefits of Using a Database? Information can be viewed and sorted in many ways using queries, forms, and reports Professional reports can be printed in seconds Manual databases – update is slow Electronic databases – fast update Other examples of manual databases: note cards, file folders Other examples of electronic databases: banking at ATM, telephone information, library database. Access - Database Basics

Businesses Uses of DBMS Maintain employee records Control inventory List suppliers and customers Access - Database Basics

Businesses Uses of DBMS Generate Payroll checks Invoices Financial statements Access - Database Basics

Specialized Uses of DBMS Mass mailings Form letters Mailing labels Access - Database Basics

Personal Uses of DBMS Address book Greeting card lists Recipe files Personal libraries Access - Database Basics

Personal Uses of DBMS Track private collections Coins Stamps Access - Database Basics

The Database Management Software You Will Be Learning is Microsoft Access Kickoff: Access lets you store information in an organized way and manipulate that information using different tools. Store data in tables, enter data using a datasheet or form; manipulate data using queries, output data using reports; create Web-friendly forms; automate database processes using macros and modules. Access - Database Basics

Microsoft Access Access is a relational database program Different from Excel in that Excel is a flat file (non-relational) File extension .accdb (Access Database) Manual databases – update is slow Electronic databases – fast update Other examples of manual databases: note cards, file folders Other examples of electronic databases: banking at ATM, telephone information, library database. Access - Database Basics

Access or Excel? Feature Excel Access Layout Storage Linked Tables Provides a natural tabular layout for easy data entry Tabular layout as well as the ability to create customized data entry screens Storage Limited to 65,000 records per sheet Stores any number of records up to 2GB Linked Tables Manages single lists of information Allows links between lists of information to reduce data redundancy Reporting Limited to the current spreadsheet arrangement of data Creates and saves multiple presentations of data Access or Excel? The Title of this slide is a link which discusses the differences between Excel and Access. It opens a window from Office Online which you will need to click next to advance each screen. There are questions at the end of the presentation so tell your students to pay attention!!! Access - Database Basics

Access or Excel? Feature Excel Access Security Multiuser Capabilities Limited to file security options such as marking the file read only or protecting a range of cells Allows users to access only the records and fields they need Multiuser Capabilities Does not easily allow multiple users to simultaneously enter and update data Allows multiple users to simultaneously enter and update data Data entry Provides limited data entry screens Provides the ability to create extensive data entry screens called forms Access or Excel? The Title of this slide is a link which discusses the differences between Excel and Access. It opens a window from Office Online which you will need to click next to advance each screen. There are questions at the end of the presentation so tell your students to pay attention!!! Access - Database Basics

Microsoft Access Once data is entered into the database, Access can be used to manipulate the data so that it becomes useful information. Access - Database Basics

Microsoft Access Allows you to: Input data Edit data Verify data Access - Database Basics

Microsoft Access Allows you to: Sort data Find data Analyze data Report data Access - Database Basics

Organization of Access Database objects provide a structure through which you can store or manipulate the data. You can have more than one of each type of object in a database (several tables, several forms, several queries, several reports etc.) Access - Database Basics

Organization of Access The database file is composed of all the database objects. Not a separate file for each object Access - Database Basics

Access Database Management System include: Object Use Tables To Store Data Queries To find, retrieve, and combine data Forms To view, enter, and edit data easily Reports To analyze, format, report, or print data Macros and Modules To automate a process (Go To, Beep, Etc.) Access Database Management System include: Database information - Actual data entered into database 6 database objects: The tools used in Access are called objects. Pages are no longer an object and was eliminated from this slide. Access - Database Basics

Object: Table Tables are essential objects in a database because they hold all the information or data. Every single database MUST have at least one table.

Object: Form Forms are like display cases in stores that make it easier to view or get the items that you want. Forms are objects that allow you to add, edit or display the data stored in the database. Form Icon

Object: Queries Allow you to retrieve and view data from multiple tables in single datasheet. More information about queries will be discussed later. Query Icon

Object: Reports Reports allow you to view, format and summarize information from the database. Report Icon