What is a Database? How is a Database use? How to set up in Access?

What is a database? Database=collection of data organized for fast search and retrieval. Examples?

What is a Database? If you worked for a business with thousands of customers and tens of thousands of orders, how would you keep track of all your information? Access helps you obtain the information you want quickly through reports, forms and charts. How might PCHS use an Access database?

Terms to Know! Database - a collection a data organized for fast search and retrieval Database Application – a program used to create databases and programs to track and manage information. Database objects - the parts of a database, such as tables, forms, reports, and queries

More Terms to Know! Table-a collection of data about a specific subject arranged in rows and columns Query-a set of instructions that retrieves data from one or more tables Form-an onscreen display where data can be added or changes Report-a presentation of data formatted and organized for printing

Just a Few More Terms to Know! Field – column in a table; name of the type of info to be keyed (example: Name, Address, Phone) Record – Row in a table; Individual information (example: Mrs. Weser, 123 Main Street, 555-1212) Primary Key – An unique number assigned to each record. A way of tracking records through database. MUST be included!

Creating a database

Creating a database part 2

Assignment SAVE Database ACTIVITIES_LAST NAME Save each table as instructed in your textbook. Activity 1 page 520 – Creating DT1 Activity 2 page 521 – Creating DT2 Demo

Open Note Quiz What is a Database? What are Database objects? List 4 database objects? What are rows called in Access? What is a primary key?

Open Note Quiz What is a Database? What are Database objects? List 4 database objects? What are rows called in Access? What is a primary key?

Creating a Database

Demo of Revising Revising Adding Fields Moving Fields

Assignment Continue working in you ACTIVITIES Database! READ Instructions to make sure you open the correct data table! Activity 3 page 524 – Revising Activity 4 page 524 – create new Activity 5 page 525 – Revising Activity 6 page 528 – Revising Activity 7 page 528 – Revising Science Connection on page 525

About Data Types A Little about Data Types: Only number and currency can be “mathed”. Also note that a zip code 23606-9876 is NOT number! Setting a number to currency will give you $ so you will not have to type each time.

Moving around Access To move: Keys One field left  One field right  One line up ↑ One line down ↓ Leftmost field HOME Rightmost field END Down one window Page Down Up one window Page Up To first record CTRL + HOME To last record CTRL + END

Assignment (print each) Activity 8 page 531-532 Activity 9 page 532 Activity 10 page 533 Activity 11 page 537-538 Be sure to READ your instructions!!

Today’s Assignment Pages 399-405. You will be working with a total of 4 different databases. Make sure you have a separate Access file for each!!

Access Day 2 Specify Size of each Field Revising and Adding Records Add, Rename, Position Fields

Specify size of each field

Adding and Editing Records

Rename, Add, Position Fields RIGHT CLICK RIGHT CLICK

Access Day 3 Monetary and numeric fields Keyboard short cuts

Which data type would the following be? Price Zip Code (no dash) Inventory GPA Address Income Salary Date of Statehood

Editing Records (in tables) To move: Keys One field left  One field right  One line up ↑ One line down ↓ Leftmost field HOME Rightmost field END Down one window Page Down Up one window Page Up To first record CTRL + HOME To last record CTRL + END

Assignment-open ACTIVITIES Remember to read the instructions in RED to make sure you are working in the correct table. Activity 8 page 531 Activity 9 page 532 Activity 10 page 533 Activity 11 page 537

Assignment View Review/tutorial found on edline Page (Access Review) Complete activity 17-26 on pages 541-543 Save your activities_Last name file and upload it to Google Docs

Assignment 2 -- SHOES Create a database (NEW file…not in ACTIVIES) called SHOES_Last name. Save in the SHARED folder. Set up all the fields you would have for the inventory of an online shoe store database. Type a paragraph explaining your thought process for each field and how your database would be easy to use for the shoe store.

ACCESS-Day 4 Sorting and Queries

Sorting Used to arrange records in a specific order. (Alphabetical, Numerical) Can be done on 1 field or on multiple fields Ascending and Descending Example: Sort addresses based on state

Right Click on the Field Name Choose Ascending or Descending Single Sort Right Click on the Field Name Choose Ascending or Descending

A simple way to go back to the way the info was presented before the sorting is to sort based on ID number All of the records are still there, they are simply now in a different order. Notice that all the info for each record moves, not just the sorted field

Multiple Sort Used for a more advanced sort. Use Advanced Filter/Sort Example: To sort by city AND state Use Advanced Filter/Sort

Advanced Filter/Sort screen

All of the field names for this table Primary Secondary

Setting up the sort Select your field names from the drop down menu Select your sort method from the drop down as well Setting up the sort

Once you have your sort info plugged in click on Apply Filter/Sort

Records are now sorted by city and state.

Query Query is a Question posed to your database in order to retrieve information Remember that a Database is a collection a data organized for fast search and retrieval Data retrieval is done through queries Google

To set-up a simple query Choose create query by using wizard Click on Queries in the objects window

Choose the table you would like to use Use the arrows to move the fields to the selected fields box Highlight the fields you would like to use

Give your query a meaningful name

Only the fields requested appear Query Only the fields requested appear

Set-up more advanced query Follow the same steps for a simple query

Give your query a meaningful name

Ascending or Descending Check on to show, off to hide Sort Show Criteria Or Ascending or Descending Check on to show, off to hide This is where you can plug in information to yield very specific results

Question: What are the names of the software packages that are designated as Education (stock number starts with E)?

Click the X to close the query design window and be prompted to save

Select your query from the objects

Finished Query

Assignment Finish Yesterday’s lesson (Act. 11 & SHOES) Activity 12-16 pages 541-543

Creating a NEW Database Today’s first lesson will be in creating a new database and keying in data using a table. Recall

Now you can key in info as you did yesterday

Creating a NEW table in a Database Open the database (be sure to be on the correct one…double check the directions) Click on Create Table in Design View Continue the process

Adding new Fields to a Table Right Click on the Table in the objects window and choose Design View

This will pull up the Table design view. Make any additions to field names. Remember the rules about Data Types

Today’s Assignment Pages 401-408 Read the instructions!!

Access Day 3 Editing Records Single Sorts Multiple Sorts

Open Note Quiz Which data type would the following be Price Zip Code (no dash) Beginning Inventory GPA Address What are the names of the 4 databases you should have saved in your folder?

Open Note Quiz Currency Number Number Number Text Which data type would the following be Price Zip Code (no dash) Beginning Inventory GPA Address What are the names of the 4 databases you should have saved in your folder? Currency Number Number Number Text AE Bank, Software Professionals, Rockwell Technologies, Eastwick School of Dance

Editing Records Practice using keystrokes instead of reaching for your mouse to move around This will increase your speed and you will become more efficient in your work

Editing Records (in tables) To move: Keys One field left  One field right  One line up ↑ One line down ↓ Leftmost field HOME Rightmost field END Down one window Page Down Up one window Page Up To first record CTRL + HOME To last record CTRL + END

Editing Records (in forms) To move: Keys Next field ↑ Previous field ↓ Top of form HOME Bottom of form END Next record Page Down Previous record Page Up First record CTRL + HOME Last record CTRL + END

Sorting Used to arrange records in a specific order. (Alphabetical, Numerical) Can be done on 1 field or on multiple fields Ascending and Descending Example: Sort addresses based on state

Right Click on the Field Name Choose Ascending or Descending Single Sort Right Click on the Field Name Choose Ascending or Descending

A simple way to go back to the way the info was presented before the sorting is to sort based on ID number All of the records are still there, they are simply now in a different order. Notice that all the info for each record moves, not just the sorted field

Multiple Sort Used for a more advanced sort. Use Advanced Filter/Sort Example: To sort by city AND state Use Advanced Filter/Sort

Advanced Filter/Sort screen

All of the field names for this table Primary Secondary

Setting up the sort Select your field names from the drop down menu Select your sort method from the drop down as well Setting up the sort

Once you have your sort info plugged in click on Apply Filter/Sort

Records are now sorted by city and state.

Today’s Assignment Pages 409-412 If you did not finish yesterday’s assignment, do that FIRST Beginning with Activity 3 on page 411, you’ll be keying your answers into a Word file. You MUST include the question.

Access Day 4 Review Queries

Open Note Quiz When would you use a single sort? When would you use a multiple sort? Step-by-step, how do you set up a single sort? Step-by-step, how do you set up a multiple sort? How can you quickly move to the last record in a table?

To alphabetize or numerically sort by one field name (ex: last name) Open Note Quiz When would you use a single sort? When would you use a multiple sort? Step-by-step, how do you set up a single sort? Step-by-step, how do you set up a multiple sort? How can you quickly move to the last record in a table? To alphabetize or numerically sort by one field name (ex: last name) To alphabetize or numerically sort by multiple field names (ex: last name and city)

Access Day 5 Queries Reports

Open Note Quiz What is a database? What are the database objects? What’s difference between a form and a table? How do you set up a new database? How do you set up a new table within a database?

Query Query is a Question posed to your database in order to retrieve information Remember that a Database is a collection a data organized for fast search and retrieval Data retrieval is done through queries Google

To set-up a simple query Choose create query by using wizard Click on Queries in the objects window

Choose the table you would like to use Use the arrows to move the fields to the selected fields box Highlight the fields you would like to use

Give your query a meaningful name

Only the fields requested appear Query Only the fields requested appear

Set-up more advanced query Follow the same steps for a simple query

Give your query a meaningful name

Ascending or Descending Check on to show, off to hide Sort Show Criteria Or Ascending or Descending Check on to show, off to hide This is where you can plug in information to yield very specific results

Question: What are the names of the software packages that are designated as Education (stock number starts with E)?

Click the X to close the query design window and be prompted to save

Select your query from the objects

Finished Query

Reports 3 functions of a report Summarizing: Usually, only a portion of the data in the database is needed for a particular application (example: may need names and addresses for a contact list, but you do not need sales information)

Reports 3 functions of a report (cont) Formatting: Reports can be formatting for easy reading. Wizard will do this for you Printing: Once the data has been specified and formatted, professional-looking copies can be printed for information and decision-making purposes

Then Double-Click Create report by using wizard Click on reports

Use the arrows to select the fields you want to include in your report

Once you have all of your fields, click next.

No groupings are needed! Just click next

Select which fields you need to sort and choose Ascending or Descending

Choose your layout style, click next

Choose your font style, click next

Give your report a name and click finish

A finished report. Print this!

Assignment Activities 27-28 page 546. PRINT and Turn in!

Mail merging You can use the information in your database to create: Form letters Mailing labels Envelopes

Assignment Read pages 414-415 Use queries to answer questions on page 416. Type the Questions and Answers in a WORD document and save in your shared folder

Access Day 6 Review Finish Queries

Review Questions What is a Database? What are the 4 database objects? What is a Query? Why would you use a query instead of a sort? How do you set up an advanced query?

Today’s Assignment Finish through page 416 Complete query worksheet Type 2 page report about your Thanksgiving break

Access Day 6 Calculated (Computed) Fields

Computed (or calculated) fields Used to add or average information into new fields. Example: Average of July and August Sales. To set-up: use Expression Builder

Set up a new query Type in the field names using [Brackets] In field type the formula you wish to use Type in the field names using [Brackets]

Recall In Excel, you used formulas to add, average and do other calculations on columns of numbers Same process involved in Access

Open your query in design view and change the Expr1: notation to the name of your new field (ie total sales)

Assignment Page 418 – calculated fields Continue through pages 419-420 ON YOUR OWN If you finish, go on to the reports section. We will cover this as a class tomorrow Access Quiz will be Thursday

Assignment Read page 421-422 (take notes as needed) Complete the reports on page 423. (print and turn in) Type the letters on page 424 and 426 (DO NOT TYPE ANYTHING IN PINK) Tomorrow as a group, we will complete the mail merging for the letters and for labels.