Database Design Week 10

Table Instance Charts

Create Tables For the tables for the sample in the Wk10_TableInstanceChart.xlsx

Types of Data

Common Data Types in Access Autonumber Text Memo Number Currency Date/Time Yes/No

Autonumber Use for unique sequential numbering Commonly used for PK (Primary Key) Increments by 1 Automatically inserted when a record is added.

Text Used for text or combinations of text and numbers, such as addresses, or for numbers that do not require calculations, such as phone numbers, part numbers, or postal codes. Stores up to 255 characters.

Memo Use for lengthy text and numbers, such as notes or descriptions. Should be used “sparingly”, because it takes up too much room in database Stores up to 65,536 characters (if not more)

Number Use for data to be included in mathematical calculations, except calculations involving money (use “Currency” type). When you are creating a RELATIONSHIP with an “AUTOnumber” field with the “PARENT” table

Yes/No Use for data that can be only 1 of 2 possible values, such as Yes/No, True/False, On/Off. Null values are NOT allowed

Rule One chart completed for each table Wk10_TableInstanceChart.xlsx

Review Relationship Essentials Need a primary key EVERY TABLE NEEDS A PRIMARY KEY Should be 1st field Need a foreign key a Foreign Key is a column in a table used to reference a Primary Key in another table. A table does NOT necessarily have to have a Foreign Key Whenever you see: “MANY”—this will be the Foreign Key Primary key and foreign keys are essential when you create relationships that join together multiple tables in a database

Build Time For each of the following scenarios: Create and write out a business narrative Create list of ENTITIES/tables Create the attributes for the table Create the ERD and the relationship rules Create a table instance chart

HUMAN RESOURCES DEPT. 1 BUSINESS NARRATIVE: This database will collect names of employees, their contact info, skill sets, current salary, job titles and descriptions, hire date, and departments. TABLES” EMPLOYEE,

HUMAN RESOURCES 2

HUMAN RESOURCES 3

Create Tables in ms access

Table Design View Exercise: Create table for gender

Datasheet View Exercise: Add data to the gender table

Table Design View Exercise: Create Ribbon > Table Design in the Tables grouping Identify your own PK Moving the order of the rows

Create Table with Lookups Exercise: Add data to the city entity using a look up wizard as the data type for the province

Add Data to an Entity Based on another entity Exercise: Create the students table (studentID, fname, lname and gender fields only)

Edit an Entity Exercise: Complete the Students table Go back and look at your default value (note it was not added to previous records entered)

Edit Data in Datasheet View Exercise: Go back and add the age group and city for each of the students previously entered Datasheet view Record count Add a new record Search for a record Sort the records

Importing “EXCEL” Files EXTERNAL DATA tab > select the type of file you would like to import i.e. “Excel” Click on the BROWSE button, to select the location of the file you would like Double-click on the file > OK Select the checkbox: “First Row Contains Column Headings”, if you would like to use the “EXCEL” column headings Click on the NEXT button

APPEND A COPY External Data tab > Import & Link group > click the Excel button > Browse button > double-click the file you would like Click: Append a copy of the records to the table > OK > NEXT > FINISH > CLOSE

Importing “EXCEL” Files cont. Select the field name, set the Indexed option to Yes (NO Duplicates) and then click NEXT. Select your PRIMARY KEY NEXT> key in a NAME FINISH > CLOSE, without Saving the IMPORT step

COMPACTING & REPAIRING A DATABASE DATABASE TOOLS > COMPACT & REPAIR button •As you add, edit, & delete objects, a database changes in size •To minimize the size of a database & improve performance should be done on a regular basis •Rearranges how a fragmented database is stored on disk

Want More Information Visit the following site. http://www.functionx.com/access/index.htm

Queries

QUERIES: DEFINITION Is a QUESTION to the database-asking for a “set of records” from 1 or more Tables/Queries MS Access responds by displaying the requested data is a stored question, rather than a stored response results automatically update, IF table is edited, it allows you to view & operate on “selected subsets” of your data

Northwind Database

Single Table Queries Select fields to display Sort by? Simple Conditions When you enter text into the criteria cell your text should be enclosed in quotes ("") to distinguish it from other expressions and operators that you may need to add.

Working with Text

Matching Text From http://fontstuff.com/access/acctut06.htm

OR Statement From http://fontstuff.com/access/acctut06.htm

IN Statement From http://fontstuff.com/access/acctut06.htm

NOT Statement From http://fontstuff.com/access/acctut06.htm

NOT IN Statement From http://fontstuff.com/access/acctut06.htm

LIKE “Text*” Statement From http://fontstuff.com/access/acctut06.htm

LIKE “*Text” Statement From http://fontstuff.com/access/acctut06.htm

Hybrid / Homework Read Calculating in Access Queries Read Calculating Totals in Access Read Working out Someone’s Age Watch Multi-Table Queries Part 1 & 2 Database Assignment Part 2

HYBRID: MYITLAB HYBRID: MYITLAB MYITLAB HOMEWORK:

Quiz Time