Copyright © Texas Education Agency, 2011. All rights reserved. What is Access? An Office product that allows the user to create relational databases that have tables of data. It a personal computer database management system. Data can be created and shared in Access with other MS Office applications. Copyright © Texas Education Agency, 2011. All rights reserved. 1

Copyright © Texas Education Agency, 2011. All rights reserved.

Copyright © Texas Education Agency, 2011. All rights reserved. What is a Database? An organized collection of information about a subject. Can you think of some examples of a database? Examples: Telephone Book, Personal Music Collection, Customer Files, etc. Copyright © Texas Education Agency, 2011. All rights reserved. 3

What is a Database? (continued) Why do you believe that these maybe considered a database? Each file (record) may includes but not limited to a name, address, city, state, etc. about an individual. Copyright © Texas Education Agency, 2011. All rights reserved. 4

Copyright © Texas Education Agency, 2011. All rights reserved. Sample Record Sue Ann Langley Sophomore 3/31/98 9999 Smith Ave, Anytown, USA 11111 (555) 555-5555 Copyright © Texas Education Agency, 2011. All rights reserved. 5

Sample Database with Objects Copyright © Texas Education Agency, 2011. All rights reserved. 6

What is a Database Management System (DBMS)? A DBMS includes database information and the tools to use the database. In a DBMS you are able to: Input Edit Verify Sort Find Analyze and much more. Copyright © Texas Education Agency, 2011. All rights reserved. 7

Copyright © Texas Education Agency, 2011. All rights reserved. Why DBMS are important? Reasons why… Customers records are able to be located in a timely manner. Provide users with an abstract view of the data. Describes what data are stored Describes parts of the database that are relevant to each user. Planning a Database Other means and factors must be discussed. You can use a database program to store, sort, retrieve and display information stored as records. You might select a database program to keep track of addresses, customers' buying habits, music CDs, or any other collection of items. Copyright © Texas Education Agency, 2011. All rights reserved. 8

Displaying Information When data is stored in an order that is easily categorized, a user can sort by ascending and descending order. Therefore, retrieving data, by date, name, or ID can be found in a timely manner. There are four common objects used with a database tables, queries, forms, reports. Copyright © Texas Education Agency, 2011. All rights reserved. 9

Copyright © Texas Education Agency, 2011. All rights reserved. Access Maintains All the tools required for a database Access has it, unlike other database software programs. File Extensions .accdb for mat files (Access 2007) .mbd (Access 2003 or earlier formats) Window Objects Tables: the only object in an database that contains data. Forms: primarily used to enter and edit data, it acts as a window into the data in one or more tables Query: displays specific data from tables based on a criteria you request. Report: a professional print-out that can be used from the data inputted from the database. Teachers should be familiar and explain in detail at this time of each database objects, navigation pane, and the different views, if the subject has yet to be discussed. ***Important points to make in tables (records, fields, field names, and field contents)*** Copyright © Texas Education Agency, 2011. All rights reserved. 10

Records in a Database Record: a set of information that belongs together, such as a customer’s name, address and contact information, or other details. Field: clarified in access is a column, contains a specific piece of data for each record. Field name: when creating a table you will need to create unique names to categorize parts of the record. Data Type: specifying what kind of data can be stored into the field (text, number, date, etc.). Database Design Basics Copyright © Texas Education Agency, 2011. All rights reserved. 11

Copyright © Texas Education Agency, 2011. All rights reserved. Entering Records Field Data to be entered LastName Langley FirstName Sue Ann Classification Sophomore Birthday 03/31.98 Address 9999 Smith Ave City Anytown State USA Zip 11111 PhoneNumber (555) 555-5555 Copyright © Texas Education Agency, 2011. All rights reserved. 12

Copyright © Texas Education Agency, 2011. All rights reserved. Recap A database management system (DBMS) is designed to manage a large body of information. Management involves both defining structures for storing information and providing mechanisms for manipulating the information. The DBMS must be a secured and protected system. Copyright © Texas Education Agency, 2011. All rights reserved. 13