Exploring Microsoft Access 2003 Chapter 1- Introduction to Access: What is a Database? Robert Grauer and Maryann Barber Committed to Shaping the Next Generation of IT Experts. Exploring Office 2003 Vol 1 2/e - Grauer and Barber

Exploring Office 2003 Vol 1 2/e - Grauer and Barber Database Window Menu bar Toolbar Database window Object Buttons Exploring Office 2003 Vol 1 2/e - Grauer and Barber

Introduction to a Database Field – a basic data element (E.g., name, phone number, title) Record – a set of fields (E.g., all fields for one person) Table – a set of records Database – one or more tables This slide lists the relationship between fields, records, tables and within a database. Students often have difficulties distinguishing between fields and records. Provide students with additional real world examples of databases and then list examples of the fields, records and tables for each database. Ensure students clearly understand these concepts before continuing on to the next slide Exploring Office 2003 Vol 1 2/e - Grauer and Barber

Exploring Office 2003 Vol 1 2/e - Grauer and Barber Fields and Records Field – A basic fact listed above each column Field = columns Record = rows Record is an entire row of information Exploring Office 2003 Vol 1 2/e - Grauer and Barber

Exploring Office 2003 Vol 1 2/e - Grauer and Barber Table Views Datasheet view is used to add, edit, or delete records Design view is used to create and modify fields PivotTable view summarizes groups of data PivotChart view charts the data from PivotTable view Exploring Office 2003 Vol 1 2/e - Grauer and Barber

Exploring Office 2003 Vol 1 2/e - Grauer and Barber Datasheet View Triangle indicates data has been saved to disk Current record Explain that the Datasheet View is used to insert or modify the data. Point out the various items within this view that provide additional information about the individual records. Describe how to navigate around this view, especially how to scroll to view the additional columns. Total number of records Exploring Office 2003 Vol 1 2/e - Grauer and Barber

Exploring Office 2003 Vol 1 2/e - Grauer and Barber Design View Data Type Description Primary Key Field Names Explain that the name is very descriptive of when to use this view—to design fields within a database. Explain that this view is used to describe the container for the data, but has no view of the actual data. Also define each of the following areas within the Design View: Primary Key – The unique identifier for each record Field Names. Data Types. Description of each field. Properties for each field. Field Properties Exploring Office 2003 Vol 1 2/e - Grauer and Barber

Exploring Office 2003 Vol 1 2/e - Grauer and Barber Tables Record selector symbol next to current record shows status Triangle indicates saved to disk Pencil indicates you are typing Asterisk appears next to last blank record in table Exploring Office 2003 Vol 1 2/e - Grauer and Barber

Exploring Office 2003 Vol 1 2/e - Grauer and Barber Open a Table Select table object to display tables Double click to open Customers table Table Name Go to First Record Go to Next Record Create New Record Exploring Office 2003 Vol 1 2/e - Grauer and Barber

Exploring Office 2003 Vol 1 2/e - Grauer and Barber Tables Insertion point — where text is entered Primary key — unique identifier for each record Access automatically saves changes when you move to next record Exploring Office 2003 Vol 1 2/e - Grauer and Barber

Forms, Queries, and Reports A form is a friendly interface for entering or modifying a table A query provides a subset of a table based on a criteria A report presents data in an attractive format This slide provides the definition for form, query and report. Explain that these three areas are the true tools of Access. These tools provide a user friendly way to enter data into the database, ask questions of the data, and finally to print out all the information in an attractive format. Ask students to provide examples of each. My favorite real-world report is the yellow pages phone book. Exploring Office 2003 Vol 1 2/e - Grauer and Barber

Exploring Office 2003 Vol 1 2/e - Grauer and Barber Form Values for Current Record Table Name Field Names Command Buttons Go to First Record Go to Next Record Go to Last Record Exploring Office 2003 Vol 1 2/e - Grauer and Barber

Exploring Office 2003 Vol 1 2/e - Grauer and Barber Query Display only customer records who don’t have a Cuppa Card Exploring Office 2003 Vol 1 2/e - Grauer and Barber

Exploring Office 2003 Vol 1 2/e - Grauer and Barber Report Report Header Customer Mailing Labels Report Individual Records Exploring Office 2003 Vol 1 2/e - Grauer and Barber

Exploring Office 2003 Vol 1 2/e - Grauer and Barber Filters and Sorting Filter by Selection is easiest Filter by Form Allows for comparative criterion (e.g. >, <) Allows for “or” filters (e.g. either cosmetics or shoes) Remove Filter button - redisplays complete table Describe the differences between filters and sorting. Clarify that sorting just redisplays all of the records while filters hide various rows from view. One example is during a golf tournament, a sort would list the golfers by their score. Where a filter for golfers who shot less than 2 over par on the second day, would only display those who made the cut. Exploring Office 2003 Vol 1 2/e - Grauer and Barber

Exploring Office 2003 Vol 1 2/e - Grauer and Barber Filter By Selection These Records Were Filtered by Selection (Category = Fruity) Apply Filter button Select field to filter Exploring Office 2003 Vol 1 2/e - Grauer and Barber

Exploring Office 2003 Vol 1 2/e - Grauer and Barber Sorting The Previous Filtered Records Sorted by Recipe Sort Ascending button The Same Records, Only Displayed in a Different Order Exploring Office 2003 Vol 1 2/e - Grauer and Barber

Exploring Office 2003 Vol 1 2/e - Grauer and Barber Relational Database Uses multiple tables Examples of one-to-many relationships: One publisher has many books One customer has many purchases One student has many courses One instructor has many students A relational database is formed when there are related tables within one database. Define a One-to-Many relationship within a database – this is when the primary key of one table is also present in another related table. This allows for data integrity by ensuring that there is only one place for changes to be made to each field (a student record for instance, that is related to the courses table). This slide provides a list of examples of one-to-many relationships. Ensure students thoroughly understand why and how relational databases are incredibly powerful. One advantage of relational databases is that modifying information in one place also changes it in all related places. Exploring Office 2003 Vol 1 2/e - Grauer and Barber

Exploring Office 2003 Vol 1 2/e - Grauer and Barber Relationships Window Table Names Field Names One-To-Many Relationship Exploring Office 2003 Vol 1 2/e - Grauer and Barber