Computer Concepts BASICS 4th Edition Lesson 13 Databases Computer Concepts BASICS 4th Edition Wells

Objectives Define the purpose and function of database software Identify uses of databases Identify and define the components of a database Plan a database 2

Objectives (continued) Create a table using a wizard Enter records in a table Add a form using a wizard Create a query using a wizard Create a report using a wizard 3 3

Vocabulary data database database management system (DBMS) datasheet Datasheet view data type Design view fields forms 4

Vocabulary (continued) Information object primary key query records report table text filter template view 5 5

Database Software Defined Data is unorganized text, graphics, sound, or video. Information is data that has been organized and processed so that it is meaningful and useful. A database is a collection of related information organized in a manner that provides for rapid search and retrieval. A database management system (DBMS) is a software program used to create, maintain, and control access to data. A database provides more comprehensive functions for manipulating the data than a spreadsheet. 6

Database Software Defined (continued) In Access, a database can consist of one table or a collection of tables. A table is composed of columns and rows, referred to as fields and records. The rows in the table are called records. Each record is a group of related fields, such as all of the information regarding each member in a membership database or each customer in a customer table. The columns in the table are called fields. Each field contains a specific piece of information within a record. The primary key, which is assigned to a field, uniquely identifies each record in a table. 7 7

Database Software Defined (continued) Table in a sample database 8

Database Software Defined (continued) Access does not have a standard document view. The Access window changes based on the object that is being used. Using the data stored in the table, you can use Access to create the following objects: queries, forms, and reports. A query asks a question about the data stored in the table. You use forms to enter data into a table, and a report to print selected data. When creating a database, you can use an Access template, a sample database that is contained within the Access program, or create a database from scratch. 9 9

Tables After creating and saving a new database, the next step is to add fields and then add data to the table. Tables are the primary objects in a database because they contain the data. Most databases contain multiple tables. Access provides several ways to create a table, including: Creating a table by creating a new database. Add a table to an existing database using the Tables group on the Create tab. Create a table based on a table template using the Tables group on the Create tab. 10 10

Tables (continued) Each field that a user adds to a table has a unique name and a designated data type. The data type indicates the type of data that can be entered into a field. Field properties are specifications that allow you to customize the data type settings. Access provides three options to add fields in Datasheet view: Add fields to a table directly in the datasheet Add fields using the Field Templates pane Add a field from an existing table using the Field List pane 11 11

Tables (continued) Creating a table is the first step in a three-step process, and adding fields is the second step. The third step is to populate or add records to the table. Access contains two basic views for working with tables. Views are formats used to display and work with the various objects. 1) Use Design view to create a table, form, query, and report 2) In Datasheet view 12 12

Tables (continued) Access displays a row-and-column view of the data in tables, forms, and queries; the table is called a datasheet and resembles an Excel worksheet. You can use a text filter. A filter provides options to change the data that a form or report displays without altering the form or report design. When data is entered in a cell, it is called an entry. The data in a table can be sorted in ascending or descending order. In ascending order, the records are sorted smallest to largest. In descending order, the records are sorted largest to smallest. 13 13

Tables (continued) Sorting records 14

Modifying a Table Structure After you have created a table, you can modify it by adding and deleting columns (fields) and rows (records) in Datasheet view. When deleting a column or a row from the table, all the data contained in the column or row is deleted from the database. Selecting a column and then right-clicking the header row to display the shortcut menu provides additional options for inserting or deleting columns. 15 15

Forms In addition to adding and viewing records in Datasheet view, you can create and use a data-entry form. A form provides a convenient way to enter and view records in a table. When creating a form, users are adding a new object to the database. You can create the form manually or use the Form Wizard. 16 16

Forms (continued) Choosing the option to start the Form Wizard 17

Entering and Editing Data in a Form Entering data in a form is similar to entering data in a table in Datasheet view. Use the same keys and navigation buttons to make changes. To add a new record, click the New (blank) record button. To edit an existing record, use the navigation keys to display the record and make the changes in the fields on the form. 18 18

Queries A query enables users to locate records that match specified criteria by providing a way to ask a question about the information stored in a database. Access provides four Query options: Simple Query Wizard: Creates a select query from the selected fields Crosstab Query Wizard: Displays data in a spreadsheet format Find Duplicates Query Wizard: Locates records with duplicate field values Find Unmatched Query Wizard: Locates records in one table that have no related records in another table 19 19

Reports A report is a database object that allows you to organize, summarize, and print all or a portion of the data in a database. You can create a report based on a table or a query, and also decide on the formatting, including headings, spacing, and graphics. Although you can produce a report manually, the Report Wizard, provides an easy and fast way to design and create one. 20

Summary Databases allow for organizing, storing, maintaining, retrieving, and sorting data. The components of a database are objects. These include tables, queries, forms, and reports. You should plan the database structure first and then create it. After the table structure is created, you add records to the table. 21

Summary (continued) Records can be sorted in ascending or descending order. You can create a form or use the Form Wizard to enter records in a table. Forms are designed to simplify data entry. You can design a query or use the Query Wizard to find records that meet specified criteria. A report is a formatted display of table records. In a report, you can organize, summarize, and print all or a portion of the data. 22