Access - Project 1 l What Is a Database? –A Collection of Data –Organized in a manner to allow: »Access »Retrieval »Use of That Data

Database Management System l DBMS allows one to: –Create a Database –Add, Change, and Delete Data –Sort Data –Retrieve Data in the Database –Create Forms and Reports

Database l Consists of Tables That Are Related l Tables Consists of Rows and Columns l Each Column Is Called a Field l Each Row Is Called a Record.

Record l Information about a given –person –product –event –Records Make up a Table

Field l An Specific piece of information within a record l Examples of Fields: »Social Security Number, »First Name »City »GPA

Primary Key l A unique identifier for each record l Two records cannot contain the same value in this field. l social security numberGOOD l nameBAD

Records in a Table l Each Record Is Set up Exactly the Same. l Each Field in Every Record Is in the Same Position.

Starting Access l Double Click on Microsoft Office Group Window. l Double Click on Microsoft Access Icon (First One in Top Row).

Starting Access l Double Click on the File Drawer (Control Box) to Remove the Message l Or l Click Once on the File Drawer; and Choose Close

Access Desktop l Top Row --Title Bar l Next Row -- Menu Bar l Third Row -- Tool Bar Status Bar l Bottom of Screen -- Status Bar l Ready Means It’S Ready to Accept Commands.

Creating a Database l Click on File Menu l Select New Database l Dialog Box l Click on Drive A l Type Name of Database on Filename Text Box l Click on Ok

Database in Access l Very Important: l All Tables and Related Forms, Queries, Etc. Are Saved in One File on Your Disk. l The Only File You Will See on Your Disk Directory Will Be the Database Name.

To Create a Table l You Must Describe the Design (Structure) of the Table by Describing the Fields:

Field Names l Must Be Unique. No Other Field in This Table Can Have Exactly the Same Name. l Can Be up to 64 Characters in Length l Can Contain Letters, Digits, Spaces, and Most Punctuation Marks l Cannot Contain Periods (.); Exclamation Points (!); Or Square Brackets ([ ])

Data Types l Text - May Contain Any Characters. l Numeric - May Contain Only Numbers and Decimal Point. l Currency - Can Contain Only Money Amounts. Will Display With $; Commas, and 2 Decimal Places.

Field Types Continued l Date/Time (May Choose the Format Desired) l Yes/No (Logical Field for Data That Must Always Be Answered “Yes or No” l Memo Field for General Information.

Description l Allows You to Describe the Field and What Data It Contains. l It’S for You, the Operator to Determine What’S in the Field. l Turn to Page 10 for Detailed Information on the Customer Table.

Field Lengths l Numeric and Currency Fields Have Length Automatically Set (However It May Be Changed by Clicking the Down Arrow in the Field Width Row of the Properties Box). l Default for Text Fields Is 50; but You May Change the Width to Your Specifications up to 256. l For Numeric Data Not Used in Calculations; Choose Text Type.

Creating a Table l In Database Dialog Box l Click on New Button l New Dialog Box Opens l Click on New Table

Defining Table Structure l Type in Field Name l Press Enter or Tab to Go to Data Type l Select Data Type; Press Enter or Tab l Type in Description l Click on “Key” Icon to Designate a Primary Key l Click on Width; to Change the Width of a Text Field.

Correcting Errors l Click on Entry, Backspace or Delete Wrong Data; Key in New Data l To Delete a Field, Point to the Leftmost Column, Click Mouse Button; Press the Delete Key. l To Insert a Field, Click Mouse Button in Leftmost Column of Row Below Needed Insertion; Press the Insert Key.

Saving a Table l Choose Save As l Click on File Menu l Type in Name of File –Customer l Click on Ok

To Close a File l Double Click on Control Box on Menu Line (File Drawer) or Choose Close Command From File Menu.

To Add Records l Be Sure the Database Is Open l Highlight the Table Name l Click on Open l Screen for Data Entry Appears l Key in Data for Each Field Then Press Enter or Tab to Move to the Next Field. l Use Shift + Tab to Move Back to the Left One Field.

Status Line l Shows Current Record l Total Number of Records l To Close a File (Table) Double Click on Control Box (File Drawer) or Choose File Menu and Choose Close.

Adding Additional Records l Highlight Table Name l Click on Open l Enter New Data for Additional Records l Records Are Ordered by Data in Primary Key Field

Printing Table Contents l Click on Print Icon l Choose All l Click on Setup Button -- to Change to Landscape If Records Are Wider Than the Screen. l Click on Ok to Close Setup Screen. l Click on Ok to Start Printing.

Creating Additional Tables l Make Sure Database Is Open l Click on New

Using a Form to View Data or Enter New Records l Click on Customer Table l Click on Open l Click on Autoform Icon l Form Shows One Record at a Time. l Use Navigation Buttons to Move Between Records.

Navigation Buttons (Bottom of Screen) l Line With Left Arrow -- First Record l Left Arrow -- Previous Record l Right Arrow -- Next Record l Right Arrow With a Line -- Last Record

Closing the Form l Double Click on Control Box (File Drawer) or Choose Close From the File Menu. l Choose Yes to Save the Form. l Type in the Form Name You Desire. l Click on Ok.

Using a Saved Form l Click on Form l Highlight Customer Form l Click on Open l Don’T Have to Save It Again; It’S Already Saved

Creating a Graph l With Database Open l Click on Form l Click on New l Select Table for Graph Data l Click on Form Wizards l Click on Graph ; Ok l Select Fields to Be Included. l X-Axis Must Be Chosen First. l Click on Next (Follow Instructions.)

Required Assignments l Computer Lab Assignment 1, Pp The Database Will Be Named Items. The Tables Will Be Product and Class. Three Printouts at #4, #7, and #8. l Computer Lab Assignment 3, Pp The Database Will Be Named Mov. The Tables Will Be Movie and Director. Four Printouts at #4, #7, #11, and #12. l Staple All 7 Pages Together in Consecutive Order for 1 Grade.

Bonus Assignment l Computer Lab Assignment 2, Pp The Database Will Be Named Emp. The Tables Will Be Employee and Department. l There Will Be 4 Printouts at #4, #7, #9, and #10. Staple All 4 Pages Together in Consecutive Order for One Grade.