Extended Learning Module J (Office 2007 Version) Implementing a Database with Microsoft Access McGraw-Hill/Irwin Copyright © 2010 by the McGraw-Hill Companies, Inc. All rights reserved.

STUDENT LEARNING OUTCOMES Identify the steps necessary to implement the structure of a relational database using the data definition language provided by Microsoft Access. Demonstrate how to use the data manipulation subsystem in Access to enter and change information in a database and how to query that information. Explain the use of the application generation subsystem in Access to create reports and data entry screens. Mod J-2

MODULE ORGANIZATION Solomon Enterprises Database Learning Outcome #1 Defining Relationships within the Solomon Enterprises Database Entering Information into the Solomon Database Learning Outcome #2 Creating a Simple Query Using One Relation Mod J-3

MODULE ORGANIZATION Creating an Advanced Query Using More than One Relation Generating a Simple Report Learning Outcome #3 Generating a Report with Grouping, Sorting, and Totals Creating a Data Input Form Mod J-4

SOLOMON DATABASE The steps to creating a database are Define entity classes and primary keys Define relationships among the entity classes Define fields for each relation (file) Use a data definition language to create the database, which is the focus of this Module Mod J-5

SOLOMON DATABASE In Figure J.1 (p. 478) on the following 3 slides, we’ve recreated the correct database structure from Extended Learning Module C Revisit Module C if you need a refresher Mod J-6

SOLOMON DATABASE Mod J-7

SOLOMON DATABASE Mod J-8

SOLOMON DATABASE Mod J-9

Creating Solomon’s Database Data dictionary - contains the logical structure for the information To create the Solomon Enterprise database: Start Microsoft Access Click on Blank Database in the upper left corner of the screen Enter Solomon Enterprises.mdb as the database name Click on Create Mod J-10

Creating Solomon’s Database Enter a database name and click on Create Click on Blank Database Mod J-11

Creating Solomon’s Database Our recommendation: Create a relation (table) in Design view: Must switch from Datasheet View to Design View Click on View in the upper left corner and then Design View Enter a table name Use the Design View to enter the specifications for the table Mod J-12

Creating Solomon’s Database This is Design View – our recommendation for creating the tables in a database To switch to Design View, click on View and then Design View Mod J-13

Creating the Raw Material Relation Enter the four fields of the Raw Material relation Raw Material ID Raw Material Name QOH Supplier ID Click on the Raw Material ID row and then the key button to designate Raw Material ID as the primary key Mod J-14

Creating the Raw Material Relation Primary key identifier and the Primary key button Integrity constraints for Raw Material ID Mod J-15

Creating the Concrete Type Relation Mod J-16

Creating the Bill of Material Relation We created (in Extended Learning Module C) the Bill of Material relation to eliminate the many-to-many relationship between the Concrete Type and Raw Material relations Mod J-17

Creating the Bill of Material Relation The Bill of Material relation has a primary key composed of two fields (composite primary key): Concrete Type Raw Material ID Composite primary key - consists of the primary key fields from the two intersecting relations Mod J-18

Creating the Bill of Material Relation Composite primary key Mod J-19

DEFINING RELATIONSHIPS WITHIN SOLOMON’S DATABASE The final structural task is to define how all the relations relate to each other That is, link primary and foreign keys Foreign key - a primary key of one file (relation) that appears in another file (relation) Mod J-20

Primary and Foreign Key Logical Ties Mod J-21

Defining Relationships between Relations To create relationships Click on Database Tools in the menu area and then click on the Relationships button Make each relation appear on the palette by highlighting each relation name and clicking on Add Then click on the Close button Mod J-22

Defining Relationships between Relations Select tables and click on Add Relationship palette Mod J-23

Defining Relationships between Relations Mod J-24

ENTERING INFORMATION INTO SOLOMON’S DATABASE To enter information, you simply double-click on the appropriate relation name Supplier relation structure Mod J-25

Entering Information Mod J-26

Referential Integrity Referential integrity ensures consistency. For example, that you don’t put a non-existent Supplier ID into the Raw Material relation The relationships we set up for referential integrity guard against bad information Integrity constraints – rules that help ensure the quality of the information Mod J-27

Enforcing Referential Integrity Mod J-28

Change the Structure of a Relation Mod J-29

CREATING A SIMPLE QUERY USING ONE RELATION Query-by-example (QBE) tool - helps you graphically design the answer to a question Suppose we wanted to see a list of raw materials that shows Raw Material Name Supplier ID Mod J-30

Creating a Simple Query Using the Raw Material Relation Second, select the table, click on Add, and then close the box. First, click on Create and then Query Design Mod J-31

Creating a Simple Query Using the Raw Material Relation The result of the query Drag and drop the appropriate field names and then click on the exclamation point (Run). Mod J-32

Creating a Simple Query with a Condition Set the condition here Mod J-33

CREATING AN ADVANCED QUERY USING MORE THAN ONE RELATION Suppose we want a query that shows All order numbers Date of orders Where the goods were delivered The contact person The truck involved in each delivery The truck driver in each delivery Mod J-34

Steps to Create an Advanced Query Click on Create in the menu area and then Query Design In the Show Table dialog box Select and Add the relation names Close the Show Table dialog box Tables linked appear are joined by lines with 1 beside the table with the primary key The infinity sign by the table with the foreign key Mod J-35

Steps to Create an Advanced Query Drag and drop the fields that you want from the appropriate relation into the QBE grid in the order that you want Click on the exclamation point (Run) in the button bar to see the results of the query Mod J-36

Steps to Create an Advanced Query Mod J-37

Steps to Create an Advanced Query Mod J-38

Steps to Create an Advanced Query Mod J-39

GENERATING A SIMPLE REPORT Click on Create in the menu area and then the Report Wizard button Choose tables and/or queries: Lets you choose which table/query you want Choose fields: Lets you choose the fields you want Mod J-40

Grouping, Sorting, Layout of Report Grouping: Lets you specify grouping of information (we chose the default) Sorting: Allows you to specify sorting (we chose the default) Layout and orientation: Allows you to select layout and page orientation (we chose the default) Mod J-41

Style and Header of Report Style: Allows you to choose from among predefined report styles (we chose the default) Report header: Allows us to enter a title for the report. The Report: Shows all customers and phone numbers. Mod J-42

Choose Table/Query and Fields 2. Choose tables and/or queries 1. Start to create a report Mod J-43

Choose Table/Query and Fields 4. Grouping 3. Choose fields Mod J-44

Grouping, Sorting, Layout, Style, and Title 6. Layout and orientation 5. Sorting Mod J-45

Grouping, Sorting, Layout, Style, and Title 8. Report Header 7. Style Mod J-46

Grouping, Sorting, Layout, Style, and Title Mod J-47

REPORT WITH GROUPING, SORTING, AND TOTALS Say we want to create the Supply Chain Management report from Extended Learning Module C First, create a query Then, put the query into the report generator Mod J-48

Steps for Creating a Report with Grouping, Sorting, and Totals Click on Create in the menu area and click on the Report Wizard button Choose tables/queries: Query: Supply Chain Query Choose fields: Select all fields by clicking on the double greater-than sign (>>) Mod J-49

Specify Table/Query Fields Mod J-50

Grouping and Sorting Information Top-level grouping: Allows you to choose ordering. Since we created a query, Access has defaulted to the first field Further grouping: Lets you specify groups within the top grouping of Concrete Type, but we don’t want any further grouping Sorting: Next we have a chance to sort our information Mod J-51

Steps for Grouping Information Mod J-52

Steps for Sorting Information Mod J-53

Totaling Information in a Report Totaling: The sorting screen also has a Summary Options button Within Summary Options you can choose what type of summary you want Mod J-54

Totaling Information in a Report Mod J-55

Formatting the Report Overall structure of report: Allows you to choose the layout and orientation Style of report: Allows you to choose a style Report heading: Allows you to enter the title that will appear on the report, then click on Finish Mod J-56

Formatting the Report Mod J-57

The Report The Report: Shows the information from the wizard steps Mod J-58

Refining the Report Steps to adjust the report to make it aesthetically pleasing Open the report in Design View with the triangle button Adjust the boxes to the desired size Delete unwanted entries Mod J-59

Click on Design View to see the report in design format Refining the Report Click on Design View to see the report in design format Mod J-60

Adjusting the Page Header Mod J-61

Adjusting the Concrete Type Header Mod J-62

Adjusting the Detail Section Mod J-63

Adjusting the Concrete Type Footer Mod J-64

The Completed Report Mod J-65

CREATING A DATA INPUT FORM Select the Order table Click on Create and then Form Mod J-66

Choose Table/Query Mod J-67

Final Input Form Mod J-68