Chapter Extension 6 Using Microsoft Access © 2008 Pearson Prentice Hall, Experiencing MIS, David Kroenke

CE 6-2 Study Questions How do I create tables? How do I create relationships? How do I create a data entry form? How can I create queries using the query design tool? How do I create a report?

© 2008 Pearson Prentice Hall, Experiencing MIS, David Kroenke CE 6-3 How Do I Create Tables? Create data model from users’ requirements Transform model into database design – Primary key – Foreign key – Rows – Columns

© 2008 Pearson Prentice Hall, Experiencing MIS, David Kroenke CE 6-4 PROSPECT Data Table 1 CE6-2

© 2008 Pearson Prentice Hall, Experiencing MIS, David Kroenke CE 6-5 WORK Data Table 2 CE6-2

© 2008 Pearson Prentice Hall, Experiencing MIS, David Kroenke CE 6-6 Starting in Access Figure CE6-3

© 2008 Pearson Prentice Hall, Experiencing MIS, David Kroenke CE 6-7 Creating a Database with Access Go to New File on right-hand side of screen Select Blank database Provide file name Give location Press Enter

© 2008 Pearson Prentice Hall, Experiencing MIS, David Kroenke CE 6-8 Naming the Database CE6-4

© 2008 Pearson Prentice Hall, Experiencing MIS, David Kroenke CE 6-9 Creating Tables Select Create table in Design view Screen has two parts – Upper part Enter name of each attribute (Fields) Enter Data Type Enter Description – Bottom part Set properties of each attribute

© 2008 Pearson Prentice Hall, Experiencing MIS, David Kroenke CE 6-10 Adding Attributes Figure CE6-5

© 2008 Pearson Prentice Hall, Experiencing MIS, David Kroenke CE 6-11 Creating Tables (continued) Enter Field Names Enter Data Types Establish lengths Select primary key Save table Name table

© 2008 Pearson Prentice Hall, Experiencing MIS, David Kroenke CE 6-12 Adding Information Figure CE6-6

© 2008 Pearson Prentice Hall, Experiencing MIS, David Kroenke CE 6-13 How Do I Create Relationships? Defining relationships – Go to Tools – Select Relationships Window opens Show Table dialog box displayed Double-click on names of tables Tables added to Relationships window Close Show Table dialog box

© 2008 Pearson Prentice Hall, Experiencing MIS, David Kroenke CE 6-14 Relationships Window Figure CE6-9

© 2008 Pearson Prentice Hall, Experiencing MIS, David Kroenke CE 6-15 Creating the Relationship Click on the attribute in one table DRAG it on top of the attribute in the second table A dialog box appears Click Enforce Referential Integrity Click Cascade Update Related Fields Click Cascade Delete Related Fields Close Relationships window Save changes

© 2008 Pearson Prentice Hall, Experiencing MIS, David Kroenke CE 6-16 Creating the Relationship (continued) Figure CE6-10

© 2008 Pearson Prentice Hall, Experiencing MIS, David Kroenke CE 6-17 Enforcing Referential Integrity Figure CE6-11

© 2008 Pearson Prentice Hall, Experiencing MIS, David Kroenke CE 6-18 Entering Data Double-click on table name Table appears Enter values into cells

© 2008 Pearson Prentice Hall, Experiencing MIS, David Kroenke CE 6-19 Tables with Data Entered Figure C6-12

© 2008 Pearson Prentice Hall, Experiencing MIS, David Kroenke CE 6-20 How Do I Create a Data Entry Form? Use the default table display – Displays related records – Limited capability – Interface not pleasing Use Access Form Wizard – Click on Forms – Double-click on Create form – Select table from Tables/Queries combo box – Double-click on double chevron button

© 2008 Pearson Prentice Hall, Experiencing MIS, David Kroenke CE 6-21 How Do I Create a Data Entry Form? (continued) – Go back to Tables/Queries – Select second table – Double-click on double chevron button – Select Finish Access will automatically connect rows in first table with the matching rows in the second table Add, update, delete data in forms

© 2008 Pearson Prentice Hall, Experiencing MIS, David Kroenke CE 6-22 Selecting First Table Using Form Wizard Figure CE6-14

© 2008 Pearson Prentice Hall, Experiencing MIS, David Kroenke CE 6-23 Selecting Second Table Using the Form Wizard Figure CE6-15

© 2008 Pearson Prentice Hall, Experiencing MIS, David Kroenke CE 6-24 Data Entry Form Figure CE6-16

© 2008 Pearson Prentice Hall, Experiencing MIS, David Kroenke CE 6-25 How Can I Create Queries Using the Query Design Tool? Access processes SQL query language Provides graphical interface to create queries – Generates SQL statement Creating queries – Click Queries – Double-click Create query in Design view – Double-click on tables’ names – Access places tables into query design form – Access remembers relationship

© 2008 Pearson Prentice Hall, Experiencing MIS, David Kroenke CE 6-26 Generating Queries Figure CE6-18

© 2008 Pearson Prentice Hall, Experiencing MIS, David Kroenke CE 6-27 Generating Queries (continued) Figure CE6-19

© 2008 Pearson Prentice Hall, Experiencing MIS, David Kroenke CE 6-28 Creating a Query Drag columns from tables into grid – Lower part of query definition form Click red exclamation point icon Access will show rows that have value matches in all tables Save

© 2008 Pearson Prentice Hall, Experiencing MIS, David Kroenke CE 6-29 Creating a Query (continued) Figure CE6-20

© 2008 Pearson Prentice Hall, Experiencing MIS, David Kroenke CE 6-30 Query Results Figure CE6-21

© 2008 Pearson Prentice Hall, Experiencing MIS, David Kroenke CE 6-31 How Do I Create a Report? Select Reports Double-click Create report by using wizard Select table in Table/Queries combo box Highlight name Double-click single chevron You can add additional items the same way Click Finish

© 2008 Pearson Prentice Hall, Experiencing MIS, David Kroenke CE 6-32 Selecting Table to Create Report Figure CE6-23

© 2008 Pearson Prentice Hall, Experiencing MIS, David Kroenke CE 6-33 Report Figure CE6-24

© 2008 Pearson Prentice Hall, Experiencing MIS, David Kroenke CE 6-34 Active Review How do I create tables? How do I create relationships? How do I create a data entry form? How can I create queries using the query design tool? How do I create a report?