MS Access 2007 IT User Services - University of Delaware

 Choosing between Excel and Access  Relational database concepts ◦ Relational Database Management System  Getting started with MS Access 2007 ◦ Demos IT User Services - University of Delaware

Based on Consider using Access Excel Data typeMainly textMainly numeric Examples- Demographic data - Address lists - Student grades - Accounting data IT User Services - University of Delaware

Based on Consider using Access Excel Data typeCan categorize in different tables (Data usually results in very wide worksheets with repeating data by row and many empty cells.) Examples- Course enrollments by student - Record of event attendance over time IT User Services - University of Delaware

Based on Consider using Access Excel Data typeLink to external data Examples- Shared accountingl database - Any database requiring data entry, update, or retrieval by more than one person at a time (Workbooks can be shared for editing but under those conditions, users cannot be protected from each others’ data changes.) IT User Services - University of Delaware

Based on Consider using Access Excel UsageData entry, storage, management Calculations, data analysis Multiple users ReportingVariety of layout and grouping options Pivot table reports, charts IT User Services - University of Delaware

 Database: Organized collection of data  Purpose: Store, modify, and retrieve data.  Database table: Holds and organizes the data. ◦ Rows (records) for each unique data instance; uniqueness provided by primary key. Examples :  Check #, date, amount, payee (check register)  Student ID, first and last names, address, phone # (student records) ◦ Columns (fields) for each type of data. Examples:  Amounts  Last names IT User Services - University of Delaware

 Flat file database: Single table (looks similar to Excel spreadsheet.)  Relational database: Two or more tables with a defined relationship between or among them ◦ Relationships between tables are defined by physical or business rules.  Primary key in one table relates to equivalent column in another table (foreign key). IT User Services - University of Delaware

 Relationship types: one-to-one ◦ E.g.: Information about states and state capitals IT User Services - University of Delaware State Capitals State Code City Name Mayor City Population Year Founded (etc.) States State Code State Name Governor State Population Major Industry State Motto (etc.)

 Relationship types: one-to-many ◦ E.g.: Database for tracking student financial transactions IT User Services - University of Delaware Transactions Transaction ID Transaction Type Transaction Date Amount Student ID (etc.) Students Student ID First Name Last Name Street Address City Zip Code (etc.)

 Relationship types: many-to-many ◦ E.g.: University student judicial database (students involved in events leading to judicial hearings)  Requires “bridging” or “linking” table in the database. IT User Services - University of Delaware StudentEvents Event ID Student ID Involvement (etc.) Students Student ID First Name Last Name Street Address City ZIP Code (etc.) Events Event ID Event Date Event Time Location Reported By Description (etc.)

 Relational Database Management System ◦ Contains related tables for storing data and tools and interfaces for data manipulation. For example:  Relationship management tools  Forms (data entry)  Mechanism to enforce design rules  Queries (data retrieval)  Reporting tools  Programming environment IT User Services - University of Delaware

 Relational Database Management System ◦ MS Access provides all the tools listed below. In other database management systems the tools may have to be licensed or purchased separately (e.g., forms and reports for Oracle or SQL Server)  Relationship management tools  Forms (data entry)  Mechanism to enforce design rules  Queries (data retrieval)  Reporting tools  Programming environment IT User Services - University of Delaware

MS Access is a relational database management system. It is a file-based system, not a client-server system (like Oracle or SQL Server), and is not ideal for data sharing across large work groups. IT User Services - University of Delaware

 Create a new database  Create tables and enter data ◦ Copy and paste ◦ Import or link from other data source ◦ Enter data by hand  Data entry form (preferred)  Directly into table (not recommended)  Use an existing database IT User Services - University of Delaware

For more information

IT User Services - University of Delaware Thank you for coming!