Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 1 Skills for Success with Microsoft ® Office 2007 PowerPoint Lecture to Accompany Skills for Success with Microsoft ® Office 2007 Access, Chapter 1 Working with Database Management Systems

Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 2 Skills for Success with Microsoft ® Office 2007 MS-Office Word Excel Access Documents, Letters, Resumes, Envelopes Calculations, Spreadsheets Analysis Is a database management system (DBMS) used to store, retrieve, and report data

Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 3 Skills for Success with Microsoft ® Office 2007 Databases In Use Every Day Doctor’s Office College Registration Vehicle Repair Food Store Retail Stores –Bar code is read. –The number is linked to a record in a database table that gives a product description and price on your receipt.

Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 4 Skills for Success with Microsoft ® Office 2007 Database Management System Business Examples Customers Employees Products Orders Invoices Personal Examples Mailing List DVD Collection Investments Household Inventory Recipes Goal: Retrieve and Report Information Means: Entering and Storing the Data

Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 5 Skills for Success with Microsoft ® Office Database Objects 1.Table : stores data in records *essential* 2.Query: retrieves specific data 3.Form: enter/edit/delete records 4.Report : reports on specific data Records Rows Database Object: TABLE Records Rows

Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 6 Skills for Success with Microsoft ® Office 2007 Today You are working for Cypress Hotels Group. Cypress owns hotels all over North America. You are working on their tournament database. The database contains –a players table –a players with small handicap query –A players entry form –A best player report

Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 7 Skills for Success with Microsoft ® Office 2007 Database Management System A database management system (DBMS) used to store, retrieve, and report data

Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 8 Skills for Success with Microsoft ® Office 2007 Table Fields – Columns - Categories Records Rows

Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 9 Skills for Success with Microsoft ® Office 2007 Form Use Access forms when you want to modify or add to data stored in tables. Navigation bar Single Form Layout Displays one record at a time.

Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 10 Skills for Success with Microsoft ® Office 2007 Create and Use a Form A form is an Access object that displays data in an attractive format. Forms display only one record at a time. Records edited or created in a form are automatically updated in the table.

Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 11 Skills for Success with Microsoft ® Office 2007 Queries Ability to Ask questions (extract information) –Who are our players with a handicap less than 3? –Which state produces the best players? –How many players will be at the tournament? Choose selected fields – First Name – Last Name – State– Handicap

Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 12 Skills for Success with Microsoft ® Office 2007 Queries

Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 13 Skills for Success with Microsoft ® Office 2007 Reports In a report, a text box can only display values. Text box An object on a form or report that displays the data from a field in a table or query. Label Object on a form or report that describes other objects on the report or form.

Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 14 Skills for Success with Microsoft ® Office 2007 Opening a Template Template: pre-defined database Access provides several databases designed around common information-based tasks. The tasks template is a pre-built database that is downloaded from the Internet. Opening the Tasks Template Database

Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 15 Skills for Success with Microsoft ® Office 2007

Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 16 Skills for Success with Microsoft ® Office 2007 Skill 8: Create a Relational Database from a Template Join line indicates relationship between Contacts and Tasks. Relational database A database that consists of two or more tables that are related by sharing a field common to both tables. Data Redundancy Occurs when the same data is stored several times in the same table. Relate the Tasks table with the Contact (responsible for Tasks) table

Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 17 Skills for Success with Microsoft ® Office 2007 Create a Relational Database

Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 18 Skills for Success with Microsoft ® Office 2007 Introduction In Skills 1–10, you will: –Create a database –Add, delete, find, and modify table data –Format a datasheet –Format and print data in a report –Search, sort, and filter data –Create a relational database from a template

Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 19 Skills for Success with Microsoft ® Office 2007 Let’s Get Started Start on Chapter 1 Access -Text Pages (~50 min) 1. Go slow and read text carefully to understand ACCESS 2.Before you start, send (1) file(s) from R:\cmcdougall15 to your flash drive – see page Move these files to your Access Chapter 1 folder Hand in 1.Page Print Best Players – Circle Your Name. 2.Page 319 – Print Players Datasheet – Circle Your Name 3.Page Print Tasks Assigned to – Circle Your Name 4.Your Name typed on all printed documents OR 5pts off. 5.Page 330-Cypress Spa – Print at #8 - #12 - #21 Hints Page 313. Freeze First name and Last name. Delete Company Only Page 322 #6 – You may have to type your name on Contact Detail List