Introduction to Microsoft Access Overview 1

Introduction What is Access? A relational database management system What is a Relational Database? Organized collection of data A relational database system creates separate containers of logically related data, and stores each container in a separate table. Tables are the key objects of a relational database Tables form the basis for information storage and retrieval A collection of tables that are related to one another form a database Related tables are linked via shared fields called keys 2

Relational Database Benefits Efficient storage of data One time data entry Improved Accuracy Good way to capture transaction data Sales data Enrollment data Order data etc. 3

Access Objects Objects are the structures you create and methods you employ to store, manipulate and retrieve data Objects include tables queries forms Reports Macros 4

Tables Data is entered into Tables Backbone of a relational database Tables hold all stored data none of the other Access objects store data. Two dimensional rows (records) columns (fields/attributes of interest) Row ordering is unimportant, rows can be sorted and rearranged and not change the fundamental table information Column ordering is unimportant, A table column may be placed in any particular position 5

6 Each column(field) holds a different characteristic (attribute) about the row (record) it describes the primary key – Attribute(s) that makes each row(record) unique

Queries Ask questions (extract data for informational needs) Data stored in tables can be filtered and sorted in queries Data filtered and sorted by query can be displayed Data filtered and sorted by query can be printed in reports 7

Query Types Selection (projection) queries. Select queries are the most common type. They pose questions of the database and return answers in a dynaset(a virtual table) Subsets of rows(records) are returned when selection criteria are specified to filter the data All attributes for each record are also returned Projection(a selection query) that returns a subset of records and a subset of attributes for each record when selection criteria are specified to filter the data 8

Product Category table 9

Selection Query 10 Selection Criteria

Resulting Dynaset 11

Projection Query 12

Resulting Dynaset 13

Query Types Action Queries Alters(modifies) data in a table Add data records to existing table from another table Delete records(fields) in a table Update records in a table Creates new table using data from an existing table(s) 14

Forms Provide a way to view table data one row at a time Easier data entry Easier data editing and modifications Easier validation checks on entered data Can display multiple records Display data from tables or queries but do not actually hold data 15

Datasheet view of Customer Table 16

Form View for Data entry 17

Reports Used to preview and print data for distribution Provide formatted soft copy(screen) output Provide hard-copy output Displays database information that can be supplied by tables, queries, or both Can not be used to modify data 18

Example report 19

Example report 20

Macros A macro is a tool that allows you to automate tasks and add functionality to forms, reports, and controls. 21

Example macro 22

Example macro 23