© 2002 by Prentice Hall 1 Database Processing with Microsoft Access David M. Kroenke Database Concepts 1e Appendix A

© 2002 by Prentice Hall2 Chapter Objectives Learn how to use Microsoft Access to: –Create tables –Create relationships –Create queries using the query design tool –Create basic forms –Create forms with lookup combo boxes –Create basic reports –Create parameterized reports

© 2002 by Prentice Hall3 Creating the Database Design Before you begin using Microsoft Access, you must know what to create This entails creating a data model and the corresponding data schema The DBMS will not help you in this process

© 2002 by Prentice Hall4 Create the E-R Diagram (no help from the DBMS) Category Description ItemNumber ITEM Phone Address SuppID SUPPLIER Comment Date OrdNumber ORDER 1:NN:M | | 0 0

© 2002 by Prentice Hall5 Database Schema A database schema is a design of database tables, relationships, and constraints Schemas are developed by analyzing user requirements such as forms, queries, and reports, and then constructing a data model

© 2002 by Prentice Hall6 Create the Schema Design (no help from the DBMS) SuppID (FK) Category Description ItemNumber ITEM Phone Address SuppID SUPPLIER Comment Date OrdNumber ORDER 1:N | 0 0 Quantity OrdNumber ItemNumber ORD_ITEM 0 N:1 | |

© 2002 by Prentice Hall7 Create the Data Dictionary (no help from the DBMS): ITEM TABLE Category SuppID Description ItemNumber Text(5) Long Integer Text(30) Autonumber ITEM Foreign Key refers to SUPPLIER Not Null

© 2002 by Prentice Hall8 Create the Data Dictionary (no help from the DBMS): ORDER TABLE MemoComment Date/TimeDate Not NullAutonumberOrdNumber ORDER

© 2002 by Prentice Hall9 Create the Data Dictionary (no help from the DBMS): SUPPLIER TABLE Text(12)Phone Text(30)Address Not NullAutonumberSuppID SUPPLIER

© 2002 by Prentice Hall10 Create the Data Dictionary (no help from the DBMS): ORD_ITEM TABLE Quantity OrdNumber ItemNumber Long Integer ORD_ITEM Not Null, Foreign Key refers to ORDER Not Null, Foreign Key refers to ITEM

© 2002 by Prentice Hall11 Enter the DBMS Now that the tables and relationships have been conceptually defined, the DBMS may be used to actually create the database objects.

© 2002 by Prentice Hall12 Creating a Table with Microsoft Access Double-Click the “Create table in Design view” Option

© 2002 by Prentice Hall13 Entering Field Characteristics Enter the Field Name, Data Type, and Description (optional) for each field Click and Drag to include all Fields that are part of the Primary Key With all fields making up the Primary Key highlighted, click the Primary Key Button

© 2002 by Prentice Hall14 Table Define View Microsoft Access Primary Key Button

© 2002 by Prentice Hall15 Close the Table Design View and Save To save the table, simply close the design view window and type a name for the table.

© 2002 by Prentice Hall16 Microsoft Access Saving the Table

© 2002 by Prentice Hall17 Creating the Remaining Tables Following the above procedure for the remaining tables

© 2002 by Prentice Hall18 Defining a Composite Primary Key All fields defining the Primary Key are highlighted Before clicking the Primary Key Button

© 2002 by Prentice Hall19 Informing the DBMS of the Foreign Key Constraints The DBMS must be informed regarding what Primary Key is mapped to what Foreign Key. This defines the database’s Referential Integrity

© 2002 by Prentice Hall20 Microsoft Access: Relationships View Within Microsoft Access the referential integrity constraints are defined in the Relationship View Window by: – clicking on the Primary Key – dragging to the Foreign Key –and dropping on the Foreign Key

© 2002 by Prentice Hall21 Relationships View Click to enter the Relationships View

© 2002 by Prentice Hall22 Select the Tables to be Included Add each table to the Relationships View Window by highlighting and clicking the Add button

© 2002 by Prentice Hall23 Arrange Tables in Relationships View Click and Drag to arrange the tables to avoid crossing relationship lines.

© 2002 by Prentice Hall24 Creating a Relationship Table Names Field Names Enforce Referential Integrity = Checked Define Cascading Rules

© 2002 by Prentice Hall25 The Resulting Relationship

© 2002 by Prentice Hall26 Create the Remaining Relationships Drag the Primary Key Field and Drop on the Foreign Key field and enforce referential integrity for each remaining relationship

© 2002 by Prentice Hall27 The Final Relationships View Window

© 2002 by Prentice Hall28 Creating Queries Click the Queries Tab

© 2002 by Prentice Hall29 Creating a Query in the Design View Double-Click “Create query in Design view”

© 2002 by Prentice Hall30 Defining the Query Sorting and Specifying Search Criteria Drag & Drop Fields to Display Click to Show results

© 2002 by Prentice Hall31 Changing the View to see the SQL Statement Dropdown Button Click SQL View

© 2002 by Prentice Hall32 The SQL View of the Query

© 2002 by Prentice Hall33 Action Queries Dropdown Button Choose Action type

© 2002 by Prentice Hall34 Forms A form a graphical display for adding, updating, viewing, and deleting data from one or more tables

© 2002 by Prentice Hall35 Creating a Form Click to Create a Form

© 2002 by Prentice Hall36 Create Form using the Form Wizard Double-Click to Launch the Form Wizard

© 2002 by Prentice Hall37 Choosing the Table/Query and Fields to Include Select the Table or Query Select the Field(s) to include on the Form

© 2002 by Prentice Hall38 Select the Form Style and Colors A finished form

© 2002 by Prentice Hall39 Creating a Report Click to Create a Report

© 2002 by Prentice Hall40 Create a Report using the Report Wizard Click to Create a Report using the Report Wizard

© 2002 by Prentice Hall41 Choosing the Table/Query and Fields to Include Select the Fields to Include in the Report Select the Table or Query that provides information for the Report

© 2002 by Prentice Hall42 Select the Report Style and Colors A finished Report

© 2002 by Prentice Hall 43 Database Processing with Microsoft Access David M. Kroenke Database Concepts 1e Appendix A