Databases,Tables and Forms Access Text by Grauer Chapters 1 & 2

Introduction to a Database Defining a database Creating a database in Access Creating forms Using forms to filter data

Database Provide a way to store a related set of data Simplest form is a card file Each card a record Data may be text, dates, numbers, web links, pictures, etc. Name: ________________ Address: ________________ City: ________ State: ___ Zip: ______ Member since: ______________ Dues paid? ______ Each item a field

Two Types of Database Flat File - Spreadsheet Works well until data repeats Must enter data repeatedly Data must match exactly

Two Types of Databases Customers Customer ID Name Address City State Zip Invoices Invoice No. Part No. Unit Price Units Customer ID Relational – 2 or more linked tables Key Field One-to-Many Relationship Link Parts Part No. Description Supplier Units In Stock Many-to-Many Relationship

Database Window Menu Bar Toolbar Object Buttons

Creating a Table Designing a table yourself Field names Data types Primary key Properties Views--Datasheet or Design Using Table Wizard

Design View Primary Key Field Properties Data Type Description Field Names

Data Types Number Text Memo Date/Time Currency Yes/No AutoNumber OLE Hyperlink

Properties Field size Format Input Mask Caption Default Value Validation Rule Validation Text Required Allow Zero Length Indexed

Format vs. Input Mask Format - Defines how data will be displayed Data stored: Format: ###\-##\-#### Displays: Input Mask - Displays formatting for input Causes format to appear on forms, tables Input Mask: SSN Form field shows: SSN ___ - __ - ____ You fill in the underscored blanks Only the info in the blanks is stored

Table Design Basics Include all necessary data Use descriptive names Store data in smallest parts Will you ever need to sort by part? Store address, city, state, zip separately. Don’t store info based on other data Don’t store “Age” – age changes! Store DOB, calculate Age

Datasheet View Total Number of Records Current Record Triangle indicates data has been saved to disk Each column is a field Each row is a record

Database Forms Each page shows one record Field data appears in text boxes Other controls can be added as in Excel user forms

Creating a Form Controls--objects Bound control has data source Unbound control: no data source Calculated control: expression as data source Properties Form Wizard

Sizing handles Label (unbound) Text Box (bound to field) Click and drag to move Toolbox Go To First Record Go To Next Record Go To Last Record

Advanced Forms Advanced forms use other controls Combo Box (Drop Down List) Option Group Check box Command Button

Filter by Form No query needed Allows user to define a limited subset