XP Chapter 2 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 1 Building The Database Chapter 2 “It is only the farmer who faithfully plants seeds in the Spring, who reaps a harvest in the Autumn.” —BC Forbes

XP Chapter 2 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 2 Chapter Introduction Learn different techniques for  Creating tables  Entering data  Verifying data  Relating tables  Documenting database objects  Backing up database  Repairing database  Securing data

XP Chapter 2 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 3 Tools Covered in This Chapter Datasheet view Design view Documenter Import spreadsheet wizard Input mask wizard Lookup Wizard Relationships window Security Wizard Subdatasheet Table Wizard

XP Chapter 2 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 4 Level 1 Objectives: Creating the Database Tables Create a database and tables Work in design view Set a field’s data type size and properties Use the input mask wizard and the lookup wizard Validate fields

XP Chapter 2 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 5 Using the Database Design to Create the Database New button on standard toolbar  Opens new file task pane  Blank database option Database window  Main control panel for database Objects bar  Create, open, design, and view all database objects

XP Chapter 2 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 6 Using the Database Design to Create the Database (continued) Must create tables before other objects Create table by  Entering data in datasheet view  Using wizard  Designing table in design view

XP Chapter 2 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 7 Creating a Table by Entering Data Double-click create table by entering data option in database window Datasheet view  Shows table’s records in rows and table’s fields in columns Table window  Indicates table’s name Just start entering data Access adds hidden AutoNumber field to datasheet

XP Chapter 2 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 8 Datasheet View

XP Chapter 2 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 9 Creating a Table by Entering Data (continued) Click save button  Save as dialog box  Enter table name Change to design view  Click view button for design view

XP Chapter 2 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 10 Working in Table Design View Design view  Define table’s fields and field properties  Rearrange order of fields as necessary Table design grid  Top part of design view  Includes field name data type and description columns  Each row Field in table

XP Chapter 2 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 11 Working in Table Design View (continued) Field properties pane  Bottom part of design view  Displays field properties for selected field Rules when naming fields and database objects  Up to 64 characters  Any combination of Letters Numbers Spaces Special characters except., !, `, [, and ]

XP Chapter 2 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 12 Working in Table Design View (continued) Rules when naming fields and database objects  Cannot begin with space Some organizations establish standards for naming objects and fields Field size property  Limit number of characters to store in text field  Type of numeric data to store in number field

XP Chapter 2 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 13 Adding Descriptions to Fields in Table Design View Description property  Document contents  Identify field as primary or foreign key  Provide users with instructions about entering values into field Primary key button

XP Chapter 2 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 14 Creating a Table Using the Table Wizard Table Wizard  Includes sample tables for business and personal needs  Select and modify fields to create tables  Double-click create table by using wizard option Good method to use when  Table already exists as sample table  Accept default field properties assigned to fields created by wizard or easily change them

XP Chapter 2 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 15 Table Wizard

XP Chapter 2 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 16 Naming the Table and Selecting a Primary Key

XP Chapter 2 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 17 Creating a Table in Design View Click design button on database window Double-click create table in design view option Enter field names and data types

XP Chapter 2 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 18 Evaluating and Testing the Table Design By moving to next record  Access saves record in table  To cancel record Press esc key After designing table  Evaluate for potential problems

XP Chapter 2 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 19 Displaying Descriptive Field Names Using the Caption Property Caption property  Change way field name displayed  Specifies how field name will appear in different database objects  Default caption property Field name for all data types

XP Chapter 2 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 20 Formatting Field Values Using an Input Mask Input mask  Predefined format  Applied to field  Values are displayed using format specified  Ensures that all of necessary data entered Literal characters  Not stored in database  User does not need to type them Input mask wizard

XP Chapter 2 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 21 Input Mask Characters and Descriptions

XP Chapter 2 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 22 Validating Fields to Ensure Accurate and Consistent Data Validation rule  Compares data entered by user against one or more valid values Validation rule property  Specifies valid values that users can enter Validation text property  Displayed if user enters invalid value

XP Chapter 2 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 23 Sample Validation Rules and Validation Text

XP Chapter 2 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 24 Automating Data Entry by Using a Default Field Value Default value property  Enters default value into any type of field  Except for AutoNumber field

XP Chapter 2 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 25 Automating Data Entry by Using a Lookup Field Lookup field  Lets user select field value  From List of existing field values stored in database List of values specified when lookup field created Change field’s data type to lookup wizard

XP Chapter 2 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 26 Level 1 Summary Create tables by  Entering data  Using design view  Create table wizard Customizing tables  Captions  Validation rules  Using lookup wizard