McGraw-Hill/Irwin The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. Microsoft Access 2002 Lab 1 Creating a Database

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 2 McGraw-Hill/Irwin Objectives 1.Plan and create a database. 2.Create a table. 3.Save the table structure. 4.Change views. 5.Enter and edit data. 6.Insert a picture. 7.Adjust column widths. 8.Use the Best Fit feature. 9.Add records in Data Entry. 10.Delete records. 11.Preview and print a table. 12.Close and open a table and database.

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 3 McGraw-Hill/Irwin Concepts 1.Database - An organized collection of related information. Typically, the information in a database is stored in a table consisting of vertical columns and horizontal rows. 2.Object - An object is an item, such as a table or report, that can be created, selected, and manipulated as a unit. 3.Field Name - Used to identify the data stored in the field. 4.Data Type - Defines the type of data the field will contain.

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 4 McGraw-Hill/Irwin Concepts 5.Field Property - A characteristic that helps define a field. A set of field properties is associated with each field. 6.Primary Key - A field that uniquely identifies each record 7.Graphic - A non-text element or object, such as a drawing 8.Column Width - The size of each field column in Datasheet view. It controls the amount of data you can see on the screen.

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 5 McGraw-Hill/Irwin Outline Introducing Access 2002 –Starting Access –Exploring the Access Window Creating a New Database –Planning a Database –Creating and Naming the Database File

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 6 McGraw-Hill/Irwin Outline Creating a Table –Defining Field Names –Defining Data Types –Defining Field Properties –Entering a Field Description –Defining a Primary Key Field –Defining Additional Fields –Editing Field Definitions –Saving the Table Structure

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 7 McGraw-Hill/Irwin Outline Entering and Editing Table Data –Switching Views –Entering Data –Editing Data –Inserting a Picture –Navigating a Datasheet Changing Column Width –Resizing a Column –Using Best Fit –Adding Records in Data Entry –Deleting Records

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 8 McGraw-Hill/Irwin Outline Previewing and Printing the Table –Previewing the Table –Changing the Page Orientation –Printing a Table Closing and Opening a Table and Database –Closing a Table and Database –Opening a Table and Database –Exiting Access Lab Review

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 9 McGraw-Hill/Irwin WHAT IS ACCESS? What is Access?  A relational database management system What is that?  A system where data is organized in tables that are related and linked to one another Give some examples of databases.  Telephone book, check book, school records, etc.

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 10 McGraw-Hill/Irwin INTRODUCING ACCESS Starting Access –New file task pane displayed –Create a new database or open an existing one Exploring the Access Window –Database toolbar –Workspace –Status bar

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 11 McGraw-Hill/Irwin Database – Organized collection of related information Table – Vertical columns & rows where information is stored Record –A row –Information about one person, place, or thing Field –A column –Smallest unit of information DATABASE Concept 1: DATABASES

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 12 McGraw-Hill/Irwin CREATING A NEW DATABASE Plan Create Enter and edit Preview and print

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 13 McGraw-Hill/Irwin Analyze current record-keeping system What forms are currently used for data entry? What reports are needed? What data will be in the tables? How will the tables be related? PLANNING A DATABASE

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 14 McGraw-Hill/Irwin CREATING AND NAMING THE DATABASE FILE File New Database dialog box –Database file name Default is db1 Extension is.mdb Replace with new name –Location of file Default is My Documents folder Database window –Opens in workspace –Name of database displayed in title bar

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 15 McGraw-Hill/Irwin Create a database file Create table Create other Access objects Manage database objects CREATING A TABLE

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 16 McGraw-Hill/Irwin ObjectUse TableStores data QueryFinds and displays selected data FormView, add, and update data in tables ReportAnalyze and print data in a specific layout Concept 2: OBJECT

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 17 McGraw-Hill/Irwin Used to identify data stored in the field Up to 64 characters long Cannot start name with a space Examples: –Last name –First name –Address Concept 3: FIELD NAME

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 18 McGraw-Hill/Irwin Type of data field will contain Used to ensure right type of data is entered Important to choose appropriate data type Concept 4: DATA TYPE

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 19 McGraw-Hill/Irwin DATA TYPES Text Memo Number Date/Time Currency AutoNumber Yes/No OLE Object Hyperlink Lookup Wizard

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 20 McGraw-Hill/Irwin Characteristic that define a field Each data type has a set of properties Enhances the way table works Concept 5: FIELD PROPERTY

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 21 McGraw-Hill/Irwin FIELD PROPERTIES Field Size Format Input Mask Caption Default Value Validation Rule Validation Text Required Allow Zero Length Indexed

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 22 McGraw-Hill/Irwin A field that uniquely identifies each record Most tables have one Data MUST be unique Prevents duplicate records Used to control sorting order Used to create a link between tables Concept 6: PRIMARY KEY

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 23 McGraw-Hill/Irwin MORE ON CREATING TABLES Editing field definitions Saving the table structure DATABASE

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 24 McGraw-Hill/Irwin ViewPurpose Design viewUsed to create a table, form, query, or report Datasheet viewProvides a row-and-column view of data Form viewDisplays records in a form PreviewDisplays data as it will appear when printed ENTERING AND EDITING TABLE DATA Switching Views

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 25 McGraw-Hill/Irwin DATASHEET VIEW WINDOW Datasheet Field selector Record selector Current record Record number indicator Navigation button

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 26 McGraw-Hill/Irwin TABLE DATASHEET TOOLBAR

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 27 McGraw-Hill/Irwin DATASHEET VIEW Entering data –Should be accurate and consistent –Typed exactly as you want it to appear Editing data –Position insertion point in field –Use ESC to cancel changes

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 28 McGraw-Hill/Irwin Clipart We are pleased to announce the grand opening of Tom’s Deli Drawing Object Photograph Concept 7: GRAPHICS

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 29 McGraw-Hill/Irwin Graphic Drawing object Picture Bound object Unbound object Concept 8: GRAPHICS

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 30 McGraw-Hill/Irwin Size of a field column Affects amount of data you can see Default can display characters Can adjust width for appearance Use Best Fit What is the difference between column width and field size? GRAPHICS

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 31 McGraw-Hill/Irwin MORE ON DATASHEET VIEW Display records in primary key order –Records displayed in the order of data entry –Change to primary key order –SHIFT + F9 Add Records Delete Records

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 32 McGraw-Hill/Irwin PREVIEWING AND PRINTING A TABLE Preview table to save time –Adjust magnification to best fit –Can view multiple pages Page orientation –Portrait –Landscape Print table –Use default settings –Use Print command to change settings

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 33 McGraw-Hill/Irwin PRINT OPTIONS OptionAction AllPrints the entire document PagesPrints pages you specify by typing page numbers in the textbox Selected RecordsPrints selected records only

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 34 McGraw-Hill/Irwin CLOSING AND OPENING A TABLE DATABASE Close table and save any layout changes Close database Click OPEN to open existing database file Select name of table to open

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 35 McGraw-Hill/Irwin EXITING ACCESS Click X in the upper right corner of the Access window Menu equivalent is File/Exit

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 36 McGraw-Hill/Irwin Best Fit - A feature that automatically adjusts column width to fit the longest entry. Bound object – An object is stored in a table and connected to a specific record and field. Clip art - Pictures and photographs clips that you can insert and use in your database. Column width - The number of characters that are displayed in a column. Key Terms

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 37 McGraw-Hill/Irwin Key Terms Current record - The record, containing the insertion point, that will be affected by the next action. Data type - Attribute for a field that determines what type of data it can contain. Drawing object - A simple graphic consisting of shapes such as lines and boxes that can be created using a drawing program such as Paint. Database toolbar – Contains buttons that are used to enter and edit data.

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 38 McGraw-Hill/Irwin Key Terms Datasheet – A view that displays the table in a row-and-column format. Field - A single category of data in a table, the values of which appear in a column of a datasheet. Field name - Label used to identify the data stored in a field. Field property - An attribute of a field that affects its appearance or behavior. Field selector - A small gray box or bar in datasheets and queries that can be clicked to select the entire column. The field selector usually contains the field names.

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 39 McGraw-Hill/Irwin Key Terms Field size - Field property that limits a text data type to a certain size or limits numeric data to values within a specific range. Graphic - A non-text element or object, such as a drawing or picture, which can be added to a table. Landscape - Printing orientation that prints a report across the length of the page. Navigation buttons - Used to move through records in Datasheet and Form views. Also available in the Print Preview window.

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 40 McGraw-Hill/Irwin Key Terms Navigation mode - In Datasheet view, when the entire field is highlighted Object - A table, form, or report that can be selected and manipulated as a unit. Orientation – The direction the paper prints, either landscape or portrait. Picture – An illustration Portrait – Printing orientation that prints the report across the width of a page. Primary key – One or more fields in a table that uniquely identify a record.

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 41 McGraw-Hill/Irwin Key Terms Record – A row of a table, consisting of a group of related fields. Record number indicator – A small box that displays the current record number in the lower left corner of most views. Record selector – Indicates which record is the current record or record containing the insertion point. Relational database – Multiple tables that can be linked to produce combined output.

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 42 McGraw-Hill/Irwin Key Terms Table - Consists of vertical columns and horizontal rows of information about a particular category of things. Unbound object - Object associated with a table and is not a part of the record. View – Different windows or formats that Access provides for working with and looking at data. Workspace - Different Access windows are displayed in this area.

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 43 McGraw-Hill/Irwin Discussion Questions 1.Discuss several uses you may have for a relational database. Then explain the steps you would follow to create the first table. 2.Discuss why it is important to plan a database before creating it. How can proper planning save you time later? 3.Discuss the difference between Edit mode and Navigation mode.

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 44 McGraw-Hill/Irwin Discussion Questions 4. Design view and Datasheet view are two of the Access views. Discuss when it would be appropriate to use each of these views. 5.Discuss why it is important to choose the correct data type for a field. What may happen to the data if you change the data type?

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 45 McGraw-Hill/Irwin Frequently Asked Questions Does a database contain one table or several tables? The My Document folder has several files called db1, db2, db3, etc. What are these? What is the file extension for Access? What other Access objects are in a database besides tables? I am ready to enter my data into Access. What do I need to do?

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 46 McGraw-Hill/Irwin Frequently Asked Questions I want to enter dates in my table and I want the format to be MM-DD-YY. Is there an easy way to do this? How can I get the state code of my state to be entered automatically in a field? I forgot a field in my table and I want it positioned in the middle of the table. Can I do this ?

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 47 McGraw-Hill/Irwin Frequently Asked Questions I want to view the records in my table in a different order. How can I do this? Help! I get a message saying that invalid data has been entered in a field. What does this mean?

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 48 McGraw-Hill/Irwin Web Links Database Glossary ary/glossary/blglossary.htm ary/glossary/blglossary.htm MS Access Fundamentals ary/weekly/aa120300a.htm ary/weekly/aa120300a.htm

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 49 McGraw-Hill/Irwin Web Links Database Design ynamic/offsite.htm?site=http%3A%2F%2Fwww. webreview.com%2F1999%2F03_26%2Fdevelope rs%2F03_26_99_1.shtml ynamic/offsite.htm?site=http%3A%2F%2Fwww. webreview.com%2F1999%2F03_26%2Fdevelope rs%2F03_26_99_1.shtml

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 50 McGraw-Hill/Irwin Web Links Microsoft Access Database Fundamentals – ibrary/weekly/aa120300a.htmhttp://databases.about.com/compute/databases/l ibrary/weekly/aa120300a.htm Microsoft – Access –

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 51 McGraw-Hill/Irwin Web Links Database Planning and Design – Access – Free MS Access Courses and Tutorials –

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 52 McGraw-Hill/Irwin Web Links MS Access Tutorial – Relationships Between Tables – utorials/download/relations.htmlhttp://mis.commerce.ubc.ca/courses/comm391/t utorials/download/relations.html TechTutorials – Access – rosoft_Office/MS_Access/ rosoft_Office/MS_Access/

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 53 McGraw-Hill/Irwin Web Links Access Tutorial – Primary Key – ss1.asp?menu=Access#primary%20keyhttp:// ss1.asp?menu=Access#primary%20key Database Normalization – Design – /Q209/5/34.asphttp://support.microsoft.com/support/kb/articles /Q209/5/34.asp