What is Access?

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33 After completing this we will be able to navigate through a database and comfortably learn how to learn to plan and create a new database using a table object. Performance Expectation

Copyright © Texas Education Agency, All rights reserved.44 What is Access? An Office product that allows the user to create relational databases that have tables of data. It a personal computer database management system. Data can be created and shared in Access with other MS Office applications.

Copyright © Texas Education Agency, All rights reserved.55

66 What is a Database? An organized collection of information about a subject. Can you think of some examples of a database? Examples: Telephone Book, Personal Music Collection, Customer Files, etc.

Copyright © Texas Education Agency, All rights reserved.77 What is a Database? (continued) Why do you believe that these maybe considered a database? Each file (record) may includes but not limited to a name, address, city, state, etc. about an individual.

Copyright © Texas Education Agency, All rights reserved.8 Sample Record Sue Ann Langley Sophomore 3/31/ Smith Ave, Anytown, USA (555)

Copyright © Texas Education Agency, All rights reserved.99 Sample Database with Objects

Copyright © Texas Education Agency, All rights reserved.10 What is a Database Management System (DBMS)? A DBMS includes database information and the tools to use the database. In a DBMS you are able to: −Input −Edit −Verify −Sort −Find −Analyze and much more.

Copyright © Texas Education Agency, All rights reserved.11 Why DBMS are important? Reasons why… −Customers records are able to be located in a timely manner. −Provide users with an abstract view of the data. −Describes what data are stored −Describes parts of the database that are relevant to each user. Planning a Database −Other means and factors must be discussed. −Video: Planning an Access DatabasePlanning an Access Database

Copyright © Texas Education Agency, All rights reserved.12 Displaying Information When data is stored in an order that is easily categorized, a user can sort by ascending and descending order. Therefore, retrieving data, by date, name, or ID can be found in a timely manner. There are four common objects used with a database tables, queries, forms, reports. 12

Copyright © Texas Education Agency, All rights reserved.13 Access Maintains All the tools required for a database Access has it, unlike other database software programs. −File Extensions.accdb for mat files (Access 2007).mbd (Access 2003 or earlier formats) Window Objects −Tables: the only object in an database that contains data. −Forms: primarily used to enter and edit data, it acts as a window into the data in one or more tables −Query: displays specific data from tables based on a criteria you request. −Report: a professional print-out that can be used from the data inputted from the database.

Copyright © Texas Education Agency, All rights reserved.14 Records in a Database Record: a set of information that belongs together, such as a customer’s name, address and contact information, or other details. Field: clarified in access is a column, contains a specific piece of data for each record. Field name: when creating a table you will need to create unique names to categorize parts of the record. Data Type: specifying what kind of data can be stored into the field (text, number, date, etc.). Database Design Basics 14

Copyright © Texas Education Agency, All rights reserved.15 Entering Records 15 FieldData to be entered LastNameLangley FirstNameSue Ann ClassificationSophomore Birthday03/31.98 Address9999 Smith Ave CityAnytown StateUSA Zip11111 PhoneNumber(555)

Copyright © Texas Education Agency, All rights reserved.16 Recap A database management system (DBMS) is designed to manage a large body of information. Management involves both defining structures for storing information and providing mechanisms for manipulating the information. The DBMS must be a secured and protected system.