Microsoft Office 2013: In Practice Chapter 2 Using Design View, Data Validation, and Relationships Copyright © 2014 by The McGraw-Hill Companies, Inc. All rights reserved.McGraw-Hill/Irwin

Microsoft Office 2013: In Practice 2-2 Student Learning Outcomes Creating a Table in Design View 2.1 Setting Field Properties 2.2 Understanding Data Integrity and Data Validation 2.3 Integrating Data Validation in Tables 2.4 Changing Field Properties after Records are Added into a Table 2.5 Understanding and Designing Relational Databases 2.6 Importing Data Records from Excel 2.7 Printing the Contents of a Table 2.8 Managing a Database Using the Compact & Repair Database Utility 2.9

Microsoft Office 2013: In Practice 2-3 Case Studies Mary’s Rentals Privately-owned Equipment rental company Create a product database!

Microsoft Office 2013: In Practice 2-4 Creating a Table in Design View SLO 2.1

Microsoft Office 2013: In Practice 2-5 Design View Create a new table  Add new fields  Define a primary key  Delete fields in a table Save, close, and open a table Switch between Design and Datasheet views

Microsoft Office 2013: In Practice 2-6 Setting Field Properties SLO 2.2

Microsoft Office 2013: In Practice 2-7 Field Size Short TextNumberAutoNumber

Microsoft Office 2013: In Practice 2-8 Number Data Type Field Sizes ByteIntegerLong IntegerSingle DoubleReplication IDDecimal

Microsoft Office 2013: In Practice 2-9 Format Property Number and Currency field formats Date/Time field formats Yes/No field formats Short Text field formats Long Text field formats

Microsoft Office 2013: In Practice 2-10 Caption Property Text that displays the column header to identify a field in Datasheet views of tables, forms, queries, and reports Often include spaces and multiple words Field name is inserted as the caption value if it is not entered

Microsoft Office 2013: In Practice 2-11 Setting Values Set the Default Value Set Required Field

Microsoft Office 2013: In Practice 2-12 Understanding Data Integrity and Data Validation SLO 2.3

Microsoft Office 2013: In Practice 2-13 Data Validation Process of verifying the accuracy, or integrity, of the data Uses data integrity rules to ensure the data is accurate and consistent Data FormatRangeConsistencyCompleteness

Microsoft Office 2013: In Practice 2-14 Integrating Data Validation in Tables SLO 2.4

Microsoft Office 2013: In Practice 2-15 Validation Rules Field Validation Rules Record Validation Rules

Microsoft Office 2013: In Practice 2-16 Wildcard Characters ? * #

Microsoft Office 2013: In Practice 2-17 Test Validation Rules Two major considerations:  Test to ensure the rule is written correctly  Test to ensure that any data already in the table is verified against new rules

Microsoft Office 2013: In Practice 2-18 Create Validation Text Use the Validation Text property to enter a custom message that displays instead of the default

Microsoft Office 2013: In Practice 2-19 Lookup Field Text BoxList Box Combo Box Displays a list of data values from which the user can choose Values can be directly entered or automatically filled in from values in another table or query Display Control Options

Microsoft Office 2013: In Practice 2-20 Input Mask Forces a user to enter data using a specific format Helps enforce data format integrity rules Contains three parts:  Required: Choice of desired formatting  Optional: Storage of characters  Optional: Display of symbol

Microsoft Office 2013: In Practice 2-21 Changing Field Properties After Records Are Added into a Table SLO 2.5

Microsoft Office 2013: In Practice 2-22 Field Property Change Caution Potential Problems Field Size Required Field Validatio n Rule

Microsoft Office 2013: In Practice 2-23 Understanding and Designing Relational Databases SLO 2.6

Microsoft Office 2013: In Practice 2-24 Relational Principles Relational database  Relationships are made in the Relationships window  Data is stored in tables  Rows must represent records  Columns must represent rows Primary key Concatenated key or composite key Foreign key

Microsoft Office 2013: In Practice 2-25 Steps to Design a Relational Database Purpose and Scope Major Objects Needed Specific Details Needed Primary Key Data Type and Size of fields Additional Restrictions on Data Relate Tables

Microsoft Office 2013: In Practice 2-26Relationships One-to-OneOne-to-ManyMany-to-Many

Microsoft Office 2013: In Practice 2-27Relationships Enforce Referential Integrity Cascade Updates Cascade Deletes Save a Relationship Delete a Relationship

Microsoft Office 2013: In Practice 2-28 Importing Data Records from Excel SLO 2.7

Microsoft Office 2013: In Practice 2-29 Import Data from Excel Ensure correct formatting Access External Data tab Click Excel button Specify source of data Choose location for storage Work through Wizard

Microsoft Office 2013: In Practice 2-30 Printing the Contents of a Table SLO 2.8

Microsoft Office 2013: In Practice 2-31Print Quick Print Print Print Preview

Microsoft Office 2013: In Practice 2-32 Managing a Database Using the Compact & Repair Database Utility SLO 2.9

Microsoft Office 2013: In Practice 2-33 Compact & Repair

Microsoft Office 2013: In Practice 2-34 Chapter Summary