McGraw-Hill Career Education© 2008 by the McGraw-Hill Companies, Inc. All Rights Reserved. Concept 1 Database – Organized collection of related information Table – Vertical columns & horizontal rows where information is stored Record –A row –Information about one person, place, or thing Field –A column –Smallest unit of information 1-1 Database DATABASE

McGraw-Hill Career Education© 2008 by the McGraw-Hill Companies, Inc. All Rights Reserved. Creating and Naming the Database File

McGraw-Hill Career Education© 2008 by the McGraw-Hill Companies, Inc. All Rights Reserved. Starting with a Blank Database

McGraw-Hill Career Education© 2008 by the McGraw-Hill Companies, Inc. All Rights Reserved. Access Application Window

McGraw-Hill Career Education© 2008 by the McGraw-Hill Companies, Inc. All Rights Reserved. Using Datasheet View A visual presentation of the data Consists of rows and columns Header row contains field names

McGraw-Hill Career Education© 2008 by the McGraw-Hill Companies, Inc. All Rights Reserved. Concept 3 Data type defines the type of data the field will contain Used to ensure right kind of data is entered 1-6 Data Type

McGraw-Hill Career Education© 2008 by the McGraw-Hill Companies, Inc. All Rights Reserved. Data Types  Text  Number  Date/Time  Currency  AutoNumber  Yes/No 1-7

McGraw-Hill Career Education© 2008 by the McGraw-Hill Companies, Inc. All Rights Reserved. Switching Views

McGraw-Hill Career Education© 2008 by the McGraw-Hill Companies, Inc. All Rights Reserved. Using Design View Displays the structure of the table Does not show table data Used to make changes

McGraw-Hill Career Education© 2008 by the McGraw-Hill Companies, Inc. All Rights Reserved. Concept 4 Characteristic that defines a field Each field has a set of properties Enhances the way table works 1-10 Field Property

McGraw-Hill Career Education© 2008 by the McGraw-Hill Companies, Inc. All Rights Reserved. Field Properties

McGraw-Hill Career Education© 2008 by the McGraw-Hill Companies, Inc. All Rights Reserved. Concept 5 A field that uniquely identifies each record Most tables have at least one primary key Requirements –Key data MUST be unique –Field cannot be empty or null –Data in the field rarely changes 1-12 Primary Key

McGraw-Hill Career Education© 2008 by the McGraw-Hill Companies, Inc. All Rights Reserved. Defining a Primary Key

McGraw-Hill Career Education© 2008 by the McGraw-Hill Companies, Inc. All Rights Reserved. Printing a Table

McGraw-Hill Career Education© 2008 by the McGraw-Hill Companies, Inc. All Rights Reserved. Exiting Access Click X - Close in the Access window bar You can also select the Office Button and choose Exit Access 1-15