CPSC 203 Introduction to Computers T97 By Jie (Jeff) Gao

4 October 2005CPSC 203 Tutorial by Jie Gao2 Introduction to Database What is a database? –A database is a collection of information related to a particular subject or purpose. Why should we use databases? –Keep consistent information altogether –Easy to manage and find useful information –Easy to manage related information

4 October 2005CPSC 203 Tutorial by Jie Gao3 An Example DeptCourseYearSemesterStudents CPSC20305Winter571 CPSC23104Fall187 CPSC33105Fall94 MATH24905Winter76 MATH35305Winter25 PHYS22504Winter129

4 October 2005CPSC 203 Tutorial by Jie Gao4 Terminology (1) Table DeptCourseYearSemesterStudents CPSC20305Winter571 CPSC23104Fall187 CPSC33105Fall94 MATH24905Winter76 MATH35305Winter25 PHYS22504Winter129 Field Record

4 October 2005CPSC 203 Tutorial by Jie Gao5 Terminology (2) DBMS –Database Management System Database Objects in Access –Table –Query –Form –Report –Pages ……

4 October 2005CPSC 203 Tutorial by Jie Gao6 Create a Database In Access, all tables and objects are stored in a single database file You need to specify a (new) database file when starting Access –All data is saved automatically in the database file Be careful when you work with database files on the WebDisk (see details on my website)

4 October 2005CPSC 203 Tutorial by Jie Gao7 Creating A Table Work in Table Design View Decide what fields to add (columns of the table) –Field name should tell you something about the field content –Select appropriate data type for fields –Optionally: Required? Set input mask for fields Set primary key Give the table a name

4 October 2005CPSC 203 Tutorial by Jie Gao8 Data Types Define what is expected in a field Inputs will be checked against the data type Available types: –Text, Memo –Number –Date/time –Currency –Yes/No –…

4 October 2005CPSC 203 Tutorial by Jie Gao9 Primary Key The primary key is a field (or combination of fields) in a table Values in the primary key should be present and unique in all rows Primary key is used to index and identify each row quickly Use the “key” tool button to specify primary key

4 October 2005CPSC 203 Tutorial by Jie Gao10 Alter A Table Change in design view –Everything could be changed If delete a field, the data in that field will be deleted

4 October 2005CPSC 203 Tutorial by Jie Gao11 Edit Data Input data in datasheet view Move your cursor to different records using the navigator at the bottom of the datasheet view Use Tab or Shift+Tab keys to move your cursor to the next or previous field

4 October 2005CPSC 203 Tutorial by Jie Gao12 A Little More Work Sort –By a field –Ascending or descending Data in a table is automatically saved; the layout of a table’s data view should be saved manually

4 October 2005CPSC 203 Tutorial by Jie Gao13 Forms in Access A form in Access is used to provide a friendly interface to the user –With labels and input boxes to input and/or view data The user can input data into a table through a form created on that table The user can also navigate data by using the form

4 October 2005CPSC 203 Tutorial by Jie Gao14 Create a Form Two methods: Wizard or Design View Form Wizard is easy to use. You can create a form for a table with simple steps Design View can provide you more power. You can implement advanced features!

4 October 2005CPSC 203 Tutorial by Jie Gao15 Form Wizard Select –Which fields will appear in the form You can select fields from multiple tables –Form type (layout) –Style –Name You can click “Finish” when you accept the defaults for the following steps.

4 October 2005CPSC 203 Tutorial by Jie Gao16 Form Design View You can –Add controls to the form –Drag fields into the form –Adjust the form layout –Add header or footer –Even do something like programming

4 October 2005CPSC 203 Tutorial by Jie Gao17 Assignment 3 Start with a blank database Create a table Create a form on that table Input data Create reports –Create queries when necessary Refer to the information on my web site

4 October 2005CPSC 203 Tutorial by Jie Gao18 Queries in Access A query in Access is used to filter records and fields Only the fields and records which match the query are returned The data in a query’s view is from some table

4 October 2005CPSC 203 Tutorial by Jie Gao19 Create a Query (Simple) Two ways: Wizard or Design View Query Wizard can only create simple queries such as select part of the fields to display Query Design View provides you the powerful interface to create various queries Simple examples

4 October 2005CPSC 203 Tutorial by Jie Gao20 What’s in the Next Week Complex queries Reports Detailed assignment explanations During this week you can work on: –Exercise with the projects on the Office 2000 book –Create your table and form –Input data