1. Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 1 Skills for Success with Microsoft ® Office 2007 PowerPoint Lecture to Accompany Skills for Success with Microsoft ® Office 2007 Access, Chapter 2 Building a Relational Database and Creating Forms

2. Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 2 Skills for Success with Microsoft ® Office 2007 Introduction In Skills 1–10, you will: –Design a relational database and create relationships –Build and modify tables –Create and modify a form –Create lookup columns and import masks

3. Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 3 Skills for Success with Microsoft ® Office 2007 Introduction Design a relational database Create and modify a form Build and modify tables Create relationships

4. Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 4 Skills for Success with Microsoft ® Office 2007 Skill 1: Design a Relational Database and Build a Table in Datasheet View Properly structured databases ensure accuracy and integrity and enable you to create queries and reports that display the types of information you need. The database design steps optimize success for a properly designed database.

5. Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 5 Skills for Success with Microsoft ® Office 2007 Skill 1: Design a Relational Database and Build a Table in Datasheet View Diagram describes each table and relationship in database. Entity Relationship Diagram (ERD) A visual model used to design the database.

6. Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 6 Skills for Success with Microsoft ® Office 2007 Skill 1: Design a Relational Database and Build a Table in Datasheet View AutoNumber is intended to serve as table’s primary key. Double-click Add New Fieldcolumn header and type the field name to add fields to a table. Primary key The field that uniquely identifies each record in a table.

7. Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 7 Skills for Success with Microsoft ® Office 2007 Skill 1: Design a Relational Database and Build a Table in Datasheet View If Is Required field check box is selected, a value is required for each record. Required field Must contain a value for each record.

8. Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 8 Skills for Success with Microsoft ® Office 2007 Skill 2: Build a Table in Design View Table Design view is used to add fields to a table and to set properties for those fields. Primary key icon displays to left of ID to show which field is primary key. Description property documents how field will be used.

9. Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 9 Skills for Success with Microsoft ® Office 2007 Skill 2: Build a Table in Design View Field properties are set to describe what type of information will be stored in field.

10. Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 10 Skills for Success with Microsoft ® Office 2007 Skill 2: Build a Table in Design View Reducing field size improves database performance when running queries and improves the design of forms and reports. A field may have several other properties set in Field Properties pane. Foreign key A field in one table that is also the primary key of another table.

11. Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 11 Skills for Success with Microsoft ® Office 2007 Skill 2: Build a Table in Design View A foreign key is used to create a relationship to the other table.

12. Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 12 Skills for Success with Microsoft ® Office 2007 Skill 3: Create Tables by Importing Data from Excel An Excel worksheet that organizes records in rows and fields in columns can be imported as an Access table. Before importing data from Excel, look at the data to determine if it can be imported into an Access table. Import Spreadsheet Wizard In Access, used to import data from an Excel worksheet.

13. Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 13 Skills for Success with Microsoft ® Office 2007 Skill 3: Create Tables by Importing Data from Excel Create a new table with the data. In the Get External Data – Excel Spreadsheet dialog box, you can import a spreadsheet with three different methods. Add the records to an existing table. Link to the spreadsheet in the database.

14. Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 14 Skills for Success with Microsoft ® Office 2007 Skill 3: Create Tables by Importing Data from Excel You can pick your own primary key or let Access pick one for you.

15. Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 15 Skills for Success with Microsoft ® Office 2007 Skill 3: Create Tables by Importing Data from Excel New table resulting from the Import Spreadsheet Wizard The @ symbol reminds you that data’s original format may not have been imported from Excel.

16. Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 16 Skills for Success with Microsoft ® Office 2007 Skill 4: Import Access Tables and Create an Input Mask After selecting the database to import objects from, the Import Objects dialog box displays. Select the objects to import and click OK. Tables and other Access objects can be imported from other Access databases.

17. Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 17 Skills for Success with Microsoft ® Office 2007 Skill 4: Import Access Tables and Create an Input Mask Underscore character displays for each character to be typed. Click the Build button next to the Input Mask box to display the Input Mask Wizard. Input mask A set of special characters that control what can and cannot be entered into a field. The parentheses and hyphen are in the location where they will display.

18. Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 18 Skills for Success with Microsoft ® Office 2007 Skill 4: Import Access Tables and Create an Input Mask Wizard inserts special characters that control how input mask will function.

19. Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 19 Skills for Success with Microsoft ® Office 2007 Skill 4: Import Access Tables and Create an Input Mask Input mask enters two parentheses followed by a space. During data entry, input masks improve speed and reduce errors.

20. Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 20 Skills for Success with Microsoft ® Office 2007 Skill 5: Create a Lookup Column To create a lookup column, select Lookup Wizard using the field’s data type arrow. The Lookup field can use values from a table or query, or it can use values from a list that you type. Lookup column A field whose possible values are retrieved from another source.

21. Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 21 Skills for Success with Microsoft ® Office 2007 Skill 5: Create a Lookup Column Double-click the right edge of column heading to increase width. Column width may need to be increased to display all of the lookup column.

22. Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 22 Skills for Success with Microsoft ® Office 2007 Skill 5: Create a Lookup Column Lookup field can be used to add data to the table quickly.

23. Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 23 Skills for Success with Microsoft ® Office 2007 Skill 5: Create a Lookup Column Use Lookup fields during data entry to increase speed and accuracy. Combo box Has a text box and a list that is hidden until you click its arrow.

24. Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 24 Skills for Success with Microsoft ® Office 2007 Skill 6: Relate Tables Using Referential Integrity Join lines between tables describe relationships. Relationship An association between two tables using common fields. Indeterminate Relationship A relationship that does not enforce referential integrity.

25. Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 25 Skills for Success with Microsoft ® Office 2007 Skill 6: Relate Tables Using Referential Integrity One-to-many relationship One record in the first table corresponds to many records in a second table.

26. Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 26 Skills for Success with Microsoft ® Office 2007 Skill 6: Relate Tables Using Referential Integrity If you accidentally add a table more than once, click the table’s title bar and then press Delete. To create the relationship, drag the field to the related field.

27. Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 27 Skills for Success with Microsoft ® Office 2007 Skill 6: Relate Tables Using Referential Integrity To finish creating the relationship, the Edit Relationships dialog box will display. Type of relationship Cascading update A type of referential integrity that enables you to edit the primary key values in the table on the one side of the relationship, and all the related records in the second table update accordingly.

28. Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 28 Skills for Success with Microsoft ® Office 2007 Skill 7: Create a Many-to-Many Relationship Many-to-many relationship One record in either table can have many associated records in the other table.

29. Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 29 Skills for Success with Microsoft ® Office 2007 Skill 7: Create a Many-to-Many Relationship Cascading delete A referential integrity option that enables you to delete a record on the one side of the relationship, and all the related records in the many table will also be deleted.

30. Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 30 Skills for Success with Microsoft ® Office 2007 Skill 7: Create a Many-to-Many Relationship Create a many-to-many relationship by placing primary keys from each table into a third table.

31. Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 31 Skills for Success with Microsoft ® Office 2007 Skill 7: Create a Many-to-Many Relationship Relationships report displays database tables and their relationships.

32. Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 32 Skills for Success with Microsoft ® Office 2007 Skill 8: Create a Form Using the Form Tool Use the Form tool to create a form with a single mouse click. Stacked layout Labels display the field names in the left column, and text boxes display the corresponding field values in the right column.

33. Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 33 Skills for Success with Microsoft ® Office 2007 Skill 8: Create a Form Using the Form Tool To edit text, double- click the label with the text and change the text. To add a logo, click the Logo button. After creating a form, use Layout view to quickly modify it. To resize a text box, click the edge and drag the double- sided pointer.

34. Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 34 Skills for Success with Microsoft ® Office 2007 Skill 8: Create a Form Using the Form Tool To create a conditional format, click the Conditional button in the Font group. Conditional formatting can be used to format text in a specific way if a condition is met.

35. Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 35 Skills for Success with Microsoft ® Office 2007 Skill 8: Create a Form Using the Form Tool To view the conditional formatting, click the View button to switch to Form view. When condition is true, conditional formatting displays.

36. Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 36 Skills for Success with Microsoft ® Office 2007 Skill 9: Create a Form and a Subform Using the Form Wizard The Form Wizard builds forms that can display fields from more than one table. Select the table or query to add to the form. Move fields to display on the form by using the arrows. List of available fields to add to the form

37. Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 37 Skills for Success with Microsoft ® Office 2007 Skill 9: Create a Form and a Subform Using the Form Wizard Selected field will display on form.

38. Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 38 Skills for Success with Microsoft ® Office 2007 Skill 9: Create a Form and a Subform Using the Form Wizard Main form displays data from main table in a single form layout. Subform displays records from related table or query as a datasheet. Subform A form contained within another form.

39. Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 39 Skills for Success with Microsoft ® Office 2007 Skill 9: Create a Form and a Subform Using the Form Wizard In Layout view, an AutoFormat is applied from the AutoFormat group. Click the Date and Time button to include date and time on the form.

40. Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 40 Skills for Success with Microsoft ® Office 2007 Skill 10: Modify a Form in Design View and Enter Records in a One-to-Many Form When creating forms, Design view provides unique options and tools. Grid dots and grid lines are aligned with the rulers to help you position controls. Control An object that can be inserted into a form or report.

41. Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 41 Skills for Success with Microsoft ® Office 2007 Skill 10: Modify a Form in Design View and Enter Records in a One-to-Many Form To adjust tab order, click the Tab Order button in the Control Layout group. Moving the fields around enables you to adjust the tab order to match the way fields are displayed in the form. Tab order The order that fields are selected when the Tab key is pressed.

42. Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 42 Skills for Success with Microsoft ® Office 2007 Skill 10: Modify a Form in Design View and Enter Records in a One-to-Many Form Property Sheet enables you to change the row source on the forms.

43. Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 43 Skills for Success with Microsoft ® Office 2007 Skill 10: Modify a Form in Design View and Enter Records in a One-to-Many Form As you enter data into the form, it uses combo boxes to enable you to enter data faster.

44. Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 44 Skills for Success with Microsoft ® Office 2007 Skills for Success In Chapter 2, you practiced the following skills: –Design a relational database and create relationships –Build and modify tables –Create and modify a form –Create lookup columns and import masks

45. Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 45 Skills for Success with Microsoft ® Office 2007 More Skills for Success You will now practice the following additional skills: –Set field properties to validate data –Create indexes and establish a one-to- one relationship –Create a Multiple Items form –Create and format a Split form

46. Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 46 Skills for Success with Microsoft ® Office 2007 More Skills 11: Set Field Properties to Validate Data Validation rules help to avoid inconsistent data. Use field properties to validate data stored in a table. Validation rule A field property that requires specific values be entered into a field.

47. Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 47 Skills for Success with Microsoft ® Office 2007 More Skills 11: Set Field Properties to Validate Data Under Field Properties, in the Input Mask box, you can enter input mask characters. Input mask character A special character used in an input mask to structure the data entered into a field.

48. Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 48 Skills for Success with Microsoft ® Office 2007 More Skills 11: Set Field Properties to Validate Data The Validation rule is the precise rule for the value. Validation text is the message that displays if the rule has been violated.

49. Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 49 Skills for Success with Microsoft ® Office 2007 More Skills 11: Set Field Properties to Validate Data After changing field properties, a message indicates that because of the new settings, any fields violating the rules will no longer be stored.

50. Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 50 Skills for Success with Microsoft ® Office 2007 More Skills 11: Set Field Properties to Validate Data Validation text displays when the rule is violated.

51. Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 51 Skills for Success with Microsoft ® Office 2007 More Skills 12: Create Indexes and Establish a One-to-One Relationship To create an index on a field, click the Indexed arrowand then click Yes. By default, only a table’s primary key and any foreign keys used to create relationships have indexes. Index Stores the location of records based on the values in a field.

52. Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 52 Skills for Success with Microsoft ® Office 2007 More Skills 12: Create Indexes and Establish a One-to-One Relationship Index allows duplicate values for the field. An index improves performance when field is searched or sorted.

53. Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 53 Skills for Success with Microsoft ® Office 2007 More Skills 12: Create Indexes and Establish a One-to-One Relationship Index does not allow duplicate values. To not allow duplicate index values, set the Indexed field property to Yes (No Duplicates).

54. Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 54 Skills for Success with Microsoft ® Office 2007 More Skills 12: Create Indexes and Establish a One-to-One Relationship One-to-one relationship A relationship where each record in one table can have only one corresponding record in the other table.

55. Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 55 Skills for Success with Microsoft ® Office 2007 More Skills 12: Create Indexes and Establish a One-to-One Relationship Related information for each record displays as a subdatasheet. Click the plus sign next to each record to view the information. Subdatasheet A datasheet that displays the corresponding records from a related table.

56. Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 56 Skills for Success with Microsoft ® Office 2007 More Skills 12: Create Indexes and Establish a One-to-One Relationship If you attempt to add another record, an error message displays. In a one-to-one relationship, each record can have only one related record.

57. Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 57 Skills for Success with Microsoft ® Office 2007 More Skills 13: Create a Multiple Items Form Multiple Items form Displays records in rows and columns in the manner as a datasheet.

58. Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 58 Skills for Success with Microsoft ® Office 2007 More Skills 13: Create a Multiple Items Form A Multiple Items form provides more formatting options than a datasheet. In form header, labels for each column display. In Detail section, text boxes for each field display in columns. Row of text boxes repeats one time for each record.

59. Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 59 Skills for Success with Microsoft ® Office 2007 More Skills 13: Create a Multiple Items Form You can adjust height, width, and color properties. Click the Property Sheet button to display properties for Detail section.

60. Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 60 Skills for Success with Microsoft ® Office 2007 More Skills 13: Create a Multiple Items Form To select the whole form, click the small square in the upper left corner. Properties for the whole form can be changed now. Changing the Caption property changes the form’s tab.

61. Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 61 Skills for Success with Microsoft ® Office 2007 More Skills 13: Create a Multiple Items Form Form caption displays in the form’s tab instead of the form name.

62. Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 62 Skills for Success with Microsoft ® Office 2007 More Skills 14: Create and Format a Split Form Datasheet view Stacked layout Split form Displays two views of the same form.

63. Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 63 Skills for Success with Microsoft ® Office 2007 More Skills 14: Create and Format a Split Form In Detail section, text boxes for upper record display as a single form. Lower form does not display.

64. Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 64 Skills for Success with Microsoft ® Office 2007 More Skills 14: Create and Format a Split Form To arrange fields, click the Tabular button. Tabular layout The fields display in columns and records display in rows.

65. Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 65 Skills for Success with Microsoft ® Office 2007 More Skills 14: Create and Format a Split Form To view finished form, click View. Changing the color of labels enables them to display on dark background. Change height of forms by dragging blue bar and releasing when data is displayed.

66. Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 66 Skills for Success with Microsoft ® Office 2007 Congratulations You have now completed all Skills for Access, Chapter 2

67. Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 67 Skills for Success with Microsoft ® Office 2007 All rights reserved. No part of this publication may be reproduced, stored in a retrieval system, or transmitted, in any form or by any means, electronic, mechanical, photocopying, recording, or otherwise, without the prior written permission of the publisher. Printed in the United States of America. Copyright © 2009 Pearson Education, Inc. Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall