1. IST 220 – Intro to Databases
Lecture 2
Touring Microsoft Access

2. Microsoft Access As A DBMS
Basic objects are provided to support common DBMS functionality
Multiple views are used to provide graphical interfaces to different users
User friendly graphical interfaces make define and implementation DB’s easy
Macros (and modules) facilitate convenient application capabilities
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IST Intro To Databases

3. IST 220 -- Intro To Databases
Main Objects In Access
Table – defines and stores data
Query – provides a custom view of data from one or more tables
Form – provides a convenient way to enter, display, and/or print data
Report – presents selected data in attractive fashion
Page – formats selected data in HTML file so that is can be displayed by a Web browser
Macro – built-in functions that can be customized to automate certain processes
Modules – VBA code for further automation
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IST Intro To Databases

4. Objects & Their Relationships
Macros
Open/Filter
Print/View/Filter
Trigger
Trigger
Forms
Reports
Queries
DA Pages
Tables
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5. IST 220 -- Intro To Databases
Typical Usages
Administrators/Developers
Use all objects
End users with read/write permission
Use forms to display, add or modify data entries they are allowed to access
End users with read-only permission
Read data from reports
End users have no knowledge of macros
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IST Intro To Databases

6. IST 220 -- Intro To Databases
The Database Window
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IST Intro To Databases

7. IST 220 -- Intro To Databases
Tables
Tables contain columns and rows, or
Fields – store different types of data, and
Records – collect all the information of a particular instance of the subject (or an entity)
No two records may be identical
A set of attributes which can uniquely identify a record is referred to as a primary key of the entity.
For two different records, their primary keys may have the same value.
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IST Intro To Databases

8. IST 220 -- Intro To Databases
Design & Normal Views
Design view is used during development
Normal view is used
By end users during operation
By developers during development, to make sure their product looks right
For tables, normal view is the datasheet view, in which data are represented in a tabular format
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IST Intro To Databases

9. Table Window In Datasheet View
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10. IST 220 -- Intro To Databases
When Is Data Saved?
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IST Intro To Databases

11. Table Window In Design View
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12. IST 220 -- Intro To Databases
Find & Replace
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13. IST 220 -- Intro To Databases
Data Validation
Data validation is a crucial part of any database system
Some simple validations are supported automatically by Access
A non-numeric value is entered to a field which is integer by definition
More sophisticated validation are implemented by user
Garbage In, Garbage Out (GIGO) – no system can produce valid output from invalid input
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IST Intro To Databases

14. IST 220 -- Intro To Databases
Forms
Forms are used to
Control and enhance the way the data looks
Perform extensive editing using macros
Link multiple forms or reports by using macros that are run from buttons on a form
Forms can be displayed in
Design view, or
Form view
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IST Intro To Databases

15. Form Window In Form View
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16. IST 220 -- Intro To Databases
The Clubs Table
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IST Intro To Databases

17. IST 220 -- Intro To Databases
Queries
Queries can be used to select data from one or more tables
E.g., to select club names and addresses from the club table
The outcome of a query can also be represented by a table
Queries can be displayed in two views
Design view
Datasheet view
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IST Intro To Databases

18. IST 220 -- Intro To Databases
Filters & Sorting
Filter by selection
Filter by form
Specify multiple criteria simultaneously
Specify logical relationship among criteria
Logical AND or logical OR
Remove filters
Sorting in
Ascending order, or
Descending order
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IST Intro To Databases

19. Example – Filter By Form
Original
data
Filter
definition
Filtered
data
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20. Query Window In Design View
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21. IST 220 -- Intro To Databases
Reports
Reports help to format your data in an attractive fashion & be ready for printing
They can also help to carry out
Calculating
Grouping and summarizing
Features frequently used include
Page header and footer
Grouping and summarization
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IST Intro To Databases

22. Report Window In Print View
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23. IST 220 -- Intro To Databases
Data Access Pages
Data access pages can publish your data as Web pages
To display them, Access is needed on the user’s local machine
Used by employees on the company’s intranet, to view and/or modify data
The two views are
Design view
Page view
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IST Intro To Databases

24. Page Window In Page View
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25. IST 220 -- Intro To Databases
Macros
A macro cannot be displayed, it can only be run
No normal view, only design view available
A macro doesn’t relate to data directly, but to actions on data
Take effects only through forms and reports on which a macro is embedded
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IST Intro To Databases

26. Objects & Their Relationships
Macros
Open/Filter
Print/View/Filter
Trigger
Trigger
Forms
Reports
Queries
DA Pages
Tables
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IST Intro To Databases

27. Macro Window In Design View
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28. IST 220 -- Intro To Databases
Modules
Similar to macros, cannot be displayed, only triggered from other objects
Include a number of VBA procedures or functions to provide more power in more flexible ways
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29. Objects & Their Relationships
Trigger
Modules
Run
Macros
Open/Filter
Print/View/Filter
Trigger
Trigger
Trigger
Forms
Reports
Run
Queries
Run
DA Pages
Data flow
Action
Tables
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IST Intro To Databases