1. Intermediate MS Access
Instructor: Vicki Weidler
Assistant:

2. Unit 9: Creating Relational Databases

3. Overview Normalize tables to reduce data redundancy
Understand the requirements for first, second, third, fourth & fifth normal forms
Set one-to-one, one-to-many, and many-to-many relationships between tables
Implement referential integrity between related tables
Use cascading deletes and updates to prevent orphan records

4. Normalization The process of restructuring data files to:
reduce data to its simplest structure
minimize redundancy
achieve the most efficient and functional yet flexible way to store data
What is a database?
A collection of data organized in some way to make it more useful
Examples: Phone book, library card catalog system, LIAS CAT, Training registration system
When do you use a database?
Large collection of data
To be organized in different ways based on multiple criteria
Make it more useful by breaking it into smaller subsets of information
Example: Admissions Office may want to view all University Park Penn State juniors from Pittsburgh
3 Types
1) Flat File – spreadsheet (show example)
Relational
Stores info in tables
Tables can be joined many different ways using a primary key
Benefits over flat files:
Increases efficiency
Reduces redundancy/duplications
Improved performance
3) Object-Oriented
Uses Java, C++, etc.
Create different components in the system
Once created, re-use, extend and modify the components

5. First Normal Form (1NF) Eliminates duplicate data…
a table should not contain similar information in several fields; eliminate duplicative columns from the same table or move repeating fields to a related table
a table should not contain fields that can be further broken down into smaller meaningful parts
create separate tables for each group or related data and identify each row with a unique column (the primary key); each table should describe a single entity (object) class
Definition
1NF

6. Second Normal Form (2NF)
Requires all data in the table apply directly to the subject of the
table indicated by the primary key field…
if the table has a single-field primary key and meets the requirements for 1NF, then it also meets the requirements for 2NF
however, if the table has a composite (multiple-field) primary key, then all the fields in the table must be related to and/or dependent on ALL the fields of the composite primary key
to convert a table to 2NF, find all the fields that are related to only part of the composite (multiple-field) primary key, group these fields into another table, then assign a primary key to the new table
another way of looking at it is to remove ALL subsets of duplicate/redundant data that apply to multiple rows of a table and place them in new tables, then create relationships between these new tables and the original tables by using foreign keys Definition
2NF

7. Third Normal Form (3NF) Eliminates fields that can be derived from
other fields…
if a table contains fields that do not relate to and are not fully dependent on the primary key and completely describe the object that table represents, then it is not in 3NF
to convert a table to 3NF, delete all the fields that do not relate to the primary key
Definition NF

8. Fourth Normal Form (4NF)
Requires that tables not contain fields for
two or more independent, multi-varied
facts…
this rule requires splitting tables that consist of lists of independent attributes
i.e. in a relation table, job skills and language fluency are independent facts about an employee; therefore, the 3-field relation table must be split into 2 two-field relation tables

9. Fourth Normal Form (4NF)
Employee
Language Fluency
Job Skills E1
LF4
JS3 E2
LF9
JS6 E3
LF5
JS8
Employee
Language Fluency E1
LF4 E2
LF9 E3
LF5
Employee
Job Skills E1
JS3 E2
JS6 E3
JS8

10. Fifth Normal Form (5NF)
Requires the capability to reconstruct the source
data from the tables that have met 1NF, 2NF, 3NF
and 4NF…
you should be able to regenerate from the database a spreadsheet that contains all the data in the original version
this is an “acid test” for normalization and requires considerable skill in designing queries to join related tables to produce a readable output to compare with the original data

11. Relating Tables
Relationships used to extract data from several tables at the same time
Primary key unique identifier for each record in a table
Foreign key the primary key in the related table

12. Types of Relationships
One-to-One Relationship
When one complete record in the primary table is related to just one record in the related table and vice versa; both tables are equally dependent on each other
One-to-Many Relationship
When one record in the primary table is related to several records in the related table; however, a record in the related table has only one related record in the primary table
Many-to-Many Relationship
When several records in one table are related to several records in another table. A many-to-many relationship cannot be created directly in MS Access. To relate such tables, you must first create a junction table that contains the primary keys of both tables

13. Referential Integrity
Ensures that changes made to one table will be reflected in the related table
Orphan Records
When a record is deleted in the primary table without deleting the related records in the other table

14. Referential Integrity Cont.
Cascading Deletes
When you delete a record from the primary table, cascading deletes automatically deletes all related records from other related tables; this ensures that there are no orphan records
Cascading Updates
When you change a primary key in a table, the change is updated in all of the related tables

15. Summary Normalize tables to reduce data redundancy
Understand the requirements for first, second, third, fourth & normal forms
Set one-to-one, one-to-many, and many-to-many relationships between tables
Implement referential integrity between related tables
Use cascading deletes and updates to prevent orphan records

16. Independent Practice Activity

17. Unit 10: Working with Related Tables

18. Overview Create Lookup lists using the Lookup Wizard & Design View
Modify Lookup field properties
Learn how to change control types
Add data to related tables utilizing a subdatasheet

19. Lookup Wizard
The Lookup Wizard creates a field in one table that gets data from a field in another table. This is called a Lookup list field.
The Lookup field uses the primary key from the related table to ensure referential integrity.
What is a database?
A collection of data organized in some way to make it more useful
Examples: Phone book, library card catalog system, LIAS CAT, Training registration system
When do you use a database?
Large collection of data
To be organized in different ways based on multiple criteria
Make it more useful by breaking it into smaller subsets of information
Example: Admissions Office may want to view all University Park Penn State juniors from Pittsburgh
3 Types
1) Flat File – spreadsheet (show example)
Relational
Stores info in tables
Tables can be joined many different ways using a primary key
Benefits over flat files:
Increases efficiency
Reduces redundancy/duplications
Improved performance
3) Object-Oriented
Uses Java, C++, etc.
Create different components in the system
Once created, re-use, extend and modify the components

20. Table Control Types Text Box used to enter data in a table; cell
Combo Box drop-down list of values; you can either select a value from the list or enter a value not on the list
List Box drop-down list of values; unlike the combo box, you can only select a value from the list, you cannot enter a value that is not on the list

21. Adding Data to Related Tables
Subdatasheet
Set of records extracted from a table based on a record in another table
Use to view and enter data in related tables

22. Summary Create Lookup lists using the Lookup Wizard & Design View
Modify Lookup field properties
Learn how to change control types
Add data to related tables utilizing a subdatasheet

23. Independent Practice Activity

24. Unit 11: Defining Data Entry Rules

25. Overview Create field input masks using the Input Mask Wizard
Set Required, Allow Zero Length, and Field Size properties
Define validation rules and text for entering data in a field

26. Input Masks
Input masks allow you to control the way data is entered in a field
First section contains the input mask
Second section determines whether to store literal characters with the values that are entered
Third section specifies placeholder characters

27. Input Mask Characters Character Description
Must enter a number between 0 and 9 9
Can enter a number or space (0 through 9), but entry is not required #
Can enter a number or a space; entry is not required and all blank positions will be converted to spaces L
Must enter a letter, A through Z ?
Can enter a letter, A through Z, but entry is not required A
Must enter either a letter or a number a
Can enter a letter or a number, but entry is not required
&
Must enter a character or a space C
Can enter a character or space, but entry is not required
<
Any letter that follows will be converted to lowercase
>
Any letter that follows will be converted to uppercase

28. Setting Properties Property Description Required
Used to specify that a field is required and a value must be entered in it
AllowZeroLength
Used to specify that the field can contain null values
Field Size
Used to specify the maximum number of characters that can be entered in the field
Properties allow you to control how data is stored, displayed and handled in a table

29. Validation Rules
You can set conditions on types of data, data format, or number of characters that can be entered in a field.
If the data entered in the field violates the validation rule, Access automatically prompts for a correct value.

30. Setting Validation Rules
Description
Like “S???”
The value in the field should have 4 characters and the first character should always be an S
<>0
The value in the field should not be equal to zero
0 or >100
The value in the field should be 0 or greater than 100
<#1/1/2000
The date in the field should be earlier than January 1, 2000
Properties allow you to control how data is stored, displayed and handled in a table

31. Validation Text
When a validation rule is violated, you can display your own text in the warning message box.

32. Summary Create field input masks using the Input Mask Wizard
Set Required, Allow Zero Length, and Field Size properties
Define validation rules and text for entering data in a field

33. Independent Practice Activity

34. Unit 12: Using Advanced Query Features

35. Overview
Understand the differences between outer, inner, and self-join queries
Design outer, inner, and self-join queries
Generate calculated fields in a query
Modify the format of a displayed value
Use the expression builder
Create queries to add, delete, and modify data in a table and to produce new tables

36. Joins
Queries that include data from more than one table are called joins. A join tells MS Access how the data between tables is related. You can create:
Outer joins
Inner joins
Self-joins

37. Outer Joins
An outer join is a query in which all of the records from one table are joined to only matching records from another table.

38. Inner Joins
If one table does not have a matching record in the second table, then no records from either table will appear in the query results. To avoid this, you can use an intermediate table to extract data from the original two tables. This intermediate, or join table, acts as a bridge between two tables that don’t have any related fields. This is used when a many-to-many relationship exists between two tables and uses primary keys from both tables to extract the data from the intermediate join table.

39. Self-Joins
A self-join is a query that displays matching records from the same table when there are matching values in two fields.

40. The Expression Builder
The Expression Builder is used to create expressions for either a calculated field or a criterion for a field. It creates expressions by using fields in tables and queries, built-in functions, and calculation operators.
The Builder has three sections:
1)    Upper section contains the Expression box which is where you build the expression
2)    Middle section contains buttons for commonly used operators
3)    Lower section has three boxes. The far left box contains folders listing the tables, queries, forms and reports in the database as well as folders containing functions, operators, and expressions. The middle box lists the elements contained in the folder selected on the left. The right box displays any values for the items selected in the left and middle boxes.

41. Action Queries
Action queries perform certain actions in tables. There are four types:
Append-append data from one table to another
Delete-delete records from tables based on specific criterion
Update-update data in different tables at the same time
Make-Table-creates a table from the result of a query

42. Summary
Understand the differences between outer, inner, and self-join queries
Design outer, inner, and self-join queries
Generate calculated fields in a query
Modify the format of a displayed value
Use the expression builder
Create queries to add, delete, and modify data in a table and to produce new tables

43. Independent Practice Activity

44. Unit 13: Creating Advanced Queries

45. Overview
Use a select query to summarize and group data from different tables
Write a concatenation statement to combine values from different fields
Use the Find Unmatched Query Wizard to locate records that do not match between tables
Design a crosstab query to summarze grouped data
Create single- and multiple-criteria parameter queries
Learn how to use a wildcard in a parameter query
Create single- and multiple-field indexes to quickly sort and filter data in a table

46. Concatenation
Concatenation is the process of combining values from different fields into one field

47. Find Unmatched Queries
Use a Find Unmatched Query to view records that don’t have a matching record in another table
Example: Locate customers who don’t have matching entries in the Orders table.

48. Crosstab Queries
Display a summary of values based on two different types of information.
Generally used to display large amounts of data in a compact format for easy review.
Used to calculate averages, sums, or other totals on records, then group the results into two types of data.
One group runs down the left side of the datasheet while the other runs across the top.

49. Parameter Queries One or multiple parameters can be used.
A parameter query displays results based on criteria you specify each time you run the query.
One or multiple parameters can be used.

50. Indexes Primary keys are automatically indexed.
Indexes are used to quickly sort and find data in tables. An index performs a search based on key values.
Primary keys are automatically indexed.

51. Summary
Use a select query to summarize and group data from different tables
Write a concatenation statement to combine values from different fields
Use the Find Unmatched Query Wizard to locate records that do not match between tables
Design a crosstab query to summarze grouped data
Create single- and multiple-criteria parameter queries
Learn how to use a wildcard in a parameter query
Create single- and multiple-field indexes to quickly sort and filter data in a table

52. Independent Practice Activity

53. Unit 14: Creating Advanced Form Design

54. Overview Add a graphic control to a form
Embed a graphic in an unbound object frame
Bind a control to a calculated field
Add calculated fields to a form
Insert a combo box and modify its properties
Format controls in a form
Insert unbound controls
Change the control tab order

55. Controls Unbound – not linked to any field in a table or a query
Bound – linked to a field in a table or query
Calculated – used to display a calculated value based on one or more fields in a table or query
What is a database?
A collection of data organized in some way to make it more useful
Examples: Phone book, library card catalog system, LIAS CAT, Training registration system
When do you use a database?
Large collection of data
To be organized in different ways based on multiple criteria
Make it more useful by breaking it into smaller subsets of information
Example: Admissions Office may want to view all University Park Penn State juniors from Pittsburgh
3 Types
1) Flat File – spreadsheet (show example)
Relational
Stores info in tables
Tables can be joined many different ways using a primary key
Benefits over flat files:
Increases efficiency
Reduces redundancy/duplications
Improved performance
3) Object-Oriented
Uses Java, C++, etc.
Create different components in the system
Once created, re-use, extend and modify the components

56. Summary Add a graphic control to a form
Embed a graphic in an unbound object frame
Bind a control to a calculated field
Add calculated fields to a form
Insert a combo box and modify its properties
Format controls in a form
Insert unbound controls
Change the control tab order

57. Independent Practice Activity

58. Unit 15: Using Advanced Report Features

59. Overview Create customized headers and footers
Set properties to group data and modify a report’s appearance
Use functions to add calculated values in a report
Apply conditional formatting
Embed a subreport in a main report
View and troubleshoot report results

60. Report Headers & Footers
Header – first page of report & includes logo, image, report title
Footer – last page of report & includes details such as report totals
What is a database?
A collection of data organized in some way to make it more useful
Examples: Phone book, library card catalog system, LIAS CAT, Training registration system
When do you use a database?
Large collection of data
To be organized in different ways based on multiple criteria
Make it more useful by breaking it into smaller subsets of information
Example: Admissions Office may want to view all University Park Penn State juniors from Pittsburgh
3 Types
1) Flat File – spreadsheet (show example)
Relational
Stores info in tables
Tables can be joined many different ways using a primary key
Benefits over flat files:
Increases efficiency
Reduces redundancy/duplications
Improved performance
3) Object-Oriented
Uses Java, C++, etc.
Create different components in the system
Once created, re-use, extend and modify the components

61. Conditional Formatting
Conditional formatting draws attention to data in a report if it meets specified criterion.
What is a database?
A collection of data organized in some way to make it more useful
Examples: Phone book, library card catalog system, LIAS CAT, Training registration system
When do you use a database?
Large collection of data
To be organized in different ways based on multiple criteria
Make it more useful by breaking it into smaller subsets of information
Example: Admissions Office may want to view all University Park Penn State juniors from Pittsburgh
3 Types
1) Flat File – spreadsheet (show example)
Relational
Stores info in tables
Tables can be joined many different ways using a primary key
Benefits over flat files:
Increases efficiency
Reduces redundancy/duplications
Improved performance
3) Object-Oriented
Uses Java, C++, etc.
Create different components in the system
Once created, re-use, extend and modify the components

62. KeepTogether Property
The KeepTogether property ensures that a complete section of the report is always printed on one page.

63. Group Footers
Group footers are used to group a report based on a given field.
Use to add information such as group totals or group names
What is a database?
A collection of data organized in some way to make it more useful
Examples: Phone book, library card catalog system, LIAS CAT, Training registration system
When do you use a database?
Large collection of data
To be organized in different ways based on multiple criteria
Make it more useful by breaking it into smaller subsets of information
Example: Admissions Office may want to view all University Park Penn State juniors from Pittsburgh
3 Types
1) Flat File – spreadsheet (show example)
Relational
Stores info in tables
Tables can be joined many different ways using a primary key
Benefits over flat files:
Increases efficiency
Reduces redundancy/duplications
Improved performance
3) Object-Oriented
Uses Java, C++, etc.
Create different components in the system
Once created, re-use, extend and modify the components

64. ForceNewPage Property
To print each set of related data on a separate page, you can use the ForceNewPage property.
Can be used in all sections EXCEPT the page header & footer sections.
Can insert pages before a section, after a section, or both.
What is a database?
A collection of data organized in some way to make it more useful
Examples: Phone book, library card catalog system, LIAS CAT, Training registration system
When do you use a database?
Large collection of data
To be organized in different ways based on multiple criteria
Make it more useful by breaking it into smaller subsets of information
Example: Admissions Office may want to view all University Park Penn State juniors from Pittsburgh
3 Types
1) Flat File – spreadsheet (show example)
Relational
Stores info in tables
Tables can be joined many different ways using a primary key
Benefits over flat files:
Increases efficiency
Reduces redundancy/duplications
Improved performance
3) Object-Oriented
Uses Java, C++, etc.
Create different components in the system
Once created, re-use, extend and modify the components

65. HideDuplicates Property
To display only the unique values in each field of a report, you can use the HideDuplicates property.
What is a database?
A collection of data organized in some way to make it more useful
Examples: Phone book, library card catalog system, LIAS CAT, Training registration system
When do you use a database?
Large collection of data
To be organized in different ways based on multiple criteria
Make it more useful by breaking it into smaller subsets of information
Example: Admissions Office may want to view all University Park Penn State juniors from Pittsburgh
3 Types
1) Flat File – spreadsheet (show example)
Relational
Stores info in tables
Tables can be joined many different ways using a primary key
Benefits over flat files:
Increases efficiency
Reduces redundancy/duplications
Improved performance
3) Object-Oriented
Uses Java, C++, etc.
Create different components in the system
Once created, re-use, extend and modify the components

66. DateDiff Function Used to calculate the difference between two dates.
DateDiff (“interval”, [date1],[date2])
“Interval” refers to whether the calculation is the difference between days (d), months (m) or years (y).
Both fields must have Date/Time data types in order for this function to work properly.
What is a database?
A collection of data organized in some way to make it more useful
Examples: Phone book, library card catalog system, LIAS CAT, Training registration system
When do you use a database?
Large collection of data
To be organized in different ways based on multiple criteria
Make it more useful by breaking it into smaller subsets of information
Example: Admissions Office may want to view all University Park Penn State juniors from Pittsburgh
3 Types
1) Flat File – spreadsheet (show example)
Relational
Stores info in tables
Tables can be joined many different ways using a primary key
Benefits over flat files:
Increases efficiency
Reduces redundancy/duplications
Improved performance
3) Object-Oriented
Uses Java, C++, etc.
Create different components in the system
Once created, re-use, extend and modify the components

67. IIF Function
Used to evaluate a condition. If a condition is true, the IIF function returns one value. If it is false, it returns a different value.
IIF (condition, value_if_true, value_if_false) is the syntax for the function.
Condition means the condition you want the function to evaluate.
Value_if_true is the value to be returned if the condition is true.
Value_if_false is the value to be returned if the condition is not true.
What is a database?
A collection of data organized in some way to make it more useful
Examples: Phone book, library card catalog system, LIAS CAT, Training registration system
When do you use a database?
Large collection of data
To be organized in different ways based on multiple criteria
Make it more useful by breaking it into smaller subsets of information
Example: Admissions Office may want to view all University Park Penn State juniors from Pittsburgh
3 Types
1) Flat File – spreadsheet (show example)
Relational
Stores info in tables
Tables can be joined many different ways using a primary key
Benefits over flat files:
Increases efficiency
Reduces redundancy/duplications
Improved performance
3) Object-Oriented
Uses Java, C++, etc.
Create different components in the system
Once created, re-use, extend and modify the components

68. Subreports Used to display data from two different reports.
A subreport is embedded in a main report.
Generally, the main report and subreport share a common field by which they are linked.
What is a database?
A collection of data organized in some way to make it more useful
Examples: Phone book, library card catalog system, LIAS CAT, Training registration system
When do you use a database?
Large collection of data
To be organized in different ways based on multiple criteria
Make it more useful by breaking it into smaller subsets of information
Example: Admissions Office may want to view all University Park Penn State juniors from Pittsburgh
3 Types
1) Flat File – spreadsheet (show example)
Relational
Stores info in tables
Tables can be joined many different ways using a primary key
Benefits over flat files:
Increases efficiency
Reduces redundancy/duplications
Improved performance
3) Object-Oriented
Uses Java, C++, etc.
Create different components in the system
Once created, re-use, extend and modify the components

69. Summary Create customized headers and footers
Set properties to group data and modify a report’s appearance
Use functions to add calculated values in a report
Apply conditional formatting
Embed a subreport in a main report
View and troubleshoot report results

70. Independent Practice Activity

71. Unit 16: Creating Charts & Data Access Pages

72. Overview Create and modify a chart in a form
Create and modify a chart in a report
Understand the difference between record-based and global charts
Create a data access page

73. Charts in MS Access
Record-Based – displays data based on the active record & changes each time you navigate to a new record
Global – chart remains the same no matter what record you display
What is a database?
A collection of data organized in some way to make it more useful
Examples: Phone book, library card catalog system, LIAS CAT, Training registration system
When do you use a database?
Large collection of data
To be organized in different ways based on multiple criteria
Make it more useful by breaking it into smaller subsets of information
Example: Admissions Office may want to view all University Park Penn State juniors from Pittsburgh
3 Types
1) Flat File – spreadsheet (show example)
Relational
Stores info in tables
Tables can be joined many different ways using a primary key
Benefits over flat files:
Increases efficiency
Reduces redundancy/duplications
Improved performance
3) Object-Oriented
Uses Java, C++, etc.
Create different components in the system
Once created, re-use, extend and modify the components

74. Data Access Pages
Web pages that allow you to view, add, edit, or delete data in the source MS Access database
You can sort, filter or group data using data access pages

75. Summary Create and modify a chart in a form
Create and modify a chart in a report
Understand the difference between record-based and global charts
Create a data access page

76. Independent Practice Activity

77. Conclusion Resources Questions & Answers Evaluations Thank You!!!
Unfortunately no consultants on campus to come to your office
and help you design your database