1. Akhila Kondai akhila.kondai@mail.wvu.edu October 16, 2013
Day 17: MICROSOFT ACCESS – CHAPTER 2 Contd. MICROSOFT ACCESS – CHAPTER 3
Akhila Kondai
October 16, 2013

2. The Rock & Roll Hall of Fame Database Example
Premise: We want to create a database to keep track of Bands & Members
One Band could have Many Members
For the members, we also want to track their country of origin.
There could be one country for many members.
3 Tables, 2 relationships…
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3. Table Relational Structure
Members ∞
Bands 1 ∞
Countries 1
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4. AutoNumber Primary Key Example
Create a New Blank Database called Music
Switch to Design View
Create Bands table with a field BandNum of type AutoNumber (Primary Key)
Create field called BandName of type Text
Flip to Datasheet view and enter these records:
1, Beatles
2, Van Halen
Close the table
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5. AutoNumber Example Continued
Create another table: Create ribbon > Table
Call it Members and enter these fields:
Member AutoNumber (Primary Key)
FirstName Text
LastName Text
BandNum Number (will relate to “Band” Table later)
* NOTE: Autonumber from Band Table is compatible with Number type in this table. DO NOT USE AUTONUMBER on both sides of the common field You may land up in trouble !
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6. Second Table from Example
Flip to Datasheet view and Save the table
Enter these records:
Member
First Name
Last Name
BandNumber 1
Paul
McCartney 2
John
Lennon 3
George
Harrison 4
Ringo
Star
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7. Second Table Completion
Enter these too…
* Close the table and we will come back to this later…
Member
FirstName
LastName
BandNum 5
David Lee
Roth 2 6
Edward
VanHalen 7
Alex 8
Michael
Anthony
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8. Lookup TYPE FIELDS
They help in creating a drop down menu when entering field values while in datasheet view to select predefined items as opposed to having to type them.
Two types of lookup fields:
Lookup references uses field values in another table
Lookup references items you manually enter in advance in the same table
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9. Lookup from Other Table Example
Create the third table for our database called Countries
Make these fields:
ID AutoNumber (Primary Key)
Country Text
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10. Lookup from Other Table Example
Flip to Datasheet view
Create the following Records:
1, England
2, America
Close the table
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11. Lookup from Other Table Example
Return to the “Members” table in Design View
Add a 5th field called Origin of Data type Lookup Wizard
Use I want the lookup column to look up values in a table or query > Next
Select Table: Countries > Next
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12. Lookup from Other Table Example
Add the Country field to Selected fields
Next ->Next ->Finish… Save
Return to Datasheet View in “Members”
Click in the Origin file to assign these:
Assign England to Beatles members
Assign America for Van Helen members
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13. Same Table Lookup Example
Again in the Members table of our example, return to Design View
Create a new field called Instrument of type Lookup Wizard…
This time select “I will type the values I want.”
Enter the following:
Vocals, Drums, Guitar, Bass
Press Finish, and return to Datasheet view (and save)
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14. “Yes/No” Field Type Example
Add a field called Living
Make it of Type Yes/No
Save the table and mark all records except John Lennon as Living members
* We will come back to this
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15. Create a Relationship Close the table
Database Tools -> Relationships
Note that lookup wizard created one already!
Right click, Show Table, add Bands.
Drag [Bands/BandNum] to [Members/BandNum]
Enforce referential Integrity
Create, and save.
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16. Query Example
Use the relationships to seamlessly query between fields in the three tables to show the names of the artists, their bands and their countries
Create query in design view
Add all tables (note the relationships showing)
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17. Query Example Add these fields: Run the Query !
Bands: BandName
Members: FirstName, LastName, Instruments, Living
Countries: Country
Run the Query !
Band/Instrument/Country names only typed in once!
Close and Save Query as BandTrivia
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18. Forms & Subforms
You can create a form with a subform by including fields from each of two tables that have an established relationship formed
When the relationship between the tables is a one-to-many relationship, the main form will consist of data from the primary table and the subform will consist of data from the related table
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19. Form with Subform Example
Create form by using wizard
Create ribbon -> Forms section -> Form Wizard
Click the “Tables/Queries” drop down and select the Bands table, add BandName
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20. Form/Subform Critical Step!
Switch to appropriate table to add more fields and create Subform!
Click the “Tables/Queries” drop down and switch to the Members Table
Add: FirstName, LastName, Origin, Instruments, and Living
Click Next, and verify “Form with subform(s)” is shown at the bottom
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21. Form with Subform Example
Next > Select Tabular layout
Click Finish
Use the bottom navigation controls to show the band in the top and the members in the bottom!
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22. Form with Subform Sample
Main
Form
Sub-
Form
Main Form Controls
Subform Controls
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Access Chapter 2_2

23. ADDING RECORDS USING FORMS…
Use the form to add records to 2 tables at once!
Click the New Record button at the bottom
Type Def Leppard for the band name
Enter Joe Elliot, England, Vocals, Living
Close the form and look in the Bands and Members tables !
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Access Chapter 2_2

24. Reports
Let us put things into a visually professional format suitable for printing
Creation can be somewhat like doing Forms with Subforms…
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25. Reports Create ribbon > Reports Group > Report Wizard
Add these fields:
[Bands] Band Name
[Members] FirstName,LastName, Instrument, Living
[Countries] Country
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26. Reports Click Next 3 times
Sort Ascending by LastName and then FirstName
Click Next 2 times
Click “Finish”
To Change any of the column widths in Report Right Click and Select Layout View Drag the fields to resize!!
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27. Reminder
Lesson C in MyITLab is due on 10/21/2013 (Monday) by 11:59 P.M.

28. Questions ?