1. Introduction To ACCESS DataBase
Navya Thum
February 25, 2013

2. Attendance
Go to to record attendance.
Enter your MyID username and password.
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3. Outline Access 2 Continues
Creating a Three-Table Database
Data Types
AutoNumber
Yes/No
Lookup Wizard
Much of what we do today will likely be useful for your Homework 4 project
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4. The Rock & Roll Hall of Fame Database Example
Premise: We want to create a database to keep track of Bands & Members
One Band has Multiple 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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5. Table Relational Structure
Members ∞ 1
Bands ∞
Countries 1
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6. AutoNumber Primary Key Example
Create a New Blank Database called LastName_FirstName_Access_Ex4
Switch to Design View and create a Bands table with a field called BandNum of type AutoNumber (Primary Key)
Create a field called BandName of type Text
Save the table and enter these records in Datasheet view:
1, The Who
2, Van Halen …
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7. AutoNumber Example Continued
Create another table: Create ribbon > Table
Call it Members and enter these fields:
Member AutoNumber (Primary Key)
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 !
FirstName Text
LastName Text …
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8. Second Table from Example
Flip to Datasheet view and Save the table
Enter these records:
1, 1, John, Entwhistle
2, 1, Pete, Townsend
3, 1, Roger, Daltry
4, 1, Keith, Moon …
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9. Second Table Completion
Enter these too…
5, 2, David Lee, Roth
6, 2, Edward, Van Halen
7, 2, Alex, Van Halen
8, 2, Michael, Anthony
* Close both open tables and we will come back to this later…
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10. Using “Lookup” Type Fields
They allow for clicking a drop down arrow 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
We will now do both types…
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11. Lookup from Other Table Example
Create the third table for our database called Countries
Make these fields:
ID AutoNumber (Primary Key)
Country Text
Flip to Datasheet view and save the table …
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12. Lookup from Other Table Example
Create the following Records:
1, England
2, America
Close the table …
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13. Lookup from Other Table Example
Return to the “Members” table in Design View
Add a 5th field called Origin of type Lookup Wizard
Use “I want the lookup column to look up values in a table or query”
Select “Table: Countries” …
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14. Lookup from Other Table Example
Add the Country field to Selected fields
Next… Next… Finish
Save if prompted
Return to Datasheet View in “Members”
Click in the Origin file to assign these:
Assign “England” to The Who members
Assign “America” to Van Halen members.
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15. Same Table Lookup Example
In the Members table of our example, return to Design View
Create a field called Instrument of type Look-up Wizard…
Select I will type the values I want.
Enter the following:
Vocals, Drums, Guitar, Bass
Save, Return to Datasheet view to enter them!
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16. “Yes/No” Field Type Example
Add a field called “Living”
Make it of Type Yes/No
Save the table and mark all records except Keith Moon and John Entwhistle as Living members
* We will come back to this
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17. Create a Relationship Example
Close the tables
Open Relationships
Note that lookup wizard created one already!
Right click, Show Table, add Bands.
Drag [Bands/BandNum] to [Members/BandNum]
Enforce referential, Create, and save. …
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18. Query Example
We want to use the relationships we created between the tables to show the names of the artists, their band names, and their countries of origin despite only having a band number in the Member table and a lookup for country.
We can use the relationship to seamlessly query between fields in the three tables and give the desired results…
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19. Query Example Create query in design view
Create Ribbon > Query Design button
Add all tables (note the relationships showing)
From Bands table double click to add: BandName
From Members table add:
FirstName, LastName, Instrument, Living
From Countries table add: Country
Run the Query !
Close and Save Query as RockTrivia
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20. WILD CARDS
Special characters that can represent one or more characters in text value.
You enter wild card characters in criteria row in query.
? stands foe single character.
* stands for any number of characters.

21. Added Date Field for Birthday
Open the Members table from Access_Ex6(DataFile 2)and note a new field of type Date/Time called Born that was added
Close Members table
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22. Returning to the Query Create RockTrivia Query
Also Add [Members] Born field in design view
Run the query
Now let’s look at adding operators for criteria…
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23. Operators
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24. Criteria & Operators Exercise
Remove all the criteria
In the criteria row for born, add: >1/1/1960
Note we get 3 records (born after then)
Try making it: >=6/5/1950
We get 12 records with VH, Def Lep, and Rush
Change it to: <6/5/1950
The Who are our most senior band
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25. Calculations in a Query…
Queries can be built to perform a calculation as part of the query
We often do this for things that we do not need to store and take up space with
Expressions can be entered into the query design grid as if they were regular fields
Done on data type fields treated as numbers
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26. Calculations in a Query…
To perform a calculation in a query, you must add a calculated field to the query design.
Make certain that you are following the rules of precedence.
Two options for entering expressions:
Enter the expression directly into the field text box
Enter the expression in the Expression Builder
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27. Creating a Calculated Field
Remove the existing criteria
In design view, click in the next available field, where the name would be, and then click the magic wand “Builder” icon above.
The expression builder shows up…
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28. The Expression Builder…
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29. Let’s make a Query to try this…
We want to figure out how many years they are/would
be alive. It would be inefficient to store this and we
would have to update it all the time too
Build or type the following:
Age: (Date()-[Members]![Born])/365
Note: If you see <<expr>> be sure to remove it ! ! !
Run it !
Expand the width of the column if you see ##### …
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30. Changing Decimals Precision
Note: Similar to what is needed for to set decimal places on query results in home works!!
In design view, right click Age field
Click Properties
Select Fixed for Format and 0 for Decimal Places
Re-run it to see it without the decimal places
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31. Next Class Try to go over this lecture slides and step by step
Read over Access 2 in text
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32. Questions?
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