1. Introduction to MS ACCESS
Presented by
Arlene N. Baratang, Ph.D.

2. Objectives At the end of this training session you should be able to:
Understand the three types of relationships: one-to-many, many-to-many and one-to-one;
Create a new database;
Create tables for data entry in design view;
Use, understand, and set data types: Text, Memo, Number, Currency,
Date/Time, AutoNumber, Yes/No, Lookup wizard.
Create and delete a primary key;
Insert and delete a row.

3. Questions to Ask Before Designing a Database:
What does the database need to do?
What functions need to be achieved?
Which objects (such as tables, forms) depend on each other?
What items are needed for the database?
Who will use the database?
How will the output data (report) be generated?
How will the database be organized?

4. Access Database Objects

5. Table
The central framework of a database that stores data in fields (columns) and records (rows).

6. Query
Allows for table inquiries. A query can change, delete, add, arrange data in tables. Also aids gathering information for forms and reports.

7. Form
Displays and enters data in a fi tted format. Forms can also contain other nested forms (subforms).

8. Report
Allows for the printing and print preview of information such as labels, lists, form letters, invoices, summaries, display charts, etc. The user can personalize reports by adding a logo or picture, organizing headers, details, footers, and sorting columns.

9. Page
Also known as Data Access Page. Allows the publication of a web page and web access to a database. A page can be viewed and edited, and the information can be altered.

10. Macro
Allows for automating simple and common tasks such as opening and closing a form, exporting data, printing data in a report, and saving data.

11. Module
Modules are a collection of Visual Basic declarations and procedures that allow for the automation and customization of Access, giving the user more explicit control over actions.

12. Naming Conventions
The Leszynski Naming Convention (LNC), originally created by Stan Leszynski and Greg Reddick, developed guidelines called tags to assist the user to open, edit, and troubleshootwithout deciphering what is contained within the object itself.
File names can be more than one word; however, do not use underscores or spaces. Instead, capitalize the first letter of each word.
e.g. tblEmpInfo

13. Naming Conventions Table Query Form Report Macro Module Database
tbl qry frm rpt mcr mdl dbf

14. Types of Relationships in Microsoft Access

15. One-to-many
Table 1 1
Table 2 2 3

16. Many-to-many

17. One-to-one

18. Introduction to Database Concepts
Organizing Data

19. Field
A field is a single characteristics or attribute of a person, place, object, event, or idea.

20. Table
A table is a collection of fields that describe a person, place, object, event, or idea.

21. Field Value
The specific value, or content of a field is called the field value

22. Record
This set of field values is called a record

23. Databases and Relationships

24. Database
A collection of related tables is called a database , or a relational database.
You connect the records in the separate tables through a common field that appears in both tables.

25. Primary Key
A primary key is a field, or a collection of fields, whose values uniquely identify each record in a table.

26. Foreign Key
When you include the primary key from one table as a field in a second table to form a relationship between two tables, it is called foreign key in the second table .

27. Relational Database Management Systems

28. Database Management System (DBMS)
A database management system (DBMS) is a software program that lets you create databases and then manipulate data in them.

29. Relational Database Management System (RDBMS)
Data is organized as a collection of tables. A relationship between two tables in a relational DBMS is formed through a common field.

30. RDBMS
A relational DBMS controls the storage of databases on disk by carrying out data creation and manipulation requests.

31. Functions of RDBMS :
It allows you to create database structures containing fields, tables, and table relationships.

32. Functions of RDBMS :
It lets you easily add new records, change field values in existing records, and delete records.

33. Functions of RDBMS :
It contains a built-in query language, which lets you obtain immediate answers to the questions you ask about your data.

34. Functions of RDBMS :
It contains a built-in report generator, which lets you produce professional-looking formatted reports from your data.

35. Functions of RDBMS :
It provides protection of databases through security, control, and recovery facilities.

36. A company benefits from a relational DBMS because it allows several users working in different departments to share the same data. More than one user can enter data into a database, and more than one user can retrieve and analyze data that was entered by others.

37. Starting Access
Click the Start button on the taskbar then point to Programs.
Click Microsoft Access. The Access window appears.
To create a new Access database, select Blank Access database.

38. Starting Access (con’t)
4. In the Save in box, select the folder where you want your database to be located.
5. Type the filename of your database on File name box.
6. Then click Create button.

39. The Access and Database Windows

40. Access window
title bar
Database toolbar
Database menu bar
Database window
List of tables in a database

41. Object Display Properties
Open Object
Design Object
Delete Object
Create Object
Object Display Properties
Objects Bar
Object List Pane
Object Group

42. The Database Window Toolbar

43. object display properties

44. To create a table in a design view:
Select the Table object on the Objects bar.
2. Click the Design button on the Database window toolbar, or
double-click Create Table in Design View on the list pane.

45. A BLANK TABLE IN A DESIGN VIEW
Each row in the top half of the Table window represents a field. The bottom half of the dialogue box is split in to two sections: the right-hand pane displays a short description of the selected area of the dialogue box, while the left-hand side allows you to set additional properties for the field selected in the top half of the dialogue box.

46. To add a field to a table
There are only two mandatory properties for defining a field: the Field Name and Data Type.

47. DATA TYPE
The data type determines what field values you can enter for the field and what other properties the field will have.

48. DATA TYPES FOR FIELDS DATA TYPE: Text
DESCRIPTION: Use for names, addresses, descriptions, and fields containing digits that are not in used in calculations.
FIELD SIZE: 0 to 255 characters

49. DATA TYPES FOR FIELDS DATA TYPE: Memo
DESCRIPTION: Use for long comments and explanations.
FIELD SIZE: 1 to 64,000 characters

50. DATA TYPES FOR FIELDS DATA TYPE: Number
DESCRIPTION: Allows positive and negative numbers as field values.
FIELD SIZE: 1 to 15 digits

51. DATA TYPES FOR FIELDS DATA TYPE: Date/Time
DESCRIPTION: Use for valid dates and times and can perform calculations on dates and times.
FIELD SIZE: 8 bytes

52. DATA TYPES FOR FIELDS DATA TYPE: Currency
DESCRIPTION: Allows field values similar to number data type.
FIELD SIZE: Accurate to 15 digits on the left side of the decimal separator and to 4 digits on the right side

53. DATA TYPES FOR FIELDS DATA TYPE: AutoNumber
DESCRIPTION: Access automatically inserts a value in the field as each new record is created.
FIELD SIZE: 9 digits

54. DATA TYPES FOR FIELDS DATA TYPE: Yes/No
DESCRIPTION: Limits field values to yes or no, on or off, or true or false.
FIELD SIZE: 1 character

55. DATA TYPES FOR FIELDS DATA TYPE: OLE Object
DESCRIPTION: Allows field values that are created in other programs as objects. These objects can be linked or embedded.
FIELD SIZE: 1 gigabyte maximum

56. DATA TYPES FOR FIELDS DATA TYPE: Hyperlink
DESCRIPTION: Consists of text or combinations of text and numbers stored as text and used as a hyperlink address. It helps you to connect your application easily to the Internet or an Intranet.
FIELD SIZE: Up to 64,000 characters

57. DATA TYPES FOR FIELDS DATA TYPE: Lookup Wizard
DESCRIPTION: Creates a field that lets you lookup a value in another table or in a predefined list of values.
FIELD SIZE: Same size as the primary key field used to perform the lookup.

58. Field Size
The field size property defines a field value’s maximum storage for text, number, and AutoNumber fields only. The other data types have no field size property because their storage size is either a fixed, predetermined amount or is determined automatically by the field value itself.

59. Field Size Properties Byte
Stores whole numbers (numbers with no fraction) from 0 to 255 in one byte.

60. Field Size Properties Integer
Stores whole numbers from –32,768 to 32,768 in two bytes.

61. Long Integer(default)
Field Size Properties
Long Integer(default)
Stores whole numbers from –2,147,483,648 to 2,147,483,648 in four bytes.

62. Field Size Properties Single
Stores positive and negative numbers to precisely seven decimal places and uses four bytes.

63. Field Size Properties Double
Stores positive and negative numbers to precisely 15 decimal places and uses eight bytes.

64. Field Size Properties Replication ID
Establishes a unique identifier for replication of tables, recording and other objects and uses 16 bytes.

65. Field Size Properties Decimal
Stores positive and negative numbers to precisely 28 decimal places and uses 12 bytes.