1. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam WFM 5201: Data Management and Statistical Analysis Akm Saiful Islam Lab-1: Microsoft Access Database June, 2008 Institute of Water and Flood Management (IWFM) Bangladesh University of Engineering and Technology (BUET)

2. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Objectives Explore benefits of using a database Understand basic Access components  tables, queries, forms and reports Know sources of data at WWU WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

3. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Benefits of Using A Database Data Integrity  Consistent entries  Data validation rules Ease of data entry with forms Minimize duplicate data entry Easy Reporting WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

4. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Caution Designing a database takes time and technical knowledge WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

5. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Access Components TableThe primary data storage unit in Access. Tables are used to input and display information. Fields of information are arranged in columns. There is one row for each record. QueryQueries gather specific data from one or more tables. The data can be displayed in a table, form, or report. FormForms are used to input and display information from tables or queries. They can be arranged for efficient work and can include special objects, such as drop-down lists and check boxes. ReportReports display information from a table or query. Data can be grouped and summarized, including calculated totals and subtotals. MacrosAutomate tasks you perform repeatedly with the need of programming ModulesStores Access Basic Programming Code for custom program enhancements. WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

6. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Creating a database Name the file - Access automatically saves data as it is entered, so a file name must be established before working in the database. WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

7. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Tables Tables are the backbone of a database. All the fields in a table should be closely related The table design is the arrangement of fields - it is saved with the save command A table can have up to 256 fields (columns) The table data is the information typed into the fields - it is saved as each entry is completed a primary key field with a unique value is useful when establishing relationships between tables. WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

8. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Creating A Table On the table tab,  Click the New button  Choose a new table option WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

9. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Table Design add and delete fields edit field names set field properties. use F1 for help WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

10. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Table Fields Each record (row) has the same fields (columns) with the same properties Up to 256 fields (columns) in a table. Fields contain the smallest amount of information that you will need: for example, FirstName and LastName fields instead of a single Name field. A field name can contain up 64 characters. It is best to avoid special characters and spaces. A primary key field is used to help identify records. It must be a unique value for each record and is useful when establishing relationships between tables. The toolbar provides shortcuts for some of the most common the design tasks. WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

11. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Access Data Types Data TypeDescription TextData entries that will not be calculated-including data containing numbers such as zip codes, phone numbers or order numbers. A maximum of 255 characters. MemoUse for comments or notes. Can be up to 32,000 characters (about 8 single-spaced pages). NumberNumerical data that will (or can) be calculated Date/TimeDate and time information CurrencyMonetary values AutoNumberAutomatically counts entries, incrementing as you enter data. Each entry will be unique. Yes/NoUse for Yes/No, True/False and On/Off options OLE ObjectA linked object from an external source HyperlinkCreates a “clickable” hyperlink LookUp WizardLets you choose a value from another table or from a list of values WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

12. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Naming Conventions Professional database developers use “naming conventions” to help identify database objects tblEmployeeData ortEmployeeData qryBudget orqBudget frmEmployeeData orfEmployeeData rptBudget orrBudget WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

13. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Importing Data Data can be imported from many sources. Banner, DataW, BI/Query Excel spreadsheets If data exists, import instead of re-enter 1. File, Get External Data 2. Choose Import or Link 3. Select the file 4. Follow the Import Wizard Prompts WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

14. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Use the View button to switch between the Design and Datasheet Views. Switching between views WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

15. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Working With Tables When entering data  The pencil shape in the left column indicates that the current changes have not been saved.  New record Ctrl +  Current Date Ctrl ;  Current Time Ctrl :  Sort Ascending or Descending  Find Data  Filter By Selection WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

16. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Queries let you easily repeat sort and filter commands let you display and/or print only selected columns connect one or more tables through similar fields create new fields based on calculated values add or remove specific information from tables with action queries WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

17. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Create A Query Click the Query tab Click the New button Choose Design View and select the table(s) or queries upon which to base the query Add fields to the “Query by Design” window Run the query WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

18. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Query Criteria Criteria on the same line must all be met – “AND” criteria Criteria on different lines will return records that meet any criteria – “OR” criteria Criteria limits the records returned by the query In Queries, OR = More WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

19. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Criteria Operators OperatorCondition <less than >greater than =equal to <=less than or equal to >=greater than or equal to <>not equal * asteriskall records - usually used with a leading character, such as B* ?a single character wildcard Betweenselects values between two values Likemust match a pattern - sometimes created by Access from wildcard input nullreturns blank records WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

20. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Multiple Table Queries Join tables on common fields One side of the join should be a primary key (displayed in bold)

21. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Forms Fields can be arranged for easy data entry Input aids  Check boxes  List boxes  Combo boxes  Calculations  Macros WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

22. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Creating A Form With a table open  Click the New Object button  Choose AutoForm From the Form tab  Click New  Choose Design View or AutoForm  Select the table or query that contains the data for the form  Click OK WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

23. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Navigating with Forms Tab from field to field Click the New Record button to add a record Use navigation bar to move from record to record WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

24. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Form Design Click the View button to switch between Form View and Design View  Move Objects  Resize Objects  Format Objects WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

25. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Reports Reports are for previewing and printing only – no data entry Reports can group data and perform calculations Reports can be exported to Excel or Word WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

26. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Creating A Report Click the Report tab Click New Choose one of the following  Design View  Report Wizard  AutoReport WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

27. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Working with Reports Report SectionDescription Report HeaderPrints once at the beginning of the report Page HeaderPrints at the top of each page (including the first page) Group HeaderPrints at the start of each group Detail SectionContains the main body of the report. Prints once for every record included in the report. Group FooterPrints once at the bottom of each group. Sometimes contains formulas for group totals. Page FooterPrints at the bottom of each page. Report FooterPrints once at the end of the report. Often used to contain report totals. WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

28. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Sources of Data Data can be imported from  Excel Spreadsheets  Text files WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

29. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Access Version Compatibility Access 97 can only open Access 97 databases Access 2000 can open Access 97 databases and enter data, however they must be converted to change the database design Access 2002 databases use Access 2000 format by default WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam