1. Extended Learning Module J (Office 2007 Version) Implementing a Database with Microsoft Access
McGraw-Hill/Irwin
Copyright © 2010 by the McGraw-Hill Companies, Inc. All rights reserved.

2. STUDENT LEARNING OUTCOMES
Identify the steps necessary to implement the structure of a relational database using the data definition language provided by Microsoft Access.
Demonstrate how to use the data manipulation subsystem in Access to enter and change information in a database and how to query that information.
Explain the use of the application generation subsystem in Access to create reports and data entry screens.
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3. MODULE ORGANIZATION Solomon Enterprises Database
Learning Outcome #1
Defining Relationships within the Solomon Enterprises Database
Entering Information into the Solomon Database
Learning Outcome #2
Creating a Simple Query Using One Relation
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4. MODULE ORGANIZATION
Creating an Advanced Query Using More than One Relation
Generating a Simple Report
Learning Outcome #3
Generating a Report with Grouping, Sorting, and Totals
Creating a Data Input Form
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5. SOLOMON DATABASE The steps to creating a database are
Define entity classes and primary keys
Define relationships among the entity classes
Define fields for each relation (file)
Use a data definition language to create the database, which is the focus of this Module
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6. SOLOMON DATABASE
In Figure J.1 (p. 478) on the following 3 slides, we’ve recreated the correct database structure from Extended Learning Module C
Revisit Module C if you need a refresher
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7. SOLOMON DATABASE
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8. SOLOMON DATABASE
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9. SOLOMON DATABASE
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10. Creating Solomon’s Database
Data dictionary - contains the logical structure for the information
To create the Solomon Enterprise database:
Start Microsoft Access
Click on Blank Database in the upper left corner of the screen
Enter Solomon Enterprises.mdb as the database name
Click on Create
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11. Creating Solomon’s Database
Enter a database name and click on Create
Click on Blank Database
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12. Creating Solomon’s Database
Our recommendation: Create a relation (table) in Design view:
Must switch from Datasheet View to Design View
Click on View in the upper left corner and then Design View
Enter a table name
Use the Design View to enter the specifications for the table
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13. Creating Solomon’s Database
This is Design View – our recommendation for creating the tables in a database
To switch to Design View, click on View and then Design View
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14. Creating the Raw Material Relation
Enter the four fields of the Raw Material relation
Raw Material ID
Raw Material Name
QOH
Supplier ID
Click on the Raw Material ID row and then the key button to designate Raw Material ID as the primary key
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15. Creating the Raw Material Relation
Primary key identifier and the Primary key button
Integrity constraints for Raw Material ID
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16. Creating the Concrete Type Relation
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17. Creating the Bill of Material Relation
We created (in Extended Learning Module C) the Bill of Material relation to eliminate the many-to-many relationship between the Concrete Type and Raw Material relations
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18. Creating the Bill of Material Relation
The Bill of Material relation has a primary key composed of two fields (composite primary key):
Concrete Type
Raw Material ID
Composite primary key - consists of the primary key fields from the two intersecting relations
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19. Creating the Bill of Material Relation
Composite primary key
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20. DEFINING RELATIONSHIPS WITHIN SOLOMON’S DATABASE
The final structural task is to define how all the relations relate to each other
That is, link primary and foreign keys
Foreign key - a primary key of one file (relation) that appears in another file (relation)
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21. Primary and Foreign Key Logical Ties
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22. Defining Relationships between Relations
To create relationships
Click on Database Tools in the menu area and then click on the Relationships button
Make each relation appear on the palette by highlighting each relation name and clicking on Add
Then click on the Close button
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23. Defining Relationships between Relations
Select tables and click on Add
Relationship palette
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24. Defining Relationships between Relations
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25. ENTERING INFORMATION INTO SOLOMON’S DATABASE
To enter information, you simply double-click on the appropriate relation name
Supplier relation structure
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26. Entering Information
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27. Referential Integrity
Referential integrity ensures consistency. For example, that you don’t put a non-existent Supplier ID into the Raw Material relation
The relationships we set up for referential integrity guard against bad information
Integrity constraints – rules that help ensure the quality of the information
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28. Enforcing Referential Integrity
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29. Change the Structure of a Relation
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30. CREATING A SIMPLE QUERY USING ONE RELATION
Query-by-example (QBE) tool - helps you graphically design the answer to a question
Suppose we wanted to see a list of raw materials that shows
Raw Material Name
Supplier ID
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31. Creating a Simple Query Using the Raw Material Relation
Second, select the table, click on Add, and then close the box.
First, click on Create and then Query Design
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32. Creating a Simple Query Using the Raw Material Relation
The result of the query
Drag and drop the appropriate field names and then click on the exclamation point (Run).
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33. Creating a Simple Query with a Condition
Set the condition here
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34. CREATING AN ADVANCED QUERY USING MORE THAN ONE RELATION
Suppose we want a query that shows
All order numbers
Date of orders
Where the goods were delivered
The contact person
The truck involved in each delivery
The truck driver in each delivery
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35. Steps to Create an Advanced Query
Click on Create in the menu area and then Query Design
In the Show Table dialog box
Select and Add the relation names
Close the Show Table dialog box
Tables linked appear are joined by lines with
1 beside the table with the primary key
The infinity sign by the table with the foreign key
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36. Steps to Create an Advanced Query
Drag and drop the fields that you want from the appropriate relation into the QBE grid in the order that you want
Click on the exclamation point (Run) in the button bar to see the results of the query
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37. Steps to Create an Advanced Query
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38. Steps to Create an Advanced Query
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39. Steps to Create an Advanced Query
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40. GENERATING A SIMPLE REPORT
Click on Create in the menu area and then the Report Wizard button
Choose tables and/or queries: Lets you choose which table/query you want
Choose fields: Lets you choose the fields you want
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41. Grouping, Sorting, Layout of Report
Grouping: Lets you specify grouping of information (we chose the default)
Sorting: Allows you to specify sorting (we chose the default)
Layout and orientation: Allows you to select layout and page orientation (we chose the default)
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42. Style and Header of Report
Style: Allows you to choose from among predefined report styles (we chose the default)
Report header: Allows us to enter a title for the report.
The Report: Shows all customers and phone numbers.
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43. Choose Table/Query and Fields
2. Choose tables and/or queries
1. Start to create a report
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44. Choose Table/Query and Fields
4. Grouping
3. Choose fields
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45. Grouping, Sorting, Layout, Style, and Title
6. Layout and orientation
5. Sorting
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46. Grouping, Sorting, Layout, Style, and Title
8. Report Header
7. Style
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47. Grouping, Sorting, Layout, Style, and Title
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48. REPORT WITH GROUPING, SORTING, AND TOTALS
Say we want to create the Supply Chain Management report from Extended Learning Module C
First, create a query
Then, put the query into the report generator
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49. Steps for Creating a Report with Grouping, Sorting, and Totals
Click on Create in the menu area and click on the Report Wizard button
Choose tables/queries: Query: Supply Chain Query
Choose fields: Select all fields by clicking on the double greater-than sign (>>)
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50. Specify Table/Query Fields
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51. Grouping and Sorting Information
Top-level grouping: Allows you to choose ordering. Since we created a query, Access has defaulted to the first field
Further grouping: Lets you specify groups within the top grouping of Concrete Type, but we don’t want any further grouping
Sorting: Next we have a chance to sort our information
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52. Steps for Grouping Information
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53. Steps for Sorting Information
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54. Totaling Information in a Report
Totaling: The sorting screen also has a Summary Options button
Within Summary Options you can choose what type of summary you want
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55. Totaling Information in a Report
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56. Formatting the Report
Overall structure of report: Allows you to choose the layout and orientation
Style of report: Allows you to choose a style
Report heading: Allows you to enter the title that will appear on the report, then click on Finish
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57. Formatting the Report
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58. The Report The Report: Shows the information from the wizard steps
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59. Refining the Report
Steps to adjust the report to make it aesthetically pleasing
Open the report in Design View with the triangle button
Adjust the boxes to the desired size
Delete unwanted entries
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60. Click on Design View to see the report in design format
Refining the Report
Click on Design View to see the report in design format
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61. Adjusting the Page Header
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62. Adjusting the Concrete Type Header
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63. Adjusting the Detail Section
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64. Adjusting the Concrete Type Footer
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65. The Completed Report
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66. CREATING A DATA INPUT FORM
Select the Order table
Click on Create and then Form
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67. Choose Table/Query
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68. Final Input Form
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