2. Chapter 4: Organizing and Manipulating the Data in Databases
Introduction
Creating Database Tables in Microsoft Access
Entering Data In Database Tables
Extracting Data From Databases: Data Manipulation Languages
Recent Database Advances and Data Warehouses

3. Creating Database Tables in Microsoft Access
Database Management Systems
An Introduction to Microsoft Access
Creating Database Tables
Creating Relationships

4. Database Management Systems (DBMS)
Overview
Not a database
Separate software system
Functions
Enables users to utilize database information more efficiently
Examples
Access, SQL Server, mySQL, Oracle, DB2

5. Introduction to Microsoft Access
A popular relational DBMS
Used by many businesses and individuals
Used for small database applications

6. Microsoft Access – Opening Screen

7. Creating Database Tables – Defining Record Format
Field Name
Names assigned to the data fields
Data Type
Specified for each data field
Identifies how to store the data – field properties
Description
Optional field
Defines record structures

8. Creating Database Tables – Opening Screen

9. Creating Database Tables – Record Format

10. Creating Relationships
Purpose
Link tables together
Enable users to create multi-table reports
Steps in Creating Relationships
Select tables
Link the tables

11. Creating Database Relationships – Linking Tables

12. Creating Relationships – Multitable Relationships

13. Creating Records
Utilize datasheet view to input data

14. Ensuring Valid and Accurate Data Entry
Data Definition Language (DDL)
Enables users to define record structure
Define individual fields of each record

15. Tools for Data Validation
Proper Data Types for Fields
Input Masks
Limit data to specific formats
Default Values
Data fields of new records

16. Tools for Data Validation
Drop-Down Lists
Validation Rules
Create rules than limit range of values that may be entered
Referential Integrity
Deleting of information disallowed when it would disrupt references

17. Drop-Down List Example

18. Validation Rule Example

19. Creating Referential Integrity

20. Study Break #1 All of the following are examples of DBMSs except:
Access
Oracle
DB2
SQL

21. Study Break #1 - Answer
All of the following are examples of DBMSs except:
Access
Oracle
DB2
SQL

22. Study Break #2 An example of a validation rule is:
An input value must be an integer
An input value must also have a default value
An input value must be between 0 and 40
You cannot delete parent records that have child records associated with them

23. Study Break #2 - Answer An example of a validation rule is:
An input value must be an integer
An input value must also have a default value
An input value must be between 0 and 40
You cannot delete parent records that have child records associated with them

24. Tips for Creating Database Tables and Records
Design first
Create tables and records last
Name tables systematically
Use conventional tbl prefixes
Use mnemonic names for data fields
Assign correct data types to data fields

25. Tips for Creating Database Tables and Records
Data fields that link tables must be the same data type
Limit the size of text data fields to reasonable lengths
Use input masks

26. Extracting Data From Databases
Schema
All information in a database
All relationships of the tables
Map of entire database
Subschema
Subset of the schema

27. Creating Select Queries
Create customized subschemas
Dynaset
Dynamic subset of a database
Created by queries
Data Manipulation Language (DML)

28. Query Example

29. Creating Select Queries
One-Table Select Queries
Creates a dynaset
Based on:
Criteria determining which records to include
Criteria determining which fields to include from those records
Single or Multiple Criteria

30. Select Query Example

31. Multi-Table Select Query Example

32. Multi-Table Select Query Example

33. Creating Action Queries
Delete queries
Append queries
Sum a column
Update queries
Make-table queries

34. Query Wizard Queries Simple query Wizard Crosstab queries
Find-Duplicates queries
Find-unmatched queries

35. Query Wizard Screen

36. Guidelines for Creating Queries
Spell accurately and be case sensitive
Specify AND and OR operations correctly
Tables must be joined properly
Name queries systematically
Choose data fields selectively

37. Extracting Data From Databases
Structured Query Language (SQL)
Example of SQL Instructions

38. Extracting Data From Databases
Online Analytical Processing (OLAP)
Complex, multidimensional data analysis
Pivot tables
Data Mining
Utilize a set of data analysis and statistical tools
Identify relationships, patterns, or trends

39. Cloud Computing Form of Internet-based Computing
Software provided through the Internet
Processing occurs on a Web of computers
Expands IT capabilities
Database-As-A-Service (DAAS)
Outsourcing of databases
Backup Services

40. Data Warehouses Pools of data from separate applications
Characteristics
Free of errors
Defined uniformly
Span longer timeframe than transaction systems
Optimized data relationships