1. 06/06/06 Microsoft Access The Basics

2. 06/06/06 The Instructors Allyson Mower, Digital Initiatives, 581-5263, amower@lib.med.utah.edu Alice Weber, Collection Development, 587-9247, aweber@lib.med.utah.edu Joan Gregory, Technical Services, 581-5269, joang@lib.med.utah.edu

3. 06/06/06 Your Expectations/Experience?

4. 06/06/06 Class Objectives To learn when to use MS Access To learn how to use MS Access Toolbars Views Data entry and editing To create usable databases of your own Using templates and wizards Using basic queries and reports

5. 06/06/06 Definitions MS Access - software used for creating databases Quickly Accurately Using wizards and templates developed to maintain the integrity of your data Data are just information Database Collection of data Related to a particular topic or project

6. 06/06/06 Data Integrity Data must be accurate. Data are RELATED to other data in your database (e.g., library patron is related to the book(s) that s/he has checked out). Maintaining the INTEGRITY of the relationship between different pieces of data is very important. Example of compromised integrity: sending an overdue notice to the wrong library patron

7. 06/06/06 MS Access vs. MS Excel MS Excel spreadsheet flat database all information has a one-to-one relationship MS Access like multiple spreadsheets that are connected to one another one-to-many relationships many-to-many relationships

8. 06/06/06 Examples Printed Phone Directory (White Pages) Flat database: One-to-one relationships Library Catalog Relational database: Many-to-many relationships Library patrons check out many books. Books are checked out by many patrons. University Class Schedule Students have many professors. Professors have many students. Classes can be held in many classrooms.

9. 06/06/06 MS Access vs. MS Excel The choice is simple: IF you have only one-to-one relationships, you need to use MS Excel. IF you have one-to-many or many-to- many relationships, you need to use MS Access.

10. 06/06/06 Questions

11. 06/06/06 Now for the Hands-On Practice! MS Access Tutorial