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Slide 1 FastFacts Feature Presentation September 26, 2011 We are using audio during this session, so please dial in to our conference line… Phone number:

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Presentation on theme: "Slide 1 FastFacts Feature Presentation September 26, 2011 We are using audio during this session, so please dial in to our conference line… Phone number:"— Presentation transcript:

1 Slide 1 FastFacts Feature Presentation September 26, 2011 We are using audio during this session, so please dial in to our conference line… Phone number: 888-651-5908 Participant code: 182500 © 2011 The Johns Hopkins University. All rights reserved.

2 Slide 2 Todays Topic Well be taking a look at… Microsoft Access Fundamentals

3 Slide 3 Todays Presenter Heather Coburn Trainer, System Source

4 Slide 4 Session Segments Presentation Heather will review some of the key components of Microsoft Access. During Heathers presentation, your phone will be muted. Q&A After the presentation, well hold a Q&A session. Well open up the phone lines, and youll be able to ask questions. Heather will answer as many of your questions as time allows.

5 Slide 5 Contact Us If you would like to submit a question during the presentation or if youre having technical difficulties, you can email us at: fastfacts@jhu.edu fastfacts@jhu.edu You can also send us an instant message! GoogleTalk – HopkinsFastFacts@gmail.comHopkinsFastFacts@gmail.com AOL Instant Messenger – HopkinsFastFacts MSN – FastFacts@jhu.edu

6 Slide 6 Survey At the end of this FastFacts session, well ask you to complete a short survey. Your honest comments will help us to enhance and improve future FastFacts sessions.

7 Slide 7 Microsoft Access Fundamentals

8 Slide 8 Agenda During this session, well be taking a look at the following topics: What is Access What is a table How do I properly set up a table?

9 Slide 9 What is Access? A database tool Database A collection of data or information

10 Slide 10 Why Do I Need a Database? Used for gathering/understanding all information; whatever youre tracking. Provides a convenient way to enter, navigate and report. One stop shop!

11 Slide 11 Database Terminology Data value – an item of data Record – all of the data values that apply to a specific item listed in the table Field – a specific type of data that applies to each item listed in the table Table – a collection of records Employee IDFirst NameLast NameTitleExtensionWork PhoneOffice Location 1SamFinnPresident2345(410) 987-6543Baltimore 2HannahWilsonVP, Marketing7654(202) 654-7654Washington 3AmySmithHR Manager345(412) 678-5432Pittsburgh 4LarryMooreAccountant2345(212) 567-7632New York

12 Slide 12 What is a Table? Tables are the backbone of a database Tables are the storage containers of the data entered into the database If the tables are not set up correctly with the correct relationships, the rest of the database will not work correctly

13 Slide 13 8 Steps to Set Up a Database 1.Purpose of database 2.Review existing data 3.Preliminary list of fields 4.Group fields into tables 5.Normalize data 6.Determine primary and foreign keys 7.Determine relationship type 8.Enter some sample data

14 Slide 14 Step 1: Purpose of database Why are you building the database What will be included What will not be included

15 Slide 15 Step 2: Review Existing Data Do you have data in an old database Do you have data in excel Do you have data on paper in filing cabinets Consider business rules or changes

16 Slide 16 Step 3: Preliminary List of Fields Fields should be raw data, not calculated values Reverse engineer from reports you know you will need

17 Slide 17 Step 4: Group Field into Tables Each table should cover one specific topic Dont worry about having too many tables

18 Slide 18 Step 5: Normalize Data Make sure fields are smallest possible meaningful value No repeating groups of fields

19 Slide 19 Step 6: Determine Primary/ Foreign Keys Primary key is a unique identifier for each record in a table Each table should have a primary key Foreign key is a field used for linking purposes that is not a primary key

20 Slide 20 Step 7: Determine Relationship Type One to one relationship One many relationship

21 Slide 21 Step 8: Enter some sample data Enter a handful of records to test your table Better to find a problem now than in the future Do this yourself!

22 Slide 22 Presentation/Demonstration

23 Slide 23 Were going to open the phone lines now! There will be a slight pause, and then a recorded voice will provide instructions on how to ask questions over this conference call line. Well be answering questions in the order that we receive them. Well also be answering the questions that were emailed to us during the presentation. If theres a question that we cant answer, well do some research after this session, and then email the answer to all participants. Q&A

24 Slide 24 Thank You! Thank you for participating! We would love to hear from you. Are there certain topics that you would like us to cover in future FastFacts sessions? Would you like to be a FastFacts presenter? Please email us at: fastfacts@jhu.edu

25 Slide 25 Survey Before we close, please take the time to complete a short survey. Your feedback will help us as we plan future FastFacts sessions. Click this link to access the survey… http://connect.johnshopkins.edu/fastfactssurvey/ http://connect.johnshopkins.edu/fastfactssurvey/ Thanks again!

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