1. Database Processing with Microsoft Access Appendix DAVID M. KROENKE’S DATABASE CONCEPTS, 2 nd Edition

2. DAVID M. KROENKE’S DATABASE CONCEPTS, 2nd Edition © 2005 Pearson Prentice Hall Appendix-2 Chapter Objectives Learn how to use Microsoft Access to: –Create tables –Create relationships –Create queries using the query design tool –Create basic forms –Create forms with lookup combo boxes –Create basic reports –Create parameterized reports

3. DAVID M. KROENKE’S DATABASE CONCEPTS, 2nd Edition © 2005 Pearson Prentice Hall Appendix-3 Creating the Database Design Before you begin using Microsoft Access, you must know what to create This entails creating a data model and the corresponding data schema The DBMS will not help you in this process

4. DAVID M. KROENKE’S DATABASE CONCEPTS, 2nd Edition © 2005 Pearson Prentice Hall Appendix-4 Create the E-R Diagram [ No help from the DBMS] Category Description ItemNumber ITEM Phone Address SuppID SUPPLIER Comment Date OrdNumber ORDER 1:NN:M | | 0 0

5. DAVID M. KROENKE’S DATABASE CONCEPTS, 2nd Edition © 2005 Pearson Prentice Hall Appendix-5 Database Schema A database schema is a design of database tables, relationships, and constraints Schemas are developed by analyzing user requirements such as forms, queries, and reports, and then constructing a data model

6. DAVID M. KROENKE’S DATABASE CONCEPTS, 2nd Edition © 2005 Pearson Prentice Hall Appendix-6 Create the Schema Design [No help from the DBMS] SuppID (FK) Category Description ItemNumber ITEM Phone Address SuppID SUPPLIER Comment Date OrdNumber ORDER 1:N | 0 0 Quantity OrdNumber ItemNumber ORD_ITEM 0 N:1 | |

7. DAVID M. KROENKE’S DATABASE CONCEPTS, 2nd Edition © 2005 Pearson Prentice Hall Appendix-7 Create the Data Dictionary [no help from the DBMS] Category SuppID Description ItemNumber Text(5) Long Integer Text(30) Autonumber ITEM Foreign Key refers to SUPPLIER Not Null ITEM Table:

8. DAVID M. KROENKE’S DATABASE CONCEPTS, 2nd Edition © 2005 Pearson Prentice Hall Appendix-8 Create the Data Dictionary [no help from the DBMS] MemoComment Date/TimeDate Not NullAutonumberOrdNumber ORDER ORDER Table:

9. DAVID M. KROENKE’S DATABASE CONCEPTS, 2nd Edition © 2005 Pearson Prentice Hall Appendix-9 Create the Data Dictionary [no help from the DBMS] Text(12)Phone Text(30)Address Not NullAutonumberSuppID SUPPLIER SUPPLIER Table:

10. DAVID M. KROENKE’S DATABASE CONCEPTS, 2nd Edition © 2005 Pearson Prentice Hall Appendix-10 Create the Data Dictionary [no help from the DBMS] Quantity OrdNumber ItemNumber Long Integer ORD_ITEM Not Null, Foreign Key refers to ORDER Not Null, Foreign Key refers to ITEM ORD_ITEM Table:

11. DAVID M. KROENKE’S DATABASE CONCEPTS, 2nd Edition © 2005 Pearson Prentice Hall Appendix-11 Enter the DBMS Now that the tables and relationships have been conceptually defined, the DBMS may be used to actually create the database objects

12. DAVID M. KROENKE’S DATABASE CONCEPTS, 2nd Edition © 2005 Pearson Prentice Hall Appendix-12 Creating a Table with Microsoft Access Double-Click the “Create table in Design view” Option

13. DAVID M. KROENKE’S DATABASE CONCEPTS, 2nd Edition © 2005 Pearson Prentice Hall Appendix-13 Entering Field Characteristics Enter the Field Name, Data Type, and Description (optional) for each field Click and Drag to include all Fields that are part of the Primary Key With all fields making up the Primary Key highlighted, click the Primary Key Button

14. DAVID M. KROENKE’S DATABASE CONCEPTS, 2nd Edition © 2005 Pearson Prentice Hall Appendix-14 Microsoft Access Table Define View Primary Key Button

15. DAVID M. KROENKE’S DATABASE CONCEPTS, 2nd Edition © 2005 Pearson Prentice Hall Appendix-15 Close the Table Design View and Save To save the table, simply close the design view window and type a name for the table

16. DAVID M. KROENKE’S DATABASE CONCEPTS, 2nd Edition © 2005 Pearson Prentice Hall Appendix-16 Microsoft Access Saving the Table

17. DAVID M. KROENKE’S DATABASE CONCEPTS, 2nd Edition © 2005 Pearson Prentice Hall Appendix-17 Creating the Remaining Tables Follow the above procedure for the remaining tables

18. DAVID M. KROENKE’S DATABASE CONCEPTS, 2nd Edition © 2005 Pearson Prentice Hall Appendix-18 Defining a Composite Primary Key All fields defining the Primary Key are highlighted before clicking the Primary Key Button

19. DAVID M. KROENKE’S DATABASE CONCEPTS, 2nd Edition © 2005 Pearson Prentice Hall Appendix-19 Informing the DBMS of the Foreign Key Constraints The DBMS must be informed about what Primary Key is mapped to what Foreign Key. This defines the database’s Referential Integrity

20. DAVID M. KROENKE’S DATABASE CONCEPTS, 2nd Edition © 2005 Pearson Prentice Hall Appendix-20 Microsoft Access: Relationships View Within Microsoft Access the referential integrity constraints are defined in the Relationship View Window by: – clicking on the Primary Key, then – dragging it to the Foreign Key, and – dropping it on the Foreign Key

21. DAVID M. KROENKE’S DATABASE CONCEPTS, 2nd Edition © 2005 Pearson Prentice Hall Appendix-21 Relationships View Click to enter the Relationships View

22. DAVID M. KROENKE’S DATABASE CONCEPTS, 2nd Edition © 2005 Pearson Prentice Hall Appendix-22 Select the Tables to be Included Add each table to the Relationships View Window by highlighting the table name and clicking the Add button

23. DAVID M. KROENKE’S DATABASE CONCEPTS, 2nd Edition © 2005 Pearson Prentice Hall Appendix-23 Arrange Tables in Relationships View Click and Drag to arrange the tables to avoid crossing relationship lines.

24. DAVID M. KROENKE’S DATABASE CONCEPTS, 2nd Edition © 2005 Pearson Prentice Hall Appendix-24 Creating a Relationship Table Names Field Names Enforce Referential Integrity = Checked Define Cascading Rules

25. DAVID M. KROENKE’S DATABASE CONCEPTS, 2nd Edition © 2005 Pearson Prentice Hall Appendix-25 The Resulting Relationship

26. DAVID M. KROENKE’S DATABASE CONCEPTS, 2nd Edition © 2005 Pearson Prentice Hall Appendix-26 Create the Remaining Relationships Drag each Primary Key Field and drop on the appropriate Foreign Key field to create the remaining relationships Enforce referential integrity for each remaining relationship

27. DAVID M. KROENKE’S DATABASE CONCEPTS, 2nd Edition © 2005 Pearson Prentice Hall Appendix-27 The Final Relationships View Window

28. DAVID M. KROENKE’S DATABASE CONCEPTS, 2nd Edition © 2005 Pearson Prentice Hall Appendix-28 Creating Queries Click the Queries Tab

29. DAVID M. KROENKE’S DATABASE CONCEPTS, 2nd Edition © 2005 Pearson Prentice Hall Appendix-29 Creating a Query in Design View Double-Click “Create query in Design view”

30. DAVID M. KROENKE’S DATABASE CONCEPTS, 2nd Edition © 2005 Pearson Prentice Hall Appendix-30 Defining the Query Sorting and Specifying Search Criteria Drag & Drop Fields to Display Click to Show results

31. DAVID M. KROENKE’S DATABASE CONCEPTS, 2nd Edition © 2005 Pearson Prentice Hall Appendix-31 Changing the View to see the SQL Statement Dropdown Button Click SQL View

32. DAVID M. KROENKE’S DATABASE CONCEPTS, 2nd Edition © 2005 Pearson Prentice Hall Appendix-32 The SQL View of the Query

33. DAVID M. KROENKE’S DATABASE CONCEPTS, 2nd Edition © 2005 Pearson Prentice Hall Appendix-33 Action Queries Dropdown Button Choose Action type

34. DAVID M. KROENKE’S DATABASE CONCEPTS, 2nd Edition © 2005 Pearson Prentice Hall Appendix-34 Forms A form a graphical display for adding, updating, viewing, and deleting data from one or more tables

35. DAVID M. KROENKE’S DATABASE CONCEPTS, 2nd Edition © 2005 Pearson Prentice Hall Appendix-35 Creating a Form Click to Create a Form

36. DAVID M. KROENKE’S DATABASE CONCEPTS, 2nd Edition © 2005 Pearson Prentice Hall Appendix-36 Create Form using the Form Wizard Double-Click to Launch the Form Wizard

37. DAVID M. KROENKE’S DATABASE CONCEPTS, 2nd Edition © 2005 Pearson Prentice Hall Appendix-37 Choosing the Table/Query and Fields to Include Select the Table or Query on which to base the Form Select the Field(s) to include on the Form

38. DAVID M. KROENKE’S DATABASE CONCEPTS, 2nd Edition © 2005 Pearson Prentice Hall Appendix-38 Select the Form Style and Colors A finished form

39. DAVID M. KROENKE’S DATABASE CONCEPTS, 2nd Edition © 2005 Pearson Prentice Hall Appendix-39 Creating a Report Click to Create a Report

40. DAVID M. KROENKE’S DATABASE CONCEPTS, 2nd Edition © 2005 Pearson Prentice Hall Appendix-40 Create a Report using the Report Wizard Click to Create a Report using the Report Wizard

41. DAVID M. KROENKE’S DATABASE CONCEPTS, 2nd Edition © 2005 Pearson Prentice Hall Appendix-41 Choosing the Table/Query and Fields to Include Select the Fields to Include in the Report Select the Table or Query that provides information for the Report

42. DAVID M. KROENKE’S DATABASE CONCEPTS, 2nd Edition © 2005 Pearson Prentice Hall Appendix-42 Select the Report Style and Colors A finished report

43. Database Processing with Microsoft Access End of Presentation on Appendix DAVID M. KROENKE’S DATABASE CONCEPTS, 2 nd Edition