1. What is Access?

2. “Copyright and Terms of Service Copyright © Texas Education Agency. The materials found on this website are copyrighted © and trademarked ™ as the property of the Texas Education Agency and may not be reproduced without the express written permission of the Texas Education Agency, except under the following conditions: 1)Texas public school districts, charter schools, and Education Service Centers may reproduce and use copies of the Materials and Related Materials for the districts’ and schools’ educational use without obtaining permission from the Texas Education Agency; 2) Residents of the state of Texas may reproduce and use copies of the Materials and Related Materials for individual personal use only without obtaining written permission of the Texas Education Agency; 3) Any portion reproduced must be reproduced in its entirety and remain unedited, unaltered and unchanged in any way; 4) No monetary charge can be made for the reproduced materials or any document containing them; however, a reasonable charge to cover only the cost of reproduction and distribution may be charged. Private entities or persons located in Texas that are not Texas public school districts or Texas charter schools or any entity, whether public or private, educational or non- educational, located outside the state of Texas MUST obtain written approval from the Texas Education Agency and will be required to enter into a license agreement that may involve the payment of a licensing fee or a royalty fee. Copyright © Texas Education Agency, 2011. All rights reserved.2

3. 33 After completing this we will be able to navigate through a database and comfortably learn how to learn to plan and create a new database using a table object. Performance Expectation

4. Copyright © Texas Education Agency, 2011. All rights reserved.44 What is Access? An Office product that allows the user to create relational databases that have tables of data. It a personal computer database management system. Data can be created and shared in Access with other MS Office applications.

5. Copyright © Texas Education Agency, 2011. All rights reserved.55

6. 66 What is a Database? An organized collection of information about a subject. Can you think of some examples of a database? Examples: Telephone Book, Personal Music Collection, Customer Files, etc.

7. Copyright © Texas Education Agency, 2011. All rights reserved.77 What is a Database? (continued) Why do you believe that these maybe considered a database? Each file (record) may includes but not limited to a name, address, city, state, etc. about an individual.

8. Copyright © Texas Education Agency, 2011. All rights reserved.8 Sample Record Sue Ann Langley Sophomore 3/31/98 9999 Smith Ave, Anytown, USA 11111 (555) 555-5555 8

9. Copyright © Texas Education Agency, 2011. All rights reserved.99 Sample Database with Objects

10. Copyright © Texas Education Agency, 2011. All rights reserved.10 What is a Database Management System (DBMS)? A DBMS includes database information and the tools to use the database. In a DBMS you are able to: −Input −Edit −Verify −Sort −Find −Analyze and much more.

11. Copyright © Texas Education Agency, 2011. All rights reserved.11 Why DBMS are important? Reasons why… −Customers records are able to be located in a timely manner. −Provide users with an abstract view of the data. −Describes what data are stored −Describes parts of the database that are relevant to each user. Planning a Database −Other means and factors must be discussed. −Video: Planning an Access DatabasePlanning an Access Database

12. Copyright © Texas Education Agency, 2011. All rights reserved.12 Displaying Information When data is stored in an order that is easily categorized, a user can sort by ascending and descending order. Therefore, retrieving data, by date, name, or ID can be found in a timely manner. There are four common objects used with a database tables, queries, forms, reports. 12

13. Copyright © Texas Education Agency, 2011. All rights reserved.13 Access Maintains All the tools required for a database Access has it, unlike other database software programs. −File Extensions.accdb for mat files (Access 2007).mbd (Access 2003 or earlier formats) Window Objects −Tables: the only object in an database that contains data. −Forms: primarily used to enter and edit data, it acts as a window into the data in one or more tables −Query: displays specific data from tables based on a criteria you request. −Report: a professional print-out that can be used from the data inputted from the database.

14. Copyright © Texas Education Agency, 2011. All rights reserved.14 Records in a Database Record: a set of information that belongs together, such as a customer’s name, address and contact information, or other details. Field: clarified in access is a column, contains a specific piece of data for each record. Field name: when creating a table you will need to create unique names to categorize parts of the record. Data Type: specifying what kind of data can be stored into the field (text, number, date, etc.). Database Design Basics 14

15. Copyright © Texas Education Agency, 2011. All rights reserved.15 Entering Records 15 FieldData to be entered LastNameLangley FirstNameSue Ann ClassificationSophomore Birthday03/31.98 Address9999 Smith Ave CityAnytown StateUSA Zip11111 PhoneNumber(555) 555-5555

16. Copyright © Texas Education Agency, 2011. All rights reserved.16 Recap A database management system (DBMS) is designed to manage a large body of information. Management involves both defining structures for storing information and providing mechanisms for manipulating the information. The DBMS must be a secured and protected system.