1. MS ACCESS How and Why Second Semester First Quarter Project One

2. Getting Set-up Go to Start Programs Find MS Access –Purple Key –May be in MSOffice Right click to open short menu

3. Put MSACCESS on Desktop Choose “Send to” Choose “Desktop (create shortcut) Go to the Desktop

4. Put icon on task bar Left click MSAccess icon and hold This makes a copy of the icon Drag the icon down to the task bar Release the left button The icon is now on the task bar

5. Old Methods of Data Storage… Store information on paper –Notecards –File folders –Sheets (scraps) of paper –Rolodex™ –Post-it Notes™ Organize information by –Shuffling papers –Sorting through a dozen file folders –Panicking

6. Why Use a Database? Organize information –Create a database for your information –Use forms for data entry –Use queries to get information –Use tables to store information –Use relationships to connect information Add time to set-up Reduce time (energy, panic) and duplication Increase availability of data –Multiple reports, charts, forms, etc. –Multiple users at multiple sites—networking or e-mail Increase security—control access to different levels of data base

7. Database Database--collection of information that's related to a particular subject or purpose, such as tracking customer orders or maintaining a music collection. –Made of tables, forms, queries, etc.

8. Table Table--a collection of data about a specific topic –Use a separate table for each topic: you store that data only once –Set of one type of data All the demographics of students in a class All the grades for students in a class All the videos in a collection –results in a more efficient database and fewer data-entry errors.

9. Table Tables organize data into columns (called fields) –name, address, phone # rows (called records) –Record: above info for one person Similar to a spreadsheet but without the letter/number headings

10. Forms Form--type of a database object primarily (most often) used to enter or display data in a database. Less often as a switchboard that opens other forms and reports in the database Or as a custom dialog box that accepts user input and carries out an action based on the input.

11. Sample Data Entry Form

12. Sample Table with related form

13. Making a Report Use wizard to choose desired fields Can be from several tables

14. Report Present data to others in some organized form May contain information from multiple tables

15. Relationships Relationships—connections between two or more database objects—a form and a table or two tables and a report, etc. –work by matching data in key fields — a field with the same name in both tables. A primary key from one table, which provides a unique identifier for each record A matching foreign key in the other table.

16. Queries Query--used to view, change, and analyze data in different ways. You can also use them as a source of records for forms, reports, and data access pages. There are many kinds: – Select Parameter Crosstab –Action SQL –You’ll learn about them later!

17. Vocabulary on Quiz Database Table Form Field Record Query Relationship Report Keys – Primary in original table – Foreign in related table Demographics

18. Download files from Text Site Go to SC Site: http://www.scsite.com/off2000/default.cfm http://www.scsite.com/off2000/default.cfm Find: Advanced Data Disk Files Access 2000 Data Disk Access 2000 Data Disk Click on that and choose Save Create a folder on your drive names “AccessFiles” Save the Access files into your new folder When the download is finished, click Open Unzip the files INTO YOUR NEW FOLDER