© 2002 by Prentice Hall 1

Database Processing with Microsoft Access

David

M.

Kro

enke

Database Concepts 1e Appendix

A

© 2002 by Prentice Hall 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

© 2002 by Prentice Hall 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

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Create the E-R Diagram (no help from the DBMS)

Category

Description

ItemNumber

ITEM

Phone

Address

SuppID

SUPPLIER

Comment

Date

OrdNumber

ORDER

1:N N:M | | 0 0

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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

© 2002 by Prentice Hall 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

1:N

| 0

0

Quantity

OrdNumber

ItemNumber

ORD_ITEM

0

N:1

|

|

© 2002 by Prentice Hall 7

Create the Data Dictionary (no help from the DBMS): ITEM TABLE

Category

SuppID

Description

ItemNumber

Text(5)

Long Integer

Text(30)

Autonumber

ITEM

Foreign Key refers to SUPPLIER

Not Null

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Create the Data Dictionary (no help from the DBMS): ORDER TABLE

MemoComment

Date/TimeDate

Not NullAutonumberOrdNumber

ORDER

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Create the Data Dictionary (no help from the DBMS): SUPPLIER TABLE

Text(12)Phone

Text(30)Address

Not NullAutonumberSuppID

SUPPLIER

© 2002 by Prentice Hall 10

Create the Data Dictionary (no help from the DBMS): ORD_ITEM TABLE

Quantity

OrdNumber

ItemNumber

Long Integer

Long Integer

Long Integer

ORD_ITEM

Not Null, Foreign Key refers to ORDER

Not Null, Foreign Key refers to ITEM

© 2002 by Prentice Hall 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.

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Creating a Table with Microsoft Access

Double-Click the “Create table in Design view” Option

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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

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Table Define View Microsoft Access

Primary Key Button

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Close the Table Design View and Save

• To save the table, simply close the design view window and type a name for the table.

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Microsoft Access Saving the Table

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Creating the Remaining Tables

• Following the above procedure for the remaining tables

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Defining a Composite Primary Key

All fields defining the Primary Key are highlightedBefore clicking the Primary KeyButton

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Informing the DBMS of the Foreign Key Constraints

• The DBMS must be informed regarding what Primary Key is mapped to what Foreign Key.

• This defines the database’s Referential Integrity

© 2002 by Prentice Hall 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– dragging to the Foreign Key– and dropping on the Foreign Key

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Relationships View

Click to enter the Relationships View

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Select the Tables to be Included

Add each table to the Relationships View Window by highlighting and clicking the Add button

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Arrange Tables in Relationships View

Click and Drag to arrange the tables to avoid crossing relationship lines.

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Creating a Relationship

Table Names

Field Names

Enforce ReferentialIntegrity = Checked

Define Cascading Rules

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The Resulting Relationship

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Create the Remaining Relationships

• Drag the Primary Key Field and Drop on the Foreign Key field and enforce referential integrity for each remaining relationship

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The Final Relationships View Window

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Creating Queries

Click the Queries Tab

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Creating a Query in the Design View

Double-Click“Create query in Design view”

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Defining the Query

Sorting and Specifying Search Criteria

Drag & Drop Fields to Display

Click to Show results

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Changing the View to see the SQL Statement

Dropdown ButtonClick SQL View

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The SQL View of the Query

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Action Queries

Dropdown ButtonChoose Action type

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Forms

A form a graphical display for adding, updating, viewing, and deleting data from one or more tables

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Creating a Form

Click to Create a Form

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Create Form using the Form Wizard

Double-Click to Launch the Form Wizard

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Choosing the Table/Query and Fields to Include

Select the Tableor Query

Select the Field(s)to include on the Form

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Select the Form Style and Colors

A finished form

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Creating a Report

Click to Create a Report

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Create a Report using the Report Wizard

Click to Create a Report using the Report Wizard

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Choosing the Table/Query and Fields to Include

Select the Fields toInclude in the Report

Select the Table or Querythat provides information for the Report

© 2002 by Prentice Hall 42

Select the Report Style and Colors

A finished Report

© 2002 by Prentice Hall 43

Database Processing with Microsoft Access

David

M.

Kro

enke

Database Concepts 1e Appendix

A