Access 2007Database

Application

Managing Business Information Effectively

BCIS 1 and 2

What do you know about Access

Access

What is a database? (DB) Organized collection

of facts or data about a subject

A way to organize vast amounts of data

Access 2007 is a database management system

Access 07 provides functions to store, search, filter, query, and report data in a DB

Data management can be done manually with index cards, files, folders

Access is an electronic file cabinet

Database

Define Field Record Table Data Datasheet Database File Sort Primary Key

Query Report Database Object Form Design View Datasheet View Form View

Database Terms Field – a category or type of information

Ex: first name; last name; address; city, state A field name can be up to 64 characters

including spaces.  Data - Distinct pieces of information,

usually formatted in a special way. Database - Often abbreviated DB. A

collection of information organized in such a way that a computer program can quickly select desired pieces of data. You can think of a database as an electronic filing system.

Database Terms Database objects are tools that are

created to store, maintain, search, analyze, and report data. (Ex: table, form, query)

Table appears in spreadsheet format. Each row in the table represents a record.

Tables are referred to as datasheets. Fields are items of data that make up a

record. (each field has a field name) A table can have up to 255 fields. Field content is specific data in a field.

Database Terms When designing a DB you should create at

least one field in each table that provides a unique code or number to identify each record. This is a primary key.

Forms are used to display one record at a time and can contain fields from several different tables. It is easier & more accurate to update data using the form.

Queries are a structured way to tell Access to search the records and retrieve data that meets certain criteria from one to more DB tables.

Database Terms Reports display information retrieved

from databases.

Relational Database Management System Data is divided into separate, subject-based

tables that you can bring together in reports.

Link data in the 2 tables together by customer number & create reports with information from both tables.

Prevents data redundancy (repeating data)

Names & Addresses Sales Info

What is a Relational Database?

Ribbon of Tabs

NavigationPane Work Pane

Status Bar displays current view in work pane

Golf Member Table

Close Button

Fields and Records

Records

Fields are columns (up & down)--Records are rows (left & right)

Create a new table in Design View

Creating Fields in Design View

Friends Table – Home Tab

Form

Field Types Text Memo Number Date/Time Currency

AutoNumber Yes/No Ole Object Hyperlink Attachment Lookup Wizard

Design View Data Type

Input Mask for Zip Code

1 – Click on phone2 – Click on Input Mast at the bottom under General Tab3 – Click next4 – Follow prompts but read selections.5 – Be sure to select data symbols

Lookup Wizard for City Name

Look-up Wizard

Create a Report Using the Wizard

Create a Report Using the Wizard

Real world examples of database applications Credit Cards You are a customer in your favorite Dept.

Store. Your favorite CDs or DVDs Data in a school Address Book on your email account

What have you learned?