Access 2007 ® Use Databases
description
Transcript of Access 2007 ® Use Databases
![Page 1: Access 2007 ® Use Databases](https://reader035.fdocuments.net/reader035/viewer/2022062521/5681676a550346895ddc5316/html5/thumbnails/1.jpg)
3 Access 2007®
Use Databases
How can Microsoft Access 2007 help you structure your
database?
![Page 2: Access 2007 ® Use Databases](https://reader035.fdocuments.net/reader035/viewer/2022062521/5681676a550346895ddc5316/html5/thumbnails/2.jpg)
3 Lesson 2: Structure a Database
Access features such as
templates, tables, and
queries can help you to
structure your database,
making it easier to find and
interpret data.
![Page 3: Access 2007 ® Use Databases](https://reader035.fdocuments.net/reader035/viewer/2022062521/5681676a550346895ddc5316/html5/thumbnails/3.jpg)
3 Lesson 2: Structure a Database
• How can I create a database?
• How can I create a table?
• How can Access help my database run more efficiently?
• How is Access a relational database?
• How can the Query Wizard help me create a query?
• What vocabulary words should I review?
________________________________________________________________
View This Presentation to Answer the Following Questions:
![Page 4: Access 2007 ® Use Databases](https://reader035.fdocuments.net/reader035/viewer/2022062521/5681676a550346895ddc5316/html5/thumbnails/4.jpg)
3 Lesson 2: Structure a Database
Database templates include
tables and fields that for
organizing and tracking data,
such as inventory, customer
orders, personal contact
information, and to-do lists.
To create a database, you can search both Access and online to find the appropriate template.
![Page 5: Access 2007 ® Use Databases](https://reader035.fdocuments.net/reader035/viewer/2022062521/5681676a550346895ddc5316/html5/thumbnails/5.jpg)
3 Lesson 2: Structure a Database
If you cannot find
a template to
meet your needs,
you can create
one from blank
database.
You can then design your own tables, forms, and reports.
![Page 6: Access 2007 ® Use Databases](https://reader035.fdocuments.net/reader035/viewer/2022062521/5681676a550346895ddc5316/html5/thumbnails/6.jpg)
3 Lesson 2: Structure a Database
You can add new
tables to any
database.
To create a table, select a template from the dozens Access provides for business and personal
use.
![Page 7: Access 2007 ® Use Databases](https://reader035.fdocuments.net/reader035/viewer/2022062521/5681676a550346895ddc5316/html5/thumbnails/7.jpg)
3 Lesson 2: Structure a Database
In a table, you can change a
field’s property, such as the
number of characters, or
change a field data type, such
as whether it represents
a date/time.
Use Design View to design your own tables.
Every table must have a primary key.
A primary key ensures that each record is unique.
![Page 8: Access 2007 ® Use Databases](https://reader035.fdocuments.net/reader035/viewer/2022062521/5681676a550346895ddc5316/html5/thumbnails/8.jpg)
3 Lesson 2: Structure a Database
The Table Analyzer Wizard
can analyze the
information in a table and
then make changes to
streamline the data.
Access has several tools to help your database run more efficiently.
The Table Analyzer Wizard can ensure addresses are listed consistently and get rid of repeated
listings.
![Page 9: Access 2007 ® Use Databases](https://reader035.fdocuments.net/reader035/viewer/2022062521/5681676a550346895ddc5316/html5/thumbnails/9.jpg)
3 Lesson 2: Structure a Database
With a little patience,
you can change anything
in your tables.
You can add a new field, change the order of the fields, change the field type, and change the field’s caption, or
column heading.
![Page 10: Access 2007 ® Use Databases](https://reader035.fdocuments.net/reader035/viewer/2022062521/5681676a550346895ddc5316/html5/thumbnails/10.jpg)
3 Lesson 2: Structure a Database
The Totals row
function offers a quick
and simple way to
summarize columns of
data in a table to get
totals, averages,
maximums, minimums,
and other calculations.
![Page 11: Access 2007 ® Use Databases](https://reader035.fdocuments.net/reader035/viewer/2022062521/5681676a550346895ddc5316/html5/thumbnails/11.jpg)
3For what sort of everyday tasks can you use Access templates?
Academic Skills Check
Answer:
You can use Access templates for everyday tasks such as
maintaining personal contact information and creating to-do
lists.
Lesson 2: Structure a Database
________________________________________________________________
![Page 12: Access 2007 ® Use Databases](https://reader035.fdocuments.net/reader035/viewer/2022062521/5681676a550346895ddc5316/html5/thumbnails/12.jpg)
3 Lesson 2: Structure a Database
Tech Check
What Access tools can you use to design and analyze tables?
Answer:
You can use Design View to design tables and Table Analyzer
Wizard to analyze tables.
______________________________________________________________
![Page 13: Access 2007 ® Use Databases](https://reader035.fdocuments.net/reader035/viewer/2022062521/5681676a550346895ddc5316/html5/thumbnails/13.jpg)
3 Lesson 2: Structure a Database
Tech Check
What types of changes can you make to fields in a table?
Answer:
The types of changes you can make to fields in a table include
changing the order of the fields, the field type, and the field’s
caption, and adding a new field.
______________________________________________________________
![Page 14: Access 2007 ® Use Databases](https://reader035.fdocuments.net/reader035/viewer/2022062521/5681676a550346895ddc5316/html5/thumbnails/14.jpg)
3 Lesson 2: Structure a Database
Access allows you to set properties for entire tables of data and for individual
fields.
The field properties are shown as a list in a Property Sheet.
![Page 15: Access 2007 ® Use Databases](https://reader035.fdocuments.net/reader035/viewer/2022062521/5681676a550346895ddc5316/html5/thumbnails/15.jpg)
3 Lesson 2: Structure a Database
Use multivalued fields to store more than one answer in a single
field.
A sporting goods store
might categorize knee
pads in both the
skateboarding and
baseball categories.
You can create a Lookup field, which will contain all the
possible data choices for the field.
![Page 16: Access 2007 ® Use Databases](https://reader035.fdocuments.net/reader035/viewer/2022062521/5681676a550346895ddc5316/html5/thumbnails/16.jpg)
3 Lesson 2: Structure a Database
Use an attachment field
to link to database files
and other objects that
might not fit into one
field.
An attachment field helps you present information in its original format, such as
an image, Word document, or spreadsheet.
![Page 17: Access 2007 ® Use Databases](https://reader035.fdocuments.net/reader035/viewer/2022062521/5681676a550346895ddc5316/html5/thumbnails/17.jpg)
3 Lesson 2: Structure a Database
Use an input mask to specify how information will be
formatted.
An input mask can
specify that phone
numbers be keyed with
the area code first.
An input masks keeps users from entering the wrong types of data into certain
fields.
![Page 18: Access 2007 ® Use Databases](https://reader035.fdocuments.net/reader035/viewer/2022062521/5681676a550346895ddc5316/html5/thumbnails/18.jpg)
3 Lesson 2: Structure a Database
A relationship is a link
between two tables based
on a common field.
Access is a relational database because it lets you define relationships as part of the database
structure.
![Page 19: Access 2007 ® Use Databases](https://reader035.fdocuments.net/reader035/viewer/2022062521/5681676a550346895ddc5316/html5/thumbnails/19.jpg)
3 Lesson 2: Structure a Database
A one-to-one relationship
means that both fields in
their respective tables are
not repeated.Table 1 Table 2
![Page 20: Access 2007 ® Use Databases](https://reader035.fdocuments.net/reader035/viewer/2022062521/5681676a550346895ddc5316/html5/thumbnails/20.jpg)
3 Lesson 2: Structure a Database
A one-to-many
relationship means
that a record in one
table can have many
matching rows in
another table.
![Page 21: Access 2007 ® Use Databases](https://reader035.fdocuments.net/reader035/viewer/2022062521/5681676a550346895ddc5316/html5/thumbnails/21.jpg)
3 Lesson 2: Structure a Database
Referential integrity makes sure
that the related data in two tables
always exists and is complete.
![Page 22: Access 2007 ® Use Databases](https://reader035.fdocuments.net/reader035/viewer/2022062521/5681676a550346895ddc5316/html5/thumbnails/22.jpg)
3 Lesson 2: Structure a Database
There are a few other
ways to modify
relationships to
ensure that data is not
lost, duplicated, or
garbled.
To modify the way information in tables is linked, use the Join
option.
![Page 23: Access 2007 ® Use Databases](https://reader035.fdocuments.net/reader035/viewer/2022062521/5681676a550346895ddc5316/html5/thumbnails/23.jpg)
3 Lesson 2: Structure a Database
Tech Check
What is an attachment field useful for?
Answer:
An attachment field is useful for linking to a database files such
as graphics and spreadsheets that might not fit into one field.
______________________________________________________________
![Page 24: Access 2007 ® Use Databases](https://reader035.fdocuments.net/reader035/viewer/2022062521/5681676a550346895ddc5316/html5/thumbnails/24.jpg)
3 Lesson 2: Structure a Database
Tech Check
What does a relational database allow you to do?
Answer:
A relational database lets you define relationships as part of the
database structure.
______________________________________________________________
![Page 25: Access 2007 ® Use Databases](https://reader035.fdocuments.net/reader035/viewer/2022062521/5681676a550346895ddc5316/html5/thumbnails/25.jpg)
3 Lesson 2: Structure a Database
The Query Wizard
creates queries that
show the fields you
choose in the order
you want.
You can create a query by choosing fields from more than one table or from other
queries.
![Page 26: Access 2007 ® Use Databases](https://reader035.fdocuments.net/reader035/viewer/2022062521/5681676a550346895ddc5316/html5/thumbnails/26.jpg)
3 Lesson 2: Structure a Database
The Query Wizard includes several preset queries to help you analyze and manage
your data.
A crosstab query shows
summary data (such as
count, average, or sum)
grouped by two fields.
An unmatched query finds
records without a matching
related date.
A duplicate query finds multiple records that contain the same data in a field.
![Page 27: Access 2007 ® Use Databases](https://reader035.fdocuments.net/reader035/viewer/2022062521/5681676a550346895ddc5316/html5/thumbnails/27.jpg)
3 Lesson 2: Structure a Database
Action queries take
action on the data in
databases by adding,
changing, or deleting
data.
A Make Table query retrieves information and assembles it into a new
table.
![Page 28: Access 2007 ® Use Databases](https://reader035.fdocuments.net/reader035/viewer/2022062521/5681676a550346895ddc5316/html5/thumbnails/28.jpg)
3 Lesson 2: Structure a Database
Other types of action
queries include the
Update Query, which
updates information in
a table,
the Delete Query, used to
delete records,
and the Append Query, which inserts new records.
![Page 29: Access 2007 ® Use Databases](https://reader035.fdocuments.net/reader035/viewer/2022062521/5681676a550346895ddc5316/html5/thumbnails/29.jpg)
3 Lesson 2: Structure a Database
How can you create a query by choosing fields from more
than one table ?
Answer:
Use the Query Wizard to create a query that shows the fields
you choose in the order you want.
Tech Check______________________________________________________________
![Page 30: Access 2007 ® Use Databases](https://reader035.fdocuments.net/reader035/viewer/2022062521/5681676a550346895ddc5316/html5/thumbnails/30.jpg)
3 Lesson 2: Structure a Database
How does an action query take action on data in a database?
Answer:
Action queries take action on data in databases by adding,
changing, or deleting data.
Tech Check______________________________________________________________
![Page 31: Access 2007 ® Use Databases](https://reader035.fdocuments.net/reader035/viewer/2022062521/5681676a550346895ddc5316/html5/thumbnails/31.jpg)
3 Lesson 2: Structure a Database
database template
A sample database used by the Database Wizard to create a
new database.
Vocabulary Review______________________________________________________________
![Page 32: Access 2007 ® Use Databases](https://reader035.fdocuments.net/reader035/viewer/2022062521/5681676a550346895ddc5316/html5/thumbnails/32.jpg)
3 Lesson 2: Structure a Database
Vocabulary Review
Design View
The view that allows you to change the structure of a database
object.
______________________________________________________________
![Page 33: Access 2007 ® Use Databases](https://reader035.fdocuments.net/reader035/viewer/2022062521/5681676a550346895ddc5316/html5/thumbnails/33.jpg)
3 Lesson 2: Structure a Database
Allows users to apply a specific type of format to data entered
into a database.
input mask
Vocabulary Review______________________________________________________________
![Page 34: Access 2007 ® Use Databases](https://reader035.fdocuments.net/reader035/viewer/2022062521/5681676a550346895ddc5316/html5/thumbnails/34.jpg)
3 Lesson 2: Structure a Database
referential integrity
Prevents conflicting data between two tables by enforcing a
relationship.
Vocabulary Review______________________________________________________________
![Page 35: Access 2007 ® Use Databases](https://reader035.fdocuments.net/reader035/viewer/2022062521/5681676a550346895ddc5316/html5/thumbnails/35.jpg)
3 Lesson 2: Structure a Database
relationship
Vocabulary Review______________________________________________________________
A link between two tables based on a common field.
![Page 36: Access 2007 ® Use Databases](https://reader035.fdocuments.net/reader035/viewer/2022062521/5681676a550346895ddc5316/html5/thumbnails/36.jpg)
3 Lesson 2: Structure a Database
crosstab query
A query that shows summary data (such as count, average, or
sum) grouped by two fields–one across the top of the
datasheet, the other in each row of the datasheet.
Vocabulary Review______________________________________________________________
![Page 37: Access 2007 ® Use Databases](https://reader035.fdocuments.net/reader035/viewer/2022062521/5681676a550346895ddc5316/html5/thumbnails/37.jpg)
3 Lesson 2: Structure a Database
duplicate query
A database query that finds records
with the same data in a field.
Vocabulary Review______________________________________________________________
![Page 38: Access 2007 ® Use Databases](https://reader035.fdocuments.net/reader035/viewer/2022062521/5681676a550346895ddc5316/html5/thumbnails/38.jpg)
3 Lesson 2: Structure a Database
unmatched query
A query that finds records without
matching related data.
Vocabulary Review______________________________________________________________
![Page 39: Access 2007 ® Use Databases](https://reader035.fdocuments.net/reader035/viewer/2022062521/5681676a550346895ddc5316/html5/thumbnails/39.jpg)
3 Lesson 2: Structure a Database
attachment field
A database field that allows you to link to database files and
other objects that might not fit into one field, such as an
image, Word document, or spreadsheet.
Vocabulary Review______________________________________________________________