Access07_L1_Ch2

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Copyright 2007, Paradigm Publishing Inc.

ACCESS 2007Chapter 2

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LINKS TO OBJECTIVES Creating RelatedTablesDeterminingRelationshipsPrimary KeysForeign KeysRelationshipsReferential IntegrityPrintingRelationshipsSubdatasheetsFeatures Summary

CREATING RELATIONSHIPSBETWEEN DATABASE TABLES

Microsoft Access 2007 Microsoft Access 2007 Level 1 Level 1

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P erformance ObjectivesP erformance Objectives

Create a database table with aprimary keyCreate a database table with a

foreign keyCreate a relationship betweendatabase tablesP rint table relationshipsDisplay Subdatasheets

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Creating Related TablesCreating Related Tables

Access is a relational databasemanagement system

Relationships are defined between sets

of data (tables) allows greater flexibility in manipulating

data eliminates redundancy

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Determining RelationshipsDetermining Relationships

P lanning is most importantBreak down fields into tables to avoid redundancies

Clients tableClient #ClientStreet AddressCityStateZip Code

Insurance tableLicense #Client #Insurance CodeUninsured Motorist

Coverage tableInsurance CodeType of Insurance

Claims tableClaim #Client #License #Date of ClaimAmount of Claim

N otice that eachtable is about

only one subject

Some fields appear in more than onetable they are used

to createa relationship

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Creating a P rimary FieldCreating a P rimary Field

Need to designate a primary (key) fieldin a table before creating a relationshipbetween tables

Must contain unique dataAccess enforces Entity Integrity

expects a value in the primary field in

each record cannot close a table containing a null

value in a primary (key) field

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Creating a P rimary Field/2Creating a P rimary Field/2

Open table in Design view

Positioninsertionpoint in

field

Click PrimaryKey button

N otice image

of key

To define more than one field as the primary key,select the rows and click the Primary Key button

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Creating a Foreign KeyCreating a Foreign Key

A primary key field in one tablemay be a foreign key in another

P rimary key and foreign key form

a relationship

between the tables

Clients tableClient #

ClientStreet AddressCityStateZip Code

Insurance tableLicense #Client #Insurance CodeUninsured Motorist

Coverage tableInsurance CodeType of Insurance

Claims tableClaim #Client #License #Date of ClaimAmount of Claim

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Establishing a RelationshipEstablishing a Relationship

Relate one table to another by join ingthe tables

data can be extracted from both tables

Define the type of relationship to becreated one record in the primary table will match

zero, one, or many records in the related

table ( one-to-one, or one-to-many)Set Referential Integrity

a record must be added to the one tablebefore it can be added to the many table

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Creating a OneCreating a One- -toto--Many RelationshipMany Relationship

Open database file

Click Database Toolstab, Relationships

Show Table dialog box

appears when norelationships have beendefined yet

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Creating a OneCreating a One- -toto--Many Relationship/2Many Relationship/2

Double-click eachtable to add it to the

Relationships window After addingall the tables

Repeat until all requiredtables are added

Click Closewhen done adding

Notice that thePrimary keysare indicated

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Drag the common field from the primary table(the one ) to the related table (the many )Edit Relationshipsdialog box appears

Ensure that the correcttables and field names

display

Make sure type isOne- To-Many

Click

Check optionsas desired

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J oin line is thick at both ends if referential integrityoption has been chosen

Save theRelationship

by clicking theSave buttonin the Quick

Access toolbar

J oin line

This join line shows that each client mayhave many claims (1 to )

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Specifying Referential IntegritySpecifying Referential Integrity

If a related tablecontains a record, you

will not be able tochange or delete

a primary key value inthe primary table

As you changea primary key value in the

primary table, Accesswill automatically updatethe matching value in the

related tables

As you delete a recordin the primary table,

Access will also deleteany related records in

the related tables

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P rinting Database RelationshipsP rinting Database Relationships

W ith the Relationships open, click theRelationship Report button

T he Relationships report in P rint P review

Click the Print button in Quick Access toolbar

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Creating Additional RelationshipsCreating Additional Relationships

Open Relationships if necessaryand click the Show Table buttonto add other tables to thedatabase relationships

Drag a primary key in one table toa foreign key in another table

Follow the same procedure as before to

verify the table fields andthe relationship type,and to set the

desired referential integrity

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Editing a RelationshipEditing a Relationship

Right-click a join lineand click

Edit RelationshipOR OR

Can move a table entryby dragging its Title bar

Open Relationships

Click a joinline andclick

OR OR Double-click

a join line

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DeletingDeleting a Relationshipa Relationship

Open Relationships

Right-click a join lineand click Delete

OR OR Click a joinline and pressthe Delete key

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ShowingShowing a a SubdatasheetSubdatasheet

Click + signpreceding

desired record+ expands- collapses

Select tableClick OK

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Displaying Related Records in a SubdatasheetDisplaying Related Records in a Subdatasheet

Can view, edit or add data in th e sub datash ee t

C lick + si g n prece din g

d e sir e d r eco rd + exp ands - coll a p s e s

On ly a v ai la ble w h e n ta ble s ha ve r el ationshi p s

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Managing SubdatasheetsManaging Subdatasheets

Can choos e a

di ff e r e nt su b datash ee t

With an o pe n ta ble C lic k H o me ta b, M or e b utton

( in th e Re cords g rou p)

Can r em o veth e

su b datash ee t

S a me as c lic k ing th e + or p r e c e ding e ach r e cord o f th e ta ble

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H ow do you display the Relationshipswindow?

Database Tools tab,

Relationshipsbutton

Features Summary

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H ow do you display the Edit Relationshipsdialog box?

Features Summary

Right-click a join lineand click

Edit Relationship

OR OR Click a joinline andclick

OR OR Double-clicka join line

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LINKS TO OBJECTIVES Creating RelatedTablesDeterminingRelationshipsPrimary KeysForeign Keys

RelationshipsReferential IntegrityPrintingRelationshipsSubdatasheetsFeatures Summary

H ow do you display the Show T abledialog box?

Database Tools tab, Relationships,click the Show Table button

Features Summary

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H ow do you display the Insert Subdatasheet dialog box?

Features SummaryFeatures Summary

Click the + signpreceding a record

Click Home tab,Records group,

More button,Click

Open a tableOR

Features Summary

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Coming NextComing Next

M ODIFYING AND M ANAGING

TABLES

Access07_L1_Ch2

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Transcript of Access07_L1_Ch2