MS Access: Database Concepts

Instructor: Vicki Weidler

Overview

• Become familiar with MS Access database terminology• Learn how to start MS Access, open a database & navigate

the software interface• Understand database objects & their corresponding functions• Use standard design principles to plan a database• Explore relationships between tables• Use Help options to find information on MS Access topics• Learn how to close a database & MS Access

Databases

• What is a database?• When do you use a database?• 3 main types of databases

Flat fileRelationalObject-oriented

Microsoft Access

A relational database management program that allows you to store, organize, and retrieve information in an effective manner.

Planning a Database

• What is the purpose of the database? • What do you need it to do?• Who will use it?• How many will use it? • When will they use it? (i.e. one at a time, simultaneously)• How will they use it? (i.e. desktop, server, web-interface)• Who will create it?• Who will maintain & modify it?• Who will do data entry?• Do you need to build in security measures?• Who will provide technical support for it?• What types of information need to go in it?• How will this be organized into tables?• How will these tables relate to one another?• What types of queries will you need to create?• Will you need to create any forms? How many? What kind?• Will you need to create any reports? How many? What kind?• Will you need to create any pages? How many? What kind?

Common Mistakes to Avoid

• Don’t assume every problem can be solved with a database • Don’t leave too long between reviews• Don’t spend too much time on the prototype• Don’t develop the database until you fully understand what you need it to do• Don’t develop the database until it is clear where all responsibilities lie• Don’t aid for 100% functionality first time around; use 80-20% rule• Involve all users in the database planning, design & testing• Has anyone else solved the problem? Don’t reinvent the wheel• Plan on an iterative development process• Use consistent database standards and naming conventions• Use consistent, universal coding• Use consistent viewing standards• Keep sufficient documentation; build into the database when possible• Tech support, tech support, tech support………..

Database Development Life-Cycle

DatabaseDesign

DatabasePrototype

DatabaseDevelopment

DatabaseTesting

DatabaseProduction

Summary

• Become familiar with MS Access database terminology• Learn how to start MS Access, open a database & navigate

the software interface• Understand database objects & their corresponding functions• Use standard design principles to plan a database• Explore relationships between tables• Use Help options to find information on MS Access topics• Learn how to close a database & MS Access

MS Access: Access Basics

Overview

• Explore the viewing options for MS Access tables, forms, queries & reports • Learn how to navigate in a table and a form

• Learn how to run a query

Views in MS Access

• Design View - displays the structure of a table, query, form or report

• Datasheet View – displays data in a tabular format containing rows & columns in tables, queries & forms; view & edit

• PivotTable View – spreadsheet-like table used to analyze data dynamically in different ways in tables,

queries & forms

• PivotChart View – presents data in a chart form in tables, queries & forms

• SQL View – allows you to create queries using SQL statements

• Form View – allows you to view and edit data in a form

• Layout Preview – allows you to check a report’s design; shows design elements & just enough records to

verify the design is correct

• Print Preview – allows you to view a report including moving around a single page, multiple pages, look at several pages

at once & change magnification to view details

Using Queries to Retrieve Data

• The conditions that you want the data to meet

• The fields that you want to see in the query result

• The tables from which you’ll extract the fields

• The means of extracting data

Define the following:

Summary

• Explore the viewing options for MS Access tables, forms, queries & reports • Learn how to navigate in a table and a form

• Learn how to run a query

MS Access: Creating Databases

Overview

• Learn how to create & save a database

• Use the Table Wizard to create a table & set a primary key

• Use Design view to create tables & enter records

Naming Rules

A database name or an object name:• Can have any combination of letters, numbers, special

characters, & embedded spaces• Cannot contain more than 64 characters & cannot start with

a space• Cannot incluce a period (.), exclamation mark (!), an accent

grace (‘), or brackets ([ ])

CAUTION: Good practice to use underscores (_) instead of embedded spaces because it is easier to refer to an object name & avoid potential issues

Practice

• Inventory_ _ Control• Yes, although one underscore is the accepted standard• .Access.Database 1• No, because the name contains periods & spaces should be avoided• finanCIAL$Transaction• Yes, although try to use names that are as simple & descriptive as possible• Contact [Client] Address• No, because the name contains brackets & spaces should be avoided• SalesPerson3• Yes, it is fine to run words together & use different cases

Summary

• Learn how to create & save a database

• Use the Table Wizard to create a table & set a primary key

• Use Design view to create tables & enter records

MS Access: Working with Fields & Records

Overview

• Learn how to modify a table’s design by editing fields & setting field properties

• Learn how to add & delete records• Use the Find feature to find & replace

records• Use the Spell Checker to correct mistakes

in a table• Learn how to sort & filter records

Effective Field Names

• Meaningful• Descriptive• Self-Explanatory• Purposeful• Understandable• Readable• Consistent

Text Formatting Characters

@ at least one letter or space must be entered in the field

< the letters entered in the field will be converted to lowercase letters

> the letters entered in the field will be converted to uppercase letters

& letters cannot be entered in the field

Sorting & Filtering

SortingOrganize field data values in a particular sequence (i.e. ascending, descending)

FilteringTemporarily isolate a subset of records to analyze

Sorting Multiple Fields

•Fields must be adjacent to each other in Datasheet view

•Sorts from left to right

Summary

• Learn how to modify a table’s design by editing fields & setting field properties

• Learn how to add & delete records• Use the Find feature to find & replace

records• Use the Spell Checker to correct mistakes

in a table• Learn how to sort & filter records

MS Access: Querying Tables

Overview

• Learn how to create, run, print, and save queries• Use queries to sort data and filter query results• Learn how to modify query results• Understand how to modify queries by adding/

removing fields and by using comparison operators• Learn how to use AND and OR conditions• Learn how to find records with empty fields• Perform calculations in queries by using expressions

and aggregate functions

Comparison Operators

> Greater than < Less than = Equal to<= Less than or equal to>= Greater than or equal to<> Not equal to

OR Conditions

Used to specify two conditions in the criteria

Example: Unit_price is greater than 2 OR Qty_Available is equal to 700

AND Conditions

Used to show only the records that satisfy all the specified conditions

Example: Unit_price is greater than 1.4 AND less than 1.9

Wildcard Operators

Used to locate text values when you can’t remember the exact text or word; placeholder

? Used to substitute for a single character

* Used to substitute for any number of characters

Empty Fields

• Unknown (empty) values in fields are referred to as null values

• Null values cannot be used in primary key fields or in calculations

• Can display or remove null values to avoid/prevent problems

Calculations in Queries

• When calculations are built into queries (and not stored in the source tables) it ensures the most up-to-date information

• Calculations are performed each time the query is run

• Perform calculations on single records or on a group of records

• Examples: Totals, Averages, Counts

Summary

• Learn how to create, run, print, and save queries• Use queries to sort data and filter query results• Learn how to modify query results• Understand how to modify queries by adding/

removing fields and by using comparison operators• Learn how to use AND and OR conditions• Learn how to find records with empty fields• Perform calculations in queries by using expressions

and aggregate functions

MS Access: Creating & Using Forms

Overview

• Use the AutoForm feature to create forms

• Use the Form Wizard to create forms

• Understand how to modify forms in Design view

• Use forms to find, sort, and filter records

Summary

• Use the AutoForm feature to create forms

• Use the Form Wizard to create forms

• Understand how to modify forms in Design view

• Use forms to find, sort, and filter records

MS Access: Creating & Using Reports

Overview

• Use the Report Wizard to create reports

• Learn how to group records in a report

• Learn how to summarize information in a report

• Understand how to change the report layout

• Learn how to print a report

Summary

• Use the Report Wizard to create reports

• Learn how to group records in a report

• Learn how to summarize information in a report

• Understand how to change the report layout

• Learn how to print a report

•Resources•Questions & Answers•Evaluations•Thank You!!!

Conclusion