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DatabasesInformationReportsFormsQueriesTablesData

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DatabasesDatabase: collection of related data typically stored in linked files.

In order to create and maintain a computer database, you need a database program, called a database management system (DBMS).

A DBMS allows you to:Design the structure of your database

Create data entry forms so you can get information into the databaseValidate the data entered and check for inconsistencies

Sort and manipulate the data in the databaseQuery the database

Produce flexible reports that make it easy to comprehend the information

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DatabasesYou use a database to turn data into information.

Data: facts with no inherent meaning.

Information: data put into context to convey meaning.

A method called “Data Mining” is used to sort and analyze information, which will help improve organization decision-making and performance.

Advantages to using a database:Minimal data redundancy

Reduced program maintenanceEnforcement of standards

Improved data consistency, sharing, quality, and accessibility

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DatabasesBusinesses use them to:

Store

Sort

Categorize

Import

Export

Businesses use them for:

Products

Prices

Mailing Lists

Personnel

Customer Information

Other Data

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TablesNextHome

The heart of all databases is the table or tables

A table includes a set of records

Every record in a table contains the same fields in the same order

The underlying tables hold all of the actual data that the forms, queries and reports are based on

For businesses, tables can contain data that pertains to all aspects of the business.

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TablesHere’s how to create a basic table using the wizard:

1. Open Access2. Create a new database using Blank Access Database3. Choose a title for the database and click Create4. Click Create table by using wizard5. Click on business and choose from the sample tables and fields (there is an option to

rename the fields if the user needs to), click Next6. Choose a name for your table and click Next7. Choose to modify the table, to enter data directly into the table, or to use a form

created for the user to input data8. Click Finish

The table will appear and the user can now key data into the created fields. The tab or the enter key can be used to easily move through the table.

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TablesPrevious Home

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FormsNextHome

Forms provide a more user-friendly interface than a table

Forms also make it easier for the user to enter and display the data stored in a table or multiple tables

A major advantage for using forms is that they enable the user to see all the fields in a single record without scrolling

The user can choose to display all fields or just a few

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FormsHere’s how to create a form using the Form Wizard:

1. Open the saved database2. Click the Forms tab3. Double click the option labeled “create form by using wizard”4. Choose which tables to pull information from by clicking the drop down arrow under the Tables/Queries header 5. Under the Available Fields header, choose the fields to be displayed and click Next6. Choose the type of layout and style when prompted7. Enter the title for the form and click Finish

The form will appear and the user can navigate through the table or tables using the directional arrows on the bottom of the form. From this view it is possible to alter the data or enter new data.

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FormsPrevious Home

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QueriesNextHome

Provide information based on the data within an underlying table

Allow user to see the data from a table(s) in a specific way

User can choose all or some of the records, just like in the form view

Different from forms because user may also perform calculations to show data that is not necessarily in the underlying table(s)

Results of a query are presented just like the underlying table, except that the query contains only selected fields and records

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QueriesTo create a query using the wizard:

1. Open the saved database2. Click the Queries tab3. Double click the option labeled “create query by using wizard”4. Choose which tables or other queries to pull information from by clicking the drop

down arrow under the Tables/Queries header5. From the Available Fields header, choose which fields to use in the query, then click

Next6. Give the query a title and click Finish

The records that are displayed meet the criterion that was specified while using the querywizard.

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QueriesPrevious Home

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ReportsNextHome

Printed documents that display information from a database that is based on a table or query

Useful when presenting accumulated data to others

Can display detail and summary information about the records in a database

A report based on a query only contains the records that satisfy the criteria the user has indicated

There are two types of reports: columnar and tabular

The columnar report lists every field for every record in a single column

The tabular report displays the fields in a row instead of in one column. This report is run based on only selected fields, which makes it more concise than the columnar report.

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ReportsTo create a report using the wizard:

1. Open the saved database 2. Click the Reports tab 3. Double click the option labeled “create report by using wizard” 4. Choose which tables or other queries to pull information from by clicking the drop

down arrow under the Tables/Queries header 5. From the Available Fields header, choose which fields to use in the report, then click

Next 6. Choose to add grouping levels, if not necessary, just click Next 7. Choose to sort records, if not necessary, click Next 8. Choose the layout and orientation of the report, click Next 9. Choose the style of report, click Next10. Type in the title of the report, then click Finish

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RelationshipsNextHome

In a relational database, relationships enable you to prevent redundant data

For example, if you are designing a database that will track information about books, you might have a table called Titles that stores information about each book, such as the book’s title, date of publication, and publisher. There is also information you might want to store about the publisher, such as the publisher's phone number, address, and zip code. If you were to store all of this information in the titles table, the publisher’s phone number would be duplicated for each title that the publisher prints.

A better solution is to store the publisher information only once in a separate table, Publishers. You would then put a pointer in the Titles table that references an entry in the Publishers table.

To make sure that your data is not out of sync, you can enforce referential integrity between the Titles and Publishers tables. Referential integrity relationships help ensure that information in one table matches information in another.

For example, each title in the Titles table must be associated with a specific publisher in the Publishers table. A title cannot be added to the database for a publisher that does not exist in the database.

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RelationshipsHome

A relationship works by matching data in key columns, usually columns with the same name in both tables. In most cases, the relationship matches the primary key from one table, which provides a unique identifier for each row, with an entry in the foreign key in the other table.

For example, sales can be associated with the specific titles sold by creating a relationship between the title_id column in the Titles table (the primary key) and the title_id column in the Sales table (the foreign key).

There are three types of relationships between tables. The type of relationship that is created depends on how the related columns are defined.

One-to-Many Many-to-Many One-to-One Access Screenshot

(Click on relationship type to view)

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In Access, the primary key side of a one-to-many relationship is denoted by a key symbol. The foreign key side of a relationship is denoted by an infinity

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RelationshipsHome

Most common type of relationship

A row in table A can have many matching rows in table B, but a row in table B can have only one matching row in table A

A one-to-many relationship is created if only one of the related columns is a primary key or has a unique constraint.

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In a many-to-many relationship, a row in table A can have many matching rows in table B, and vice versa. You create such a relationship by defining a third table, called a junction table, whose primary key consists of the foreign keys from both table A and table B.

For example, Table A and Table B have a many-to-many relationship that is defined by a one-to-many relationship from each of these tables to the Junction Table. The primary key of the Junction Table is the combination of the A_id column (Table A’s primary key) and the B_id column (Table B’s primary key).

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In a one-to-one relationship, a row in table A can have no more than one matching row in table B, and vice versa. A one-to-one relationship is created if both of the related columns are primary keys or have unique constraints.

This type of relationship is not common because most information related in this way would be all in one table.

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Other Issues

Areas to Consider Data Integrity

Concurrency Backup & Recovery

Access Security Benefits of Security

Other Important Issues

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Areas to ConsiderHomePrevious

1) Valuable Information- sometimes the information stored in an organization’s computerized databases I its most valuable asset.

2) Volume - the amount of data contained in the database

3) Complexity - some databases are centralized and some are distributed. Distributing information makes it harder to ensure data accuracy, consistency, and completeness. It’s harder to secure information from unauthorized access, and to re-create files with backups if there is a system failure.

4) Privacy - sensitive information must be protected against unauthorized access.

5) Irreplaceable Data - file security

6) Internet Uses - databases can contain critical components for both internal and external corporate web systems.

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ConcurrencyHomePrevious

It is necessary to have concurrency controls.

With multiuse systems, more than one user can access the same database at the same time.

Concurrency controls prohibit two people from accessing the same record from the same table at the same time.

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Access SecurityHomePrevious

Sandbox Mode

Access evaluates only those expressions in field properties and controls that are safe.

An expression is considered safe if is does not use functions or properties that could be expected by malicious users to access drivers, files or other resources for which they do not have authorization.

Permissions

May be set either on individual database users or on groups of users.

Extend to the tables, queries, forms, reports and macros.

Include read, insert, update and delete, allow design changes and other database administration functions.

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Data IntegrityHomePrevious

Field Property settingshelp safeguard data entry by determining what can and cannot be

entered in the different fields of a database table.

- Field Size

- Format

- Decimal Places

- Input Mask

- Caption

- Default Value

- Validation Rule

- Validation Text

- Required

- Allow Zero Length

- Indexed

- Unicode Expressions

- Smart Tags

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Backup & Recovery

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A key feature of any database is the backup procedure thatenables an organization to re-create its data if the originalcopies are lost or damaged.

Use software that will do the following:1) Supports your current database software2) Recovers tables, queries, forms, reports, and macros3) Recovers the relationship between tables and links to external tables4) Recovers password protected files5) Creates a new database file with recovered data, while preserving the

original file6) Easy step by step process to recover the corrupted data7) Recovers MEMO and OLE fields8) Supports multiple file recovery9) Drag and drop file selection option10) Comprehensive supportEnd

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Benefits of SecurityHomePrevious

Prevents unauthorized access to sensitive data

Enables regulatory and standards compliance

Minimizes system performance impact

Reduces the cost and overhead of adding new databases

Adds built-in non-repudiation measures and access logs

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ChallengesHome

Every organization may face challenges when implementing a database. These include, but are not limited to:

Maximizing ROI (Return on Investment This is more critical than ever. Management demands tangible results for investments. Many database development efforts do not yield their promised results. In order to maximize ROI, an organization must choose the technology and approach that is right for them. A decision should be based on total return, not the cost of the solution.

Managing Human Resources Managing people can be challenging. As technology grows more complex, there are usually less people qualified to manager it. These issues can be controlled through training.

Flexibility Needs changed constantly, even after the database has been implemented successfully. The system should be designed to accommodate changes.

Scalability The application should supporty growth for the future. Integration with other applications in the organization also adds to the ability to grow the network.End

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Contact UsHome

www.Mathamagic.net1-800-ACT-MATH (228-6284) ~ Information@Mathamagic.net

FINANCIAL CONSULTANTS“You can count on us”

Kimberly Barnes ~ Kimberli BuddNicole Holtmeier ~ Carrie Ji

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