1/62 introduction to and using ms access database management and analysis 2009.4. yunho song
TRANSCRIPT
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Introduction to and Using MS Access
Database Management and Analysis
2009.4.
Yunho Song
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contents
Introduction to and Using MS Access - contents
1. How to install?
2. Getting Started
3. Customize
4. Database Terms
5. Creating a New Database
6. Manage Tables
7. Keys
8. Table Relationships
9. Managing Data
10. Querying a Database
11. Calculated Fields
12. Designing Forms
13. Generating Reports
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1. How to install?
Introduction to and Using MS Access – How to install?
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1. How to install?
Introduction to and Using MS Access – How to install?
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Introduction to and Using MS Access – Getting Started
Microsoft Office Button - performs many of the functions
The ribbon - panel at the top portion of the document
2. Getting Started
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Introduction to and Using MS Access – Getting Started
The ribbon - additional features
2. Getting Started
Home: Views, Clipboard, Fonts, Rich Text, Records, Sort & Filter, FindCreate: Tables, Forms, Reports, OtherExternal Data: Import, Export, Collect Data, SharePoint ListsDatabase Tools: Macro, Show/Hide, Analyze, Move Data, Database Tools
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Introduction to and Using MS Access – Getting Started
Quick Access Toolbar - customizable toolbar
2. Getting Started
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Introduction to and Using MS Access – Getting Started
Navigation Pane - displays database objects such as tables, forms, queries, and reports
2. Getting Started
Tabbed Document Window Viewing - opens tables, forms, queries and reports
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Introduction to and Using MS Access – Customize
To access customizable options
3. Customize
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Introduction to and Using MS Access – Customize
Popular - to personalize your work environment
3. Customize
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Introduction to and Using MS Access – Customize
Current Database - to set options
3. Customize
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Introduction to and Using MS Access – Customize
Datasheet - to personalize options in the way the datasheet looks
3. Customize
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Introduction to and Using MS Access – Customize
Object Designers - to customize the options for creating and modifying database objects in Access
3. Customize
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Introduction to and Using MS Access – Customize
Proofing - to change how Access automatically correct and formats the contents of the database and how it indicates errors
3. Customize
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Introduction to and Using MS Access – Customize
Advanced - for advanced customization of Access
3. Customize
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Introduction to and Using MS Access – Customize
Customize - to add features to the Quick Access Toolbar
3. Customize
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Introduction to and Using MS Access – Database Terms
Table - a collection of information arranged in rows and columns
4. Database Terms
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Introduction to and Using MS Access – Database Terms
Query - select records from one or more tables in a database so they can be viewed, analyzed, and sorted on a common datasheet
4. Database Terms
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Introduction to and Using MS Access – Database Terms
Form - a graphical interface that is used to display and edit data
4. Database Terms
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Introduction to and Using MS Access – Database Terms
Report - output of data arranged in the order you specify
4. Database Terms
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Introduction to and Using MS Access – Create a New Database
New Database
5. Create a New Database
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Introduction to and Using MS Access – Create a Table
Design view - view all the fields with the data types and descriptions
6. Create a Table
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Introduction to and Using MS Access – Create a Table
Datasheet view - display the records in a table
6. Create a Table
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Introduction to and Using MS Access – Create a Table
Adding new Fields - New fields can be added in the Datasheet View or in the Design View
6. Create a Table
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Introduction to and Using MS Access – Create a Table
6. Create a Table
Adding new Fields - To add a new field in Design View
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Introduction to and Using MS Access – Create a Table
6. Create a Table
Data types - When you create a new field in a database you should closely match the data type to what will be entered into the field
Text Text, number, or a combination up to 255 characters
MemoSimilar to the text field, can contain text, numbers, or a combination up to 2 GB of data
Number Numbers up to 16 bytes of data
Date/Time Date and Time information
Currency Currency up to 8 bytes and precise to 4 decimal places
AutoNumberAccess creates a unique number for each new record. This is often the primary key for the table
Yes/No Yes and No, stored as -1 for yes and 0 for no
OLE Object Images, documents, graphs up to 2 GB
Hyperlink Web addresses
Attachment Attachments such as images, spreadsheets, documents, and charts
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Introduction to and Using MS Access – Create a Table
6. Create a Table
Editing Data Types in Fields - define the data types of the tables to most closely match the type of data that will be entered in the field
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Introduction to and Using MS Access – Create a Table
6. Create a Table
Editing Data Types in Fields - To edit the Data Type in the Design View
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Introduction to and Using MS Access – Manage Tables
6. Manage Tables
Delete a Table Rename a Table
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Introduction to and Using MS Access – Manage Tables
6. Manage Tables
Add a Description to a table
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Introduction to and Using MS Access – Keys
7. Keys
Primary Key - The primary key is a unique identifier for a record. The primary key cannot be the same for two records. This field can never be blank
Foreign Key - A foreign key is a field or combination of fields that are related to the primary key of another table
Composite Key - A composite key is a primary key that is comprised of two or more fields. It can also be called a compound or concatenated key
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Introduction to and Using MS Access – Table Relationships
8. Table Relationships
Creating Table Relationships
Select desired tables
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Introduction to and Using MS Access – Table Relationships
8. Table Relationships
Creating Table Relationships
Print a Table Relationship
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Introduction to and Using MS Access – Table Relationships
8. Table Relationships
One-to-One Relationship - between two tables where the primary key in one table and the foreign key in another table are the same
One-to-Many Relationship - between two tables where the primary key in one table can be duplicated many times in another table
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Introduction to and Using MS Access – Managing Data
9. Managing Data
Add Records to a Table
Find and replace
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9. Managing Data
Totals - to add a totals row to your database
Introduction to and Using MS Access – Managing Data
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9. Managing Data
Sort Records - sort records in a datasheet by a single column or by two adjacent columns
Introduction to and Using MS Access – Managing Data
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9. Managing Data
Filter - to include only records that you want to display
Introduction to and Using MS Access – Managing Data
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10. Querying a Database
Query Wizard - to set up a query
Introduction to and Using MS Access – Querying Database
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10. Querying a Database
Query Wizard - to set up a query
Introduction to and Using MS Access – Querying Database
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10. Querying a Database
Query Wizard - To switch between tables and queries
Introduction to and Using MS Access – Querying Database
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10. Querying a Database
Query Design Feature - design a query with the Query Design Button
Introduction to and Using MS Access – Querying Database
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10. Querying a Database
Query Design Feature - design a query with the Query Design Button
Introduction to and Using MS Access – Querying Database
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10. Querying a Database
Query Design Feature - run
Introduction to and Using MS Access – Querying Database
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11. Calculated Fields
Expressions - combination of functions, field names, numbers, text, and the operators listed above
Introduction to and Using MS Access – Calculated Fields
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11. Calculated Fields
Expressions - builder
Introduction to and Using MS Access – Calculated Fields
Zoom - to view an entire expression
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12. Designing Forms
Create a Form - create a form from a table or a query
Introduction to and Using MS Access – Designing Forms
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12. Designing Forms
Create a Form - To change the colors and fonts
Introduction to and Using MS Access – Designing Forms
Preview the Form
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12. Designing Forms
Form Wizard - create forms with the help of the Form Wizard
Introduction to and Using MS Access – Designing Forms
Form Wizard - choose the field
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12. Designing Forms
Form Wizard - choose the layout
Introduction to and Using MS Access – Designing Forms
Form Wizard - choose the style
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12. Designing Forms
Form Wizard – create a title
Introduction to and Using MS Access – Designing Forms
Form Wizard - result
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13. Generating Reports
Create a report
Introduction to and Using MS Access – Generating Reports
Create a report - add existing fields
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13. Generating Reports
Report Wizard - create a report using the report wizard
Introduction to and Using MS Access – Generating Reports
Report Wizard – choose the fields
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13. Generating Reports
Report Wizard - Choose the sort order
Introduction to and Using MS Access – Generating Reports
Report Wizard - Chose the layout
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13. Generating Reports
Report Wizard - Choose a style
Introduction to and Using MS Access – Generating Reports
Report Wizard - Create a title
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13. Generating Reports
Report Wizard - output
Introduction to and Using MS Access – Generating Reports
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14.Visual Basic
To create a more complex database, you would have to write codeMicrosoft Access ships with a programming environment named Microsoft Visual Basic
Introduction to and Using MS Access –Visual Basic
To access Visual Basic
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14.Visual Basic
Introduction to and Using MS Access –Visual Basic
Project Explorer - displays the coding objects available for your database
Visual Basic Child Windows
Properties - every object and item of your database has characteristics
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14.Visual Basic
Introduction to and Using MS Access –Visual Basic
Code Editor - the area where you will mostly be working
Combo Box - to select a particular object and access its events, actions that the object can launch
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14.Visual Basic
Introduction to and Using MS Access –Visual Basic
Code Editor
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14.Visual Basic
Introduction to and Using MS Access –Visual Basic
Immediate view - The Immediate window is used to test code when necessary.
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Thank You!!