access 2007 ® use databases

3 Access 2007®

Use Databases

How can Microsoft Access 2007 help you structure your

database?

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.


• 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?

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View This Presentation to Answer the Following Questions:


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.


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.


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.


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.


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.


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.


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.

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

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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.

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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.

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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.


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.


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.


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.


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.


A one-to-one relationship

means that both fields in

their respective tables are

not repeated.Table 1 Table 2


A one-to-many

relationship means

that a record in one

table can have many

matching rows in

another table.


Referential integrity makes sure

that the related data in two tables

always exists and is complete.


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.


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.

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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.

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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.


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.


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.


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.


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______________________________________________________________


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______________________________________________________________


database template

A sample database used by the Database Wizard to create a

new database.

Vocabulary Review______________________________________________________________


Vocabulary Review

Design View

The view that allows you to change the structure of a database

object.

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Allows users to apply a specific type of format to data entered

into a database.

input mask



referential integrity

Prevents conflicting data between two tables by enforcing a

relationship.



relationship


A link between two tables based on a common field.


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.



duplicate query

A database query that finds records

with the same data in a field.



unmatched query

A query that finds records without

matching related data.



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.


access 2007 ® use databases

Documents

design tables

fields caption

fields property

field data type

new tables

field type

new field

access templates