access advanced

8/6/2019 Access Advanced

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Microsoft Access

Advanced


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The Instructors

Allyson Mower, Digital Initiatives,

581-5263, [email protected]

Alice Weber, Collection Development,


Joan Gregory, Technical Services,



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Your Expectations/Experience?


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Class Objectives

Overview of some basic database design

principles

Create a sample MS Access databasefrom scratch

Modify database objects

Learn how to import data from otherprograms


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Definitions

MS Access - software used for

creating databases

Data are just information

Database

Collection of data/information

Related to a particular topic or project


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Basic

DatabaseDesign Principles

Avoid Duplication Tables, fields, records

Enforce Data Integrity Data are referenced throughout the entire

database so that changes made in one tableaffect other tables

Ensure Data Accuracy Formats (mm-dd-yyyy), pick lists, controlled

vocabulary


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Main PartsofDatabaseDesign

Mission Statement

Tables

Fields

Identifying Relationships

Enforcing Integrity


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SampleDatabaseScenario

A VERY simple example

A small business owner with three staff

members needs to contact customers by

phone.


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Mission Statement

A mission statement clearly explains

the purpose of the database

Sample mission statement:

The contact management database will

keep track of customers, the calls made,

and by whom.


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Mission Statement >>Tables

The mission statement is used todevelop a list of tables.

The contact management database will keeptrack of customers, the calls made, and bywhom.

Each table represents a singlesubject, object or event.

Avoid duplication


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Tables

Customers

Keep track of customers

Calls

the calls made

Employees

and by whom


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Tables >>Fields

Tables are made up of fields thatrepresent a characteristic of the

subject, object or event For example, each person has: First name Last name

Phone number

Avoid duplication by specific naming


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Fieldsin theCallsTable

These fields represent characteristics of the

Calls:

Call ID Customer ID

Employee ID

Call Date

Call Time Call Subject

Call Notes


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Required Fields

Each table must have a Primary Keyfield

to uniquely identify a record to establish relationships between tables Typically, it is an auto-generated number

Foreign Key fields are required only:

to facilitate relationships between tables to enforce data integrity


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Fieldsin theCallsTable:

Primary Key


Calls:

Call ID Customer ID Employee ID

Call Date


Call Notes


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Fieldsin theCallsTable:

Foreign Keys


Calls Table:

Call IDCustomer IDEmployee ID Call Date


Call Notes


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Main PartsofDatabaseDesign

Mission Statement

Tables

Fields

Identifying Relationships

Enforcing Integrity


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WhatYou Dont Know

Can CauseYou Problems

Database design requires:

Thinking through what you want andneed out of your database

Assessing whether or not you havethe skills to create that database

Recognizing when you needdatabase programming expertise


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MS Access anditsTemplates

Can Help You Test your database design ideas

Determine if your database is simple or complex

Create a simple database from scratch Create a more complex database using

templates

Identify when you need a database programmer

Help you explain what you want to a databaseprogrammer, so the results meet your needs


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Questions


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Nowfor the Hands-On Practice!

MS Access Tutorial

access advanced

Documents