beginaccesssmartboard.notebookcisweb.bristolcc.edu/~pgrocer/cis120f2013/beginaccess2013smartboard.pdfseptember...
TRANSCRIPT
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September 11, 2013
Click here to set up a new database.
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September 11, 2013
I named the database and thenbrowsed to find where I wanted to store it. I decided on the root of the J drive. Then I click on Create.
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September 11, 2013
This is not the layout that I want to use,so I am going to click on the design icon or click onviews and select design view.
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September 11, 2013
When I click on design view it asks me to name the table and save it. I named it begin and I will click OK.
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September 11, 2013
I want another name for my Field Name so I will replace ID. I do not like AutoNumber since it generates numbers in sequence 1,2,3,4 so I will replace that.I will keep the primary key for my first field.Every database table should have a unique key thatdefines the individual record this is done with a primary key.
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September 11, 2013
I named the field idno and I decided to make it a short text field with a size of 5 (instead of the default size for short text which is 255. So I have a 5 character field that can have numbers, letters or special characters in the field.
Note that when I name a field, I should not embed spaces in the name. I cannot have id no. I can use underscore between (id_no) or camel case (idNo).
This is the field size of 5. It was originally 255.
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September 11, 2013
I have now added a another field called namz. It is also a short text field and it has a field size max of 40.
I did notuse namebecausethat is areservedword thatI cannot use.
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September 11, 2013
The next field is workCode and it is a 1 character short text field.
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September 11, 2013
The next field I am going to call salary and I amgoing to make it a number field.
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September 11, 2013
For number I can pick from this list.
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September 11, 2013
I choose double here to allow for decimals. When I do hourly pay I will choose single because the size is far less.
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September 11, 2013
I decided people could not work part of an hour so I made this an integer.
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September 11, 2013
The last field is a two character state.
Now I have completed the layout so I want to start entering in data according to this layout.
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September 11, 2013
When I clicked on the view field to start entering data it told me to save first. I will click Yes.
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September 11, 2013
I can now start to enter data.
Note that the view icon is a toggle when I am in design it shows the view and when I am in view it shows the design.
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September 11, 2013
Here is the data that I entered.
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September 11, 2013
Now I want to create a query. A query lets me ask questions about the data on the table so I can find records that meet my criteria.
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September 11, 2013
I now choose the table or tables I want to use. There is only one table so I select it. Then I click on Add and close the Show Table screen.
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September 11, 2013
I bring fields down to the field line either by double clicking, dragging or putting the cursor in the field and choosing from the list available through the arrow.Here I only want to see three fields so that is all I brought down and my criteria is that I only want to see records where the state is MA. Note that MA is a character field so it must be enclosed in quotes.
list
state= MA
The logic flowchart shows that if the state is MA the record will be listed. If it is not, the state will not be listed.
YN
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September 11, 2013
Note that only records that meet the criteria of state = MA are listed.
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September 11, 2013
When I click to close, I am prompted to save.
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September 11, 2013
I am going to name the query stateMA.
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September 11, 2013
The query has now been listed under queries. There are a variety of ways that Access can structure this list.
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I createdanotherquery whereI want a workCodeof S anda salary> 50000.These are in an ANDrelationship.
workCode=S
salary>55000
list
Y
Y
N
N
AND relationship:Both criteria must be truefor the record to appear onthe list.
Non numeric/text fields are enclosed in quotes.Numeric fields are NOT enclosed in quotes.
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All record have both a workCode of S and a salary greater than 55000.
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September 11, 2013
Now I want to see all employees that have a salary > 60000 or have an hourly pay >=35.
Note when I have an or relationship, one condition is on the criteria line and the other condition is on the or line.
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salary> 60000
hourlyPay>= 35
list
list
OR relationship
One or the other has tobe true.
If I get an Y to the first decision I list and do not care about the second. If I get a N to the first decision, then I have a second chance so I check the hourlyPay decision. If it is Y I list otherwise, I do nothing.
Y
YN
N
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All of the records have a salary greater than 60000 or a hourly pay greater than or equal to 35 as specified in my criteria.
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September 11, 2013
Now I want to do a situation where one thing has to be true and also either of two other things have to be true.For example I want state = "MA" and either salary > 60000 or hourlyPay >= 35.
N
N Y
Y
list
listhourlyPay>= 35
salary> 60000
state= MA
YN
If state = MA, I continue and ask about salary and if that is true, I list.If salary is a N, then I have a secondchance because either of these two conditions has to be true. The second chance means I now ask about hourlyPay. If it is >=35 then I list, otherwise I do nothing.If state is not M, I do nothing.
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September 11, 2013
When something has to be true, I list it on both the criteria and the or line.So I have state = MA and salary > 60000ORstate = MA and hourlyPay >=35
state = MA has to be true and either of the other two options has to be true.Note that if MA was not on the OR line you would have state = MA and salary > 60000ORjust hourlyPay >=35 and I do not care about the state.
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September 11, 2013
All of the records listed have state = "MA".In addition they either have salary > 60000 ORhourlyPay >= 35
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September 11, 2013
What if I have state = RI AND salary > 60000ORstate = MA and hourlyPay >= 35
state= RI
state=MA
salary> 60000
hourlyPay>= 35
list
list
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September 11, 2013
state = RI and salary > 60000 are on the criteria linestate = MA and hourlyPay >= 35 are on the or line
either set will result in listing
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September 11, 2013
state = RI and salary > 60000 are on the criteria linestate = MA and hourlyPay >= 35 are on the or line