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What is Microsoft Access?
Microsoft Access is a relational database management system (DBMS or RDBMS). At the very core, it is a software “engine” that provides an interface between physical data and user application queries.
Other examples of DBMS applications include:
•Oracle•mySQL•SQL Server (Microsoft)•DB2 (IBM)•Informix
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What is in an MS-Access file - 2?
Unless advanced techniques are employed, all entities are stored in one *.mdb file. When running, a locking file (*.ldb) is also visible. Only the mdb file needs to be copied to transfer the database to another computer or location.
Ex.MSCI_ByrneGuestLecture.mdb
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What is in an MS-Access file - 3?
Demographics Ethnicity Labs H & P
Tables
Queries
Forms (Active)Reports (Static)
VB + Macros – Event Driven Automation, etc.
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Advanced – Splitting
Back-End File - Contains all Data Tables
VB + Macros – Event Driven Automation, etc.
Demographics Ethnicity Labs H & PTables
Queries
Forms (Active) Reports (Static)
Front-End File - Contains all Application Entities (Forms, Queries, etc.) and links to data tables in back-end file. Note you may have more than one FE to accommodate different user types.
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Microsoft Access – Module 1 Summary
MS-Access is a powerful relational database program. It has many integrated features and
can be greatly customized to fit most personal/departmental needs for data
collection and storage.
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Microsoft Access – Module 2
Creating / Working with Tables
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Tables Overview
Think of Access as a collection of spreadsheets that are relationally linked.
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DemographicsPatient_IDFnameLnameAddressPhoneGenderRaceDOBHeight
GlucoseGlucose_IDPatient_IDDateWeightMed_IDGlucose
MedsMed_IDDrugCombonation
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Table Demonstration - Live
General Setup for TablesDescribe General OptionsShow Validation Rule
Relationships
Lookup Option
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Table Relationships - Live
Table Relationships
Describe Cascade Features
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Table Import / Link - LiveImporting a Table makes a copy of existing data
Linking a Table lets you control existing data through Access (Exercise Caution !)
Note that you may import non-Access files.
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MS Access – Module 2 Summary Data storage principles1. Attempt to store data 1 time / 1 place; 2. Do not store data that may be calculated from
other fields (utilize queries); and 3. Strive for very discrete data storage (no
ambiguity – garbage in / garbage out).4. Choose real or arbitrary (autonumber) unique
identifier for each record.RelationshipsUse table relationships to automatically cascade
delete and update records.
Other Data SourcesImport = Copy; Link = Live Connect.
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Microsoft Access – Module 3
Creating / Working with Queries
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Query Overview - 1 An MS-Access query is a set of stored SQL
instructions that manipulate and/or select data from one or more tables.
Select Query – Data grouping and/or filtering Make-Table Query – Select + creates/populates
new table. Update Query – Updates fields from specified
table data Append Query – Runs query on one table,
appends results to a table Delete Query – Delete selected records from table
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One Table Query Example - Live
Right-Click + Add to add table(s)
Drag and Drop Fields
Custom sort by one or more fields.
Use this button to toggle between design, sheet and SQL views.
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2-Table Query Example - Live
Drag and Drop Fields
Right-Click + Add to add table(s)Note that relationship often automatic.
Calculated Field
BMI: [Weight]/([Height]/100)^2
Right-Clicking gray area above field enables property changes.
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Query – Calculating Fields
Name the calculated field, then type a colon, then type the equation using brackets ( [ ] ) around table fields. If there is ambiguity in the field names between tables, you may need to type table.[field] format.
Ex: BMI: [Weight]/([Height]/100)^2
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Query – Sorting Data
Choose Ascending or Descending in the Sort Row
This query would sort by Gender THEN by Race.
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Query – Filtering Data
This query will return all records in the database for:Femaleswho are not whitewhose height are greater than 150 cmand who weigh between 60 and 70 kg
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Query – Filter Operators= equals> greater than>= greater than or equal< less than<= less than or equal<> not equal toBetween between two valuesIs Null field is emptyis not null field is not emptyLike Matches a pattern (Like John*)OR Logical OR (one or other is true)AND Logical AND (both are true)etc.
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Query – Grouping Data - 1Clicking the Totals Button Enables Grouping, Counting and Statistical Options
Notice new “Total” row.Each field (column) can be set.
Running this Query indicates there are 203 Females and 261 Males in the database.
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Query – Grouping Data -2
Totals Options Include:
Group By
Sum
Avg
Min
Max
Count
StDev
Var
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Query – Export Data
Create and Save Query
1)
Use OfficeLinks (Excel Toggle Option) to “Analyze it with Excel”
2)
Data Automatically Exported to Excel
3)
PA Harris, Vanderbilt University