intro ms access

7/28/2019 Intro MS Access

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Introduction to Microsoft Access


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Databases are THE REASON why organizations have usedcomputers

Many uses:Corporate & organizational data

SalesInventory

Employee records. . .

Personal databasesPC & Mac: Quicken

Palm: a collection of databasesAppointments

Addresses

To-dos

World Wide WebIncreasing fraction of Web pages driven by databases

Allows pages customized for the user



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Introduction to database management systems

How to use Microsoft Access

Introduction to Access

Design of an Access database

Converting design into tables and queries



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Forms and reports



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Forms and reports

Modules, Programming, and the Web (no content)



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Forms and reports


Basics of Macros

Security features in Access



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Intro to Microsoft Access

Goals of Class:

Learn how to use Access

Develop understanding of database systemsAssumes you know something in Microsoft Office:

i.e., Word, Excel, PowerPoint, FrontPage

Prior experience with Access not needed


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First attempt:Put paper records in computer-based files

One record in a paper form One row (record) incomputerized table of data

Worked OK for single application, e.g.Write payroll checks

Maintain checking account balances

But . . .Additional applications for data appeared

Inflexible- difficult to expand

Many redundant data entries needed for this systemContinuing problem- identifying and eliminating incorrect entries

Wasted storage space

Overwhelming complexityLarge effort to maintain this system

Introduction to Database Systems:

A Very Brief History


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Problems with file systems- redundant entries

Dept. Course No. Course Term Section Teacher Student Grade

Geology 1003 Geol. for Jocks Fall 2002 001 Joseph Sagacious Robinson, Ed B-

Geology 1003 Geol. for Jocks Fall 2002 001 Joseph Sagacious Langer, Yvonne A

Geology 1003 Geol. for Jocks Fall 2002 001 Joseph Sagacious Briggs, Jim Bob C-

Math 0503 Algebra II Fall 2002 001 Bernadette Whist Robinson, Ed F

Math 0503 Algebra II Fall 2002 001 Bernadette Whist Langer, Yvonne C-

Math 0503 Algebra II Fall 2002 002 Edward Wilson Briggs, Jim Bob A

Math 0503 Algebra II Spring 2003 001 Bernadette Whist Robinson, Ed

Math 0603 Trigonometry Spring 2003 001 Edward Wilson Langer, Yvonne

Math 0603 Trigonometry Spring 2003 001 Edward Wilson Briggs, Jim Bob

History 1113 History I Spring 2003 001 Ronald Regan Robinson, Ed

History 1113 History I Spring 2003 001 Ronald Regan Langer, Yvonne

History 1113 History I Spring 2003 001 Ronald Regan Briggs, Jim Bob


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Problems with File Systems

Different views of data needed

Teacher View data for each class taught

Class rosters

Input grades

Student- Personal data only

Administrator- needs multiple views

May need other views (e.g., counselors)

Different privileges for data access and modification

Teachers can add grades

but only in classes he/she teaches, and only for current term

Cant enroll students, add courses

Students cant change anything

Administrative personnel can add courses, class sections, or teachers


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Problems with file systems


Geology 1003Geol. for

JocksFall 2002 001 Joseph Sagacious Robinson, Ed B-


JocksFall 2002 001 Joseph Sagacious Langer, Yvonne A


JocksFall 2002 001 Joseph Sagacious Briggs, Jim Bob C-











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Problems with File Systems

Different views of data needed



Course schedule

Final grades





Students cant change anything

Can only view his/her data

Administrative personnel can add courses, class sections, or teachers


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Problems with file systems


Geology 1003 Geol. for Jocks Fall 2002 001 Joseph Sagacious Robinson, Ed B-

Geology 1003 Geol. for Jocks Fall 2002 001 Joseph Sagacious Langer, Yvonne A

Geology 1003 Geol. for Jocks Fall 2002 001 Joseph Sagacious Briggs, Jim Bob C-











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Problems with File SystemsDifferent views of data needed




At start of semester:

ensure teacher for every class

sufficient student enrollment in classAt end of semester, ensure teachers have submitted grades




Students cant change anythingAdministrative personnel can add courses, class sections, or teachers

But they cant change grades


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(After twenty years and several intermediate stages of development

)Separate into two functions:

Database management system(DBMS)Keeps data in small, unique chunks

Efficient storage

Maintains just enough redundancy

The relational databasePrinciple focus: handling data

Handles physical details of storing data efficiently

Delivers & manipulates data for applications

Limits data access based on users privileges in system

Several industrial-strength DBMS:

Oracle 9iIBM DB2

Microsoft SQL Server

Application programsGet data from DBMSStandardized language to get data (SQL)

Database systems


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The Relational Database

Courses

Dept. Course No. Course CourseID

Geol. 1003 Geol. for Jocks 111

Math 0503 Algebra II 222

Math 0603 Trigonometry 223

History 1113 History I 444

Dept Course No. Course Term Section Teacher Student Grade


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Students

StudentFirst StudentLast Student No.

Ed Robinson 555-11-5432

Yvonne Langer 666-11-6543

Jim Bob Briggs 777-22-8765

Courses







Teachers

TeacherFirst TeacherLast Teacher No.

Joseph Sagacious 111-22-2458

Bernadette Whist 222-11-4500

Edward Wilson 333-11-0123

Ronald Regan 444-22-3210


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Courses






Course Sections

CourseID SectionID Term Section Teacher No.

111 111-2002-1-001 Fall 2002 001 111-22-2458

222 222-2002-1-001 Fall 2002 001 222-11-4500

222 222-2002-1-002 Fall 2002 002 333-11-0123

222 222-2002-2-001 Spring 2003 001 222-11-4500

223 223-2002-2-001 Spring 2003 001 333-11-0123

444 444-2002-2-001 Spring 2003 001 444-22-3210


Students





Teachers

TeacherFirst TeacherLast Teacher No.

Joseph Sagacious 111-22-2458

Bernadette Whist 222-11-4500

Edward Wilson 333-11-0123

Ronald Regan 444-22-3210


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Students





Grades

SectionID Student No. Grade

111-2002-1-001 777-22-8765 C-

222-2002-1-002 777-22-8765 A

223-2002-2-001 777-22-8765

444-2002-2-001 777-22-8765

111-2002-1-001 666-11-6543 A

222-2002-1-001 666-11-6543 C-

223-2002-2-001 666-11-6543

444-2002-2-001 666-11-6543

111-2002-1-001 555-11-5432 B-

222-2002-1-001 555-11-5432 F

222-2002-2-001 555-11-5432444-2002-2-001 555-11-5432

Courses


Geol. 1003

Geol. for

Jocks 111





Teachers( Not shown )

Course Sections

CourseID SectionID Term Section Teacher No.

111 111-2002-1-001 Fall 2002 001 111-22-2458

222 222-2002-1-001 Fall 2002 001 222-11-4500

222 222-2002-1-002 Fall 2002 002 333-11-0123

222 222-2002-2-001 Spring 2003 001 222-11-4500

223 223-2002-2-001 Spring 2003 001 333-11-0123

444 444-2002-2-001 Spring 2003 001 444-22-3210


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Microsoft Access is Unique

Provides DBMS functionsNot industrial-strength, designed for:

Individuals

Small workgroups

External application programs work with AccessCan use SQL to get or manipulate data in Access database

Provides built-in tools for reporting and for application developmentFormsReportsVisual Basic code modules

Provides flexibility

Small, simple all-in-one environmentData can be easily transferred to full-fledged DBMS

i.e., if database, # of users gets too large

No need to decide on database size before you start

Allows natural growth


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Design of an Access databaseConverting design into tables and queries

Forms and Reports


Basics of Macros




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Sample databases

School

Used with this presentation

See Tutorials & Resources on our web site

Northwind

Included with every version of Access since 2.0

(Demonstration of Access environment)


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Forms and reports

Modules, Programming, and the Web

Macros




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First step: Eliminate the computerCapture required features of school, business, or organization in model

Pencil & paper work; no computer needed

Translate to computer later

Identify theentity types

Add attributes (if desired)

Identify relationships between entities


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First step: Eliminate the computerIdentify the entity types

Will become names for tables of data

Entity types should be real thingsCan be physically real (e.g., Employees)

Can be abstract (e.g., Courses)

Examples:

Students

Teachers

Courses

Class Sections

Should be central to the work process of the school, business, or organizationTeachers- could be an entity type for a school

Crossing guards- not an entity type




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Identifying Entities

Students

Teacher

Class_Sections

Course

Grades


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First step: Eliminate the computerIdentify the entity types

Add attributes (if desired)Will be column headings in our table

Attributes are characteristics that go with entity

Example- A Students entity type would have these attributes:

First Name

Last Name

Street Address

City

Soc. Sec. No.



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Adding Attributes

Always 1:1 with entity

Adding attributes: a mixed bagUpside: You know where things go

Downside: Clutters up entity relationships

Students

StudentNo

Address

City

State

WorkPhoneCellPhone

HomePhone

Email

StudentFirstName

StudentLastName


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Design of an Access databaseFirst step: Eliminate the computer

Identify the entity types


Identify relationships between entity typesHow many: How many

1: 1

1: Many[Many = more than one ]

Many: Many

Remember: numbers refer to relationship, not to population of entity type

Is entity required in relationship?

Optional(e.g., ClassSection may be optional to Course- a course may not be taught

every semester)

Mandatory

(e.g., Teacher mandatory for ClassSection)


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Identifying RelationshipsStudents

Teacher

Class_Sections

Many

Many

1

haveEmergency

Contact Info

11

teaches

1

obtain

Grades

in

Course has1

1

has 1

1

Employee_Information

1

1

advised by

Many

Grades


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Forms and reports


Macros




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Converting Design into Tables and

Queries

Entities database tablesTable Design View: establish or modify table structure

Attributes fields in table

Make primary key

Data types and other table details

Table Wizard- not that useful

Datasheet View: view or enter data

Add relationships between tables

Make queries

C i D i i T bl d


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Queries

(Demonstration- making tables and enteringdata)

School1.mdb

????????


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Queries

Entities database tables

Add relationships between tablesMenu command: Tools / Relationships

Match primary key in one table with matching value inanother table (foreign key)

Enforce referential integrity- keeps your data good!

Access uses to mean Many

Make queries


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Queries

(Demonstration on drawing relationships)

School2.mdb

????????


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Rules of Thumb: Creating Tables

Many:Many relationships

Require a bridging table

Converts Many:Many two 1:Many

Bridging table is the Many side of the new relationships

Example: Grades table

1:Many relationships

Typically, add a foreign key from 1 side in Many table

Example: Advisor field in Students table

Tables dangling on end of 1:1 relationship

Table on end may be unnecessary

Fields may belong in other table

Exceptions:When main table is big

Certain fields arent used often

Example: Emergency Contact Info Entity


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Primary key determinationEach value MUST be unique

Keydetermines all other fields in table- they all depend on value ofprimary key

Otherwise: a problem with design

When only a combination of fields is unique:Add extra (otherwise meaningless) field with Autonumber data type as

primary key

Any use of this data in another table should be of data type Number,Format = Long Integer

(If you choose Autonumber type again, Access wont let you choose thenumber!)

Example: Grades table


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Data typesChoose Number only if you want to do math on it

Date/Time, Currency: specialized number types

Memo type has no limits on length

Good for catch-all Notes field (misc. data that doesnt have a slot)

Lookup Wizard- good for looking up real names for meaningless IDnumbers

When in doubt, use Text

Field Size:

Default values assigned by Access usually OKUnless youre likely to run out of storage space

If you want to change from default, do it early!

Before data added

Before relationships between tables made


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Format:

Extra level of formatting for Date/Time, Number, Currency

Input Mask:

Formatting for viewing, inputting Soc. Sec. No., Phone no., etc.

Wizard for masking common types

Caption:

Human-friendly name for field when used elsewhere in Access

Default value:

What filled in automatically if no entry in field


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Validation Rule:

Mathematical expression- sets limits on data in field

Example: Course_sections table, Year field

Validation Text:Text you want displayed when a Validation Rule is violated

Example: Course_sections table, Year field


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Queries

Entities database tables

Add relationships between tables

Make queriesQuery assembles data we want

Just enough redundancy makes this workMaking a query in Access

Query Wizard- Let Access guide you

Query Design View- Make your query manually

Datasheet view- View, update, add, or delete data

Looks like data in a tableAny data changes result in changes in underlying tables

Filter data

By form

By selection

SQL view (Youve been writing programming code!)


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Queries

(Demonstration on making queries)

School3.mdb

???????????


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How to use Microsoft AccessIntroduction to Access


Forms and reports

Modules, Programming, and the WebMacros




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Forms and Reports

Make it easier to view, modify, add, and deletedata

Forms optimized for on-screen use

Reports- optimized for printout

Each based on a table or on a query

Creating Forms

Creating Reports


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Forms and Reports

Make it easier to view, modify, add, and delete data

Creating FormsForm Wizard

Form Design ViewControls in Toolbox allow customization

Wizards for many of them, e.g. Button

Use the View / Properties command to modify form or controlproperties

Datasheet ViewUseful in sub-forms

Creating Reports


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Forms and Reports

(Demonstration of forms)

School4.mdb

???????????


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Forms and Reports

Make it easier to view, modify, add, and delete data

Creating Forms

Creating ReportsWizard- makes it easy

Design View

Very similar to Form Design View

Differences- more headers and footersReport level

Page level

Data grouping levelCan be modified with Sorting and Grouping command on View menu

Page Preview

Similar to Page Preview in other Office applications


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Forms and Reports

(Demonstration of reports)

School5.mdb

???????????


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Forms and reports


Macros




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Modules: Allows automation beyond the simple level ofMacros

Advantages:Broader range of choices

Execute faster

Deeper level of integration with other programs

Allows more user choice in response

Visual Basic: the simplest programming environment

DisadvantagesMore complexity

Overkill for many simple tasks

Data Access Pages


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Modules: Allows automation beyond the simple level ofMacros

Data Access Pages

Added to Access when WWW arrivedIn essence, a form/report designed for browser

Methods to connect to an Access databaseThe standard method (ODBC)

Data Access Pages

Advantage: you dont leave Access to use Data Access Pages

Disadvantage: limited functionality

intro ms access

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