Microsoft Access 2003 - Intro

Class 1Database Concepts

2

Paper vs. Database

With a paper filing system,you have to cross out,erase, or redo a record tomake corrections. They alsotake up a lot of space.

With an Access database,you have more room andcan easily add, move, edit, find, and delete records.

A little trivia: One 500 MB CD-ROM can hold the same data as 650,000 sheets of paper can hold.

3

Comparing Excel to AccessFeature Excel Access

Layout Provides a natural tabular layout for easy data entry

Provides a spreadsheet “view” as well as forms which arrange data in many ways

Storage Limited to approximately 65, 000 records per sheet

Able to store any number of records up to 2 gigabytes

Linked tables

Manages single lists of information Allows links between lists of information to reduce data entry redundancy

Reporting Limited to a spreadsheet printout Provides sophisticated reporting features such as multiple headers and footers and calculations on groups of records

Security Very limited Each user can be given access to only the records and fields they need

Multi-usercapabilities

Does not allow multiple users to simultaneously enter and update data

Allows multiple users to simultaneously enter and update data

Data entry screens

Provides limited data entry screens Provides the ability to create extensive data

entry screens called forms

4

Database Design Flat file database

All data stored in a single table RDBMS

Manages, stores, retrieves large amounts of information

Reduces redundancy (duplication of data) by linking tables

Good database design reduces redundancy by Normalizing the data

5

Introduction to Database Management Systems

Database Management Systems (DBMS) Used to store, retrieve and order large amounts of

information Access

Stores all information in one file (up to 2GB file size) Is a relational database management system (RDBMS)

• Link tables through a common field• Combine data in new objects and minimize data

duplication

6

The Access 2003 Interface Database window toolbar Tables Queries Forms Reports Pages Macros Modules Groups

Common to all databases

7

The Database Structure

Table

Foundation of the database

Store your data

FormsData input

View Records

ReportsPrinting

PresentationsQueries

Sort, search, limit data

Perform calculations

MacrosAutomate

existing commands

ModulesProgramming

New commands

8

Microsoft Access Database Specifications

Attribute MaximumMicrosoft Access database (.mdb) file size

Number of objects in a database

Modules (including forms and reports with the HasModule property set to True)

Number of characters in an object name

Number of characters in a password

Number of characters in a user name or group name

Number of concurrent users

2 gigabytes minus the space needed for system objects.

32,768

1,000

64

14

20

255

9

Getting Help

Office AssistantOffice Assistant – Ask him a question and get a list of possible solutions. Also access the Contents, Answer Wizard, and Index help text.

What’s This?What’s This? – Learn more about a particular object in an Access window.

Ask a QuestionAsk a Question – Get help without using the Office Assistant character

Online HelpOnline Help – Access Microsoft’s Web page for more help.

10

Tables Tables

• Made up of columns (called Fields) and rows (called Records)

• Provides a spreadsheet-like view• Used to generate all the other objects in the

database• Table properties allow you to streamline the

data entry process and validate data as it is entered

• Can switch between Datasheet View and Design View by clicking the View button or clicking the View menu.

11

Navigation Buttons

The navigation buttons in a table or formwork like the ones on a CD-player.

First record Last recordPrevious recordNext record

12

Keyboard Shortcuts

Next field Tab or right arrow key

Previous field Shift + Tab or left arrow key

First field in record

Home

Last field in record

End

13

Queries Used to

Find records based on specific criteria Filter data Group data with totals Combine fields from multiple tables Update or delete data Append data Create a new table

Query results are called a recordset Queries also have a Datasheet View and a

Design View

14

Forms

Used to display, edit and enter data on the screen

More friendly user interface Data is linked back to source table

Changes made to data in form are reflected in source table and vice versa

To change structure or layout of form, switch to Design View

15

Reports

Used to print records Based on a table, query or SQL

statement Sorting and grouping Formatting Contain calculated expressions Contain headers and footers, page

numbers etc.

16

Pages (Introduced in Access 2000) Data Access Pages can be published to the internet or

intranet Live link to the data (data can be updated from anywhere)

Macros Used with forms and reports to automate database

operations• Easy to learn• Can be converted to VBA• Slower and being phased out by Microsoft although still supported in

Access XP

Modules Small program written in VBA

• More flexible and powerful than a macro• Better choice to automate applications, runs faster, allows trapping of

errors

Pages, Macros & Modules

17

Planning the Database

The more time you spend planning a database, the lesstime you spend correcting bad structure, much like planning tobuild a house. A blueprint is a valuable tool.Take your time and plan it well.

18

Steps in Planning a Database Determine the purpose of the database

and give it a meaningful name Determine what reports/queries you

want the database to produce Collect the raw data that will be stored

in the database Sketch the structure of each table,

including fields, names and data types

19

Creating a Database in Access

Click File menu, then click New… Choose where to save the database,

then type a name for it Click the Create button

20

Creating a Table Using the Table Wizard

In Database window, double-click the option to create a new table using a Wizard

Follow the instructions on each screen of the wizard

Warning: Wizard may make assumptions based on U.S. settings (e.g. Interprets Postal Code as Zip Code) Better to design table using Design View

21

Primary and Foreign Keys Primary Key

Uniquely identifies a record in a table Data in table is sorted by primary key by

default When entering records, cannot be left blank Composite key – primary key that consists of

two or more fields Foreign Key

The join field in the secondary table in the relationship

22

Choosing a Primary Key

Good ChoicesSocial Security NumberEmployee ID NumberAccount NumberUser IDEmail Address

Bad ChoicesLast NameAddressDepartment IDJob TitleAny item that could be duplicated

A primary key field must be unique.

23

         This work is licensed under a Creative Commons Attribution-ShareAlike 2.5 License.