Microsoft Access II

Information Technology Services

User Services

User Training & Support

Review – What is a Database?

A collection of related data Database is the overall container Database object include:

TablesQueriesFormsReportsMacrosModules

Flat database vs Relational database

Flat database consists of 1 tableSince real-life databases can have up to

millions of records – relational databases with smaller related tables can become essential.

Relational databaseUse more than one table to decrease the

amount of redundant data.

Relational Database

Problems that can be encountered in setting up a relational databaseLosing informationDangling referencesBringing the data back together correctly

Problems can be prevented by correct database design.

Relational Database

Todays workshop will include: How to Define Relationships between

tablesHow to Enforce Referential Integrity-

prevent a child table from having orphansCascade Update Related Fields – A

primary key field changed in a primary table will cause the foreign key in the related table to be updated.

Queries

Two main categories of queriesSelect - Select Data

Retrieves data based on specified criteria and then displays it.

Select Relational queries – Queries that draw from two tables & then display the data.

Action – Alter Data Crosstab, Delete, Update, Append, Make Table

Action Queries

Crosstab – Summarized values are displayed based on two fields.

Delete – specified records are deleted from your table(s) Update – specified records are updated in your table(s) Append - records from 1 table are added to another Make Table – a new table is created based on specified

criteria Using Make Table, Delete and Append queries you can

archive records

Forms

Forms are used to make data entry easy. To improve the functionality and usability of your forms further, controls can be added on to your forms. Controls are placed on your forms as buttons.

There are controls for: Record Navigation – Next, Previous, SearchRecord operations-Add new record, print record,

save record, delete record, duplicate record

Forms

Form Operations-Open form, close formReport Operations-Preview report, print reportApplications-Run MS Excel, Run MS WordMiscellaneous-Run queries, print table, run

macro, run query

Switchboard

A special type of form Place buttons on a blank form.

Persons unfamiliar with Access – can use your database

Switchboard Manager - Automatic switchboard

Macros

With the check of a button – run a series of Access commands

Actions make up a macro There are close to 50 macro actions

Open forms & reportsManipulate dataAutomate tasks