Microsoft Office Access 2007 Training

Correct Answer!!!OverviewThe lesson includes: an overview of building a database video tutorial additional resources a set of test questions2What to do with to much data?Large & Unmanageable Excel spreadsheets?

3Large & Unmanageable Excel spreadsheets?

What do I use?Why?Store large dataBuild relationshipsExtract DataManageable

4Store large amounts of dataFinding relationships in dataEasy to extract dataManageable forms and reportsWhat is AccessWant to purchase? Click here.

AddDeleteChangeSortRetrieveCreate Organized collection of DataUpload5Microsoft Office Access 2010, usually referred to as simply Access, is a database management system. A database management system such as Access, is a software tool that allows you to use a computer to create a database; add, change, and delete data in the database; sort the data in the database; retrieve data in the database; and create forms and reports using the data in the database. The term database describes a collection of data organized in a manner that allows access, retrieval, and use of that data.

But where do you start? Plan the table structure Plan the fields Plan the primary key fields

6Plan the table structure of a new database. Plan the fields the individual columns in each table. Plan the primary key fields that enable the relationships among your tables.

But where do you start?

Identify the tables Determine the primary keys Determine the additional fields Determine relationships among the tables Determine data types for the fields Identify and remove any unwanted redundancy Determine a location for your database Decide on a purpose

Write down your purpose. Who will use it? Why?7Keep your purpose statement handy and refer to it as you design your tables. And dont try to make the statement perfect, you can always change it.Data to store???

List the data you want to captureList existing data, i.e. spreadsheet8Identify the main objects involved in the requirements.Main Parts of Database Design

FieldsTablesPrimary KeyData TypesRecordsColumnsTables

10Tables are made up of fields that represent a characteristic of the subject, object or eventFor example, each Person in the Phonebook has: First NameLast NameStreet AddressAvoid duplication by specific naming

Fields

11A field represents a single piece of data, and the name of the field clearly identifies that data. If we were to take an example of a phone book to demonstrate this, the book as a whole would be your database. It has multiple fields. The first name, last name, street address and so on. Example of Data Types

Field Properties of the data type Number12In this example, the different properties you can choose for the Number data type. You can change the field properties based on the type of number.Data Types

http://www.databasedev.co.uk/access2007_data_types.html13Each field has a data type. This indicates the type of data that can be stored in the field. The three most commonly used data types are:Text, Number, Currency

Records

14Each individual name, address and phone number as a unit, would be a record, as a record is a set of fields with data relating to one thing, like a person or a product. You would have a field for each piece of data that you want to store as part of the record.

Columns

15In an Access table, columns are called fields and individual records are called rows.

Primary Key

16Each table must have a Primary Key field to uniquely identify a record and to establish relationships between tables. The Primary Key is typically an auto-generated number

Quiz #1Lets recap what we have discussed so far. The quiz reflects the topics that have been discussed earlier. Please complete the quiz to see how much you have learned about databases. Question 1Each column in the database table is a

Form

Query

Record

Field

Question 2Access is a ______ program.

Spreadsheet Word process Database management Desktop publishingQuestion 3Each row in a database table is a

Record

Field

Report

FilterQuestion 4This database object is arranged in rows and columns and looks similar to an Excel worksheet.

Form Query Report Table

Question 5It is best to have a purpose statement before designing a database. True FalseRelationships

How do you relate your data back together? 23Relationships are created by using the primary key field from one table as a field in another table. The primary keys in the Suppliers and Support tables have become fields in the Assets table. Those duplicate fields in the Assets table are called foreign keys.A quick look at relationships

Do you think you are duplicating data? 24This type of duplication is okay. Primary key values are small, and you cant extract meaningful information from your database unless you use them in relationships. The duplication of primary keys is called foreign key fields.So, as a final step in your design, indicate your foreign key fields. As you see in the picture foreign key fields facilitate relationships between tables and enforces data integrity.

How do I get the correct data?

Access makes it possible to ask complex questions concerning the data in the database and then receive instant answers.

25Queries allow you to specify: The table fields that appear in a query. The order of the fields in a query. Filter and sort criteria for each field in a query.

Queries have two views: Design view and Datasheet view.

Queries: Design View

26In the Design view, you specify which tables you want to see, which tables they come from, and the criteria that records have to meet in order to appear on the resulting database.

In this example, we want to query everyone in the AddressBook table who lives in the city of Columbus.Queries: Datasheet View

27In the Query Datasheet view, you view the records that are found to meet your criteria. As you see the query pulled only the records that referenced the city of Columbus.Quiz #2Lets recap what we have discussed so far. The quiz reflects the topics that have been discussed earlier. Please complete the quiz to see how much you have learned about databases. Question 1A query can include fields from more than one table.

True FalseQuestion 2Columns are horizontal TrueFalseQuestion 3All of the data about one person or item makes up a

Record

Report

FieldTableQuestion 4Queries must display all fields in a table. True False

Question 5What data type could you use for a field when user needs to input a price? Number Yes/no Currency Date/time

Apply your Knowledge

Click on the box below to begin the tutorial.Recap #1A good database design helps ensure that your data is what? (Pick one answer.)Always backed up. Complete and accurate. Duplicated so its easier to find. 35Recap #1: AnswerComplete and accurate. Completeness and accuracy are essential for making sound decisions. 36Recap #2What is the function of a primary key? (Pick one answer.)To uniquely identify each record in a table. To encrypt and decrypt your database. To help ensure you enter data in the correct table. 37Recap #2: AnswerTo uniquely identify each record in a table. All your tables must have a primary key field.38Recap #3: AnswerHow many tables should a well-designed database contain? (Pick one answer.)As many as necessary to capture all your data without redundancy. One, with many fields. Two.

39Recap #3: AnswerAs many as necessary to capture all your data without redundancy. That can be one table, or dozens. 40Additional Resources First Database with AccessAccess Database Overview

Create a 2007 Access Database

Creating Queries in Microsoft Access

Get to Know Access

Access Tutorials

41References Images were obtained from:Shelly, G., Pratt, P, Last, M. (2010) Microsoft Access 2010 (Comprehensive). Boston, MAAddress Book Database Created by Dominga Gardner on September 23, 2011

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