MS Access 2007

IT User Services - University of Delaware

Choosing between Excel and Access

Relational database concepts◦Relational Database Management System

Getting started with MS Access 2007◦Demos

IT User Services - University of Delaware

Based on Consider using Access Excel

• Data type Mainly text Mainly numeric

Examples - Demographic data- Address lists

- Student grades- Accounting data

IT User Services - University of Delaware

Based on Consider using Access Excel

• Data type Can categorize in different tables

(Data usually results in very wide worksheets with repeating data by row and many empty cells.)

Examples - Course enrollments by student - Record of event attendance over time

IT User Services - University of Delaware

Based on Consider using Access Excel

• Data type Link to external data

Examples - Shared accountingl database- Any database requiring data entry, update, or retrieval by more than one person at a time

(Workbooks can be shared for editing but under those conditions, users cannot be protected from each others’ data changes.)

IT User Services - University of Delaware

Based on Consider using Access Excel

• Usage Data entry, storage, management

Calculations, data analysis

Multiple users

• Reporting Variety of layout and grouping options

Pivot table reports, charts

IT User Services - University of Delaware

Database: Organized collection of data

Purpose: Store , modify, and retrieve data.

Database table: Holds and organizes the data.◦Rows (records) for each unique data instance; uniqueness

provided by primary key. Examples: Check #, date, amount, payee (check register) Student ID, first and last names, address, phone # (student records)

◦ Columns (fields) for each type of data. Examples: Amounts Last names

IT User Services - University of Delaware

Flat file database: Single table (looks similar to Excel spreadsheet.)

Relational database: Two or more tables with a defined relationship between or among them◦Relationships between tables are defined by physical or

business rules.

Primary key in one table relates to equivalent column in another table (foreign key).

IT User Services - University of Delaware

Relationship types: one-to-one◦ E.g.: Information about states and state capitals

IT User Services - University of Delaware

State CapitalsState Code

City Name

Mayor

City Population

Year Founded(etc.)

StatesState Code

State Name

Governor

State Population

Major Industry

State Motto(etc.)

Relationship types: one-to-many◦ E.g.: Database for tracking student financial transactions

IT User Services - University of Delaware

TransactionsTransaction ID

Transaction Type

Transaction Date

Amount

Student ID(etc.)

StudentsStudent ID

First Name

Last Name

Street Address

City

Zip Code(etc.)

Relationship types: many-to-many◦ E.g.: University student judicial database (students

involved in events leading to judicial hearings) Requires “bridging” or “linking” table in the database.

IT User Services - University of Delaware

StudentEvents

Event ID

Student ID

Involvement

(etc.)

StudentsStudent ID

First Name

Last Name

Street Address

City

ZIP Code(etc.)

EventsEvent ID

Event Date

Event Time

Location

Reported By

Description(etc.)

Relational Database Management System◦ Contains related tables for storing data and tools and

interfaces for data manipulation. For example:

Relationship management tools Forms (data entry) Mechanism to enforce design rules Queries (data retrieval) Reporting tools Programming environment

IT User Services - University of Delaware

Relational Database Management System◦MS Access provides all the tools listed below. In other

database management systems the tools may have to be licensed or purchased separately (e.g., forms and reports for Oracle or SQL Server)

Relationship management tools Forms (data entry) Mechanism to enforce design rules Queries (data retrieval) Reporting tools Programming environment

IT User Services - University of Delaware

MS Access is a relational database management system.

It is a file-based system, not a client-server system (like Oracle or SQL Server), and is not ideal for data sharing across large work groups.

IT User Services - University of Delaware

Create a new database

Create tables and enter data◦ Copy and paste◦ Import or link from other data source◦ Enter data by hand

Data entry form (preferred) Directly into table (not recommended)

Use an existing database

IT User Services - University of Delaware

IT User Services - University of Delaware

IT User Services - University of Delaware

Thank you for coming!