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TRANSCRIPT
- 1. BATRA SIR
- 2. OBJECTIVES by the end of this presentation, you will be able to: Create and maintain an ACCESS table Develop a query
- 3. GETTING STARTED Double click on your desk top icon or Click Start -> Programs -> Microsoft Access.
- 4. Create a New Database Click Blank Access Database Click OK Save in: - click the drop down arrow -click location to save database File name: type a file name for the database. Click Create.
- 5. Open an Existing Database Click Open an Existing Database Select a file from list of files. Click OK
- 6. THE ACCESS DATABASE WINDOW
- 7. ACCESS DATABASE: Relational Databases. ACCESS is a relational database management system. Relational databases allow you to organize your data into tables; each table can be linked to other tables Database Components. Microsoft Access uses four objects to create a Database: Tables Queries Forms ( Not in this chapter ) Reports. ( Not in this chapter )
- 8. Table - Is the basic element - contains the data entered by users. Elements into tables: * field: one piece of information * row (or record): a set of fields Query - extracts selected data from a table . Form - used to enter new data into the database or display existing data. Report - extracts selected data from a table for printing.
- 9. DATABASE WINDOW COMPONENTS Menu Bar Command Buttons Object Tabs Favorites
- 10. DATABASE WINDOW COMPONENTS Menu Bar contains commands and submenus. Object Tabs to see a list of all objects in that category: Tables, Queries, Forms, Command buttons - Allow : * to create a new database * to Open an existing one for modifying the Design Groups - You can keep related objects of different types together in a group. Favorites - shortcuts to frequently used file folders and databases.
- 11. TABLES Record (row) Field (column) Navigator Scroll Bars
- 12. - Move to first record - Move back one record - Move forward one record - Move to last record - Move to new record - Total number of records in the table
- 13. What is a Table? A table is a database object used to store, organize and view data. Tables are comprised of: Fields - represented by columns Records - stored as rows. Tables look like EXCEL worksheets.
- 14. CHANGE COLUMN APPEARANCE Select a column with the down arrow:
- 15. CHANGE COLUMN APPEARANCE Resize Select Move Hide Show: Freeze: Unfreeze:
- 16. ENTER, VIEW AND MODIFY DATA Undo Sort Find ENTERING DATA Enter Data VIEW DATA Find Data Sorting
- 17. MODIFY DATA Edit Undo Esc (keyboard key) Replace Data
- 18. TABLE DESIGN Design View Data Normalization Primary Key Smallest Components (Address)
- 19. TABLE DESIGN Tables are the heart of a database Categorize Your Data -Each table should deal with one category of data - and have a unique key to which all the other fields are related. Normalize Your Data - Data normalization increases the accuracy of your data - and saves space on your database by eliminating duplicate information. Choose a Primary Key - A Primary Key is a field that uniquely identifies each record in the table.
- 20. DATA TYPE DEFINITIONS Text Memo Number Date/ time Currency Auto Number Yes/No OLE object
- 21. FIELD PROPERTIES
- 22. FIELD PROPERTIES The properties for each field in your table are displayed in the Field Properties pane in Field Size :- Sets a maximum size for data. text is 255 characters number - byte (255) - integer (+/- 32,000, no fractions) - long integer (+/- 2 billion, no fractions) - single (floating point, decimal precision 7) - double floating point, (decimal precision 15)
- 23. Format Date/time, currency, and numbers have several display formats available. Input Mask Controls the way data is entered; frequently used for telephone numbers, postal codes, SSN #s, date/time fields. Caption text for the label used as the column heading when displaying mtables and queries. Default Value Specifies a value that will be automatically entered when you create a new record. Validation Rule Controls the values to be entered into a field; Validation Text The message that will be displayed when the rule is broken
- 24. Required Click Yes to indicate that data must be entered into the field. Allow Zero Length Applies to text, memo and Hyperlink only. Entering a zero length string () means. Indexed An index helps ACCESS find and sort records faster; use on fields you search frequently
- 25. TABLE RELATIONSHIPS View related tables in Datasheet view. Sub datasheet Orders Order Details
- 26. TABLE RELATIONSHIPS Viewing multiple tables in the same window in Datasheet view Open multiple tables in Datasheet View: Sub datasheet it is allowed to show a related table by clicking on the small + in each row in datasheet view. Each Table has a Unique Focus Each table focuses on one topic; the topic is usually defined by the Primary Key Tables are related by common fields tables can be joined so that all detail information can be displayed
- 27. QUERY WIZARD Find Duplicates
- 28. What is a Query? Queries ask questions about your database. You can design a query manually, specifying all of the tables and fields you wish to display on your screen, or you can use a Query Wizard to create simple displays in predefined formats.
- 29. Sort sequence Selection criteria DESIGN VIEW
- 30. CRITERIA EXPRESSIONS Selection criteria
- 31. COMMON EXPRESSIONS Criteria Expression Shows records where France Value is France Not France Value is not France In (France, Germany, Italy) Value is France, Germany, or Italy =M Value begins with letters M-Z 100 Numeric value is 100 =#1/1/98# Date is on or after 1/1/98 Between #1/1/98#AND#12/31/98# Date is in the year 1998 2/*/* Date is in the month of February Null The field does not contain a value Is Not Null The field contains a value
- 32. SUMMATION QUERIES Click on Totals icon Totals row RUN
- 33. SUMMATION QUERIES Queries provide either detail information or summation information about the data in your Tables. For example Detail Display information from an individual table row. Summary Show a count of the number of checks written to a particular Payee To obtain totals or grouped by category information, you must add the TOTALS row to your Query design grid: Click the Totals button on the toolbar.
- 34. FILTERS: Filter by Selection Based on a Table: Select value to be used as criterion. Filtered data
- 35. What is a Filter? Filters act like Queries; they allow you to select and view data records quickly. A filter differs from a query in the following ways: a) entire records are reviewed, not just specified fields b) multiple tables cannot be accessed in a filter c) calculations cannot be performed in a filter d) the filter tool can be selected from table datasheet view, query view or form view. Applying a Filter There are two ways to filter: Filter by Selection specify one criterion by clicking on a value you are looking for within a datasheet or form: Filter by Form specify both criteria and conditions in a blank version of your table.
- 36. CLOSING ACCESS Object Window Close Button Access Application Close Button