This chapter introduces you to Microso2 Office Access The chapter focuses on what a database is, the components of a database, what a database

Transcription

1 This chapter introduces you to Microso2 Office Access The chapter focuses on what a database is, the components of a database, what a database can do and how to create a database. 1

2 The objecaves of this chapter are: Understand database fundamentals Use an exisang database Sort table data on one or mulaple fields Create, modify, and remove filters The objecaves conanue on the next slide. 2

3 AddiAonal objecaves include to: Know when to use Access or Excel to manage data Understand relaaonal power Create a database 3

4 Microso2 Access is a database management system. A database is a collecaon of data that can be managed, stored, queried, sorted and reported. Databases are common and used on a regular basis. Databases are used to store assortments of data. Databases can be found at various organizaaons, most paracularly the Internet. OrganizaAons rely heavily on databases for their daily operaaons. For an example, when looking for items on Amazon or inpusng your credit card informaaon to purchase an item one is ualizing a database. 4

5 An Access database is a structured collecaon of objects. Objects are both created and needed in order for the database to funcaon. There are six main object types in an Access database. There are four objects that are commonly used. A table is the foundaaon of every database. Data is stored in a table. Tables organize data into columns and rows. Columns display informaaon in fields, while each row contains a record. For an example, Customer ID, Company Name are example of fields. A complete set of all fields in the table is a record. A form allows the user to enter, modify, or delete table data. A form can be created to limit the user to viewing only one record at a Ame, unlike a table. The user can then focus on the data that is being entered or modified. A query is a quesaon that you ask about the data. The results are displayed in the query. The query can be used to display only records that meet a certain condiaons and only in certain fields. A query can also be used to update or delete records as well. A report consists of informaaon from tables and queries. The informaaon can be formaved to be presented in a professional manner. Reports can be printed. The two less common types of the six objects are macros and modules. These objects are used by proficient users of Microso2 Access. 5

6 The image above displays the different objects types and their relaaonship to one another. 6

7 Like other Microso2 office applicaaons interfaces, Access has the standard elements such as the Atle bar, the Ribbon, the Home tab, the Backstage view, and scroll bars. It also has unique features that are unique to Access. The above image is that of an opened database showing the interface. 7

8 The Access Title Bar displays the path and file name for the database. The Access Ribbon has five tabs: The File tab opens the Backstage View, where such database tools as Save, Save As, Compact and Repair, Backup Database & Print are found. The Home tab is the default tab in Access. This is where the basic ediang funcaons and formasng funcaons are found. The Create tab has all of the tools used to create objects in the database. The External Data tab has all of the operaaons used to import and export data. The Database Tools tab has all of the features that allow users to create relaaonships between tables and advance features of Access. The NavigaAon Pane allows the expansion of the area available for an open object. 8

9 There are two different ways to view a table. Datasheet View looks like a grid that contain fields and records. While in the Datasheet view, you can view, add, edit and delete records. Design View is a detailed view of the table s structure. The Design View is used to create and modify a table s design. 9

10 In this figure, the Customers table is displayed in the datasheet view. The field names are at the top. The pencil symbol indicates that data is being edited in the current record selected. The navigaaon bar has navigaaon buvons that navigate through records in a table, query or form. 10

11 In this figure, the Customers table is displayed in design view. The data types define the type of data that will be stored in a field. Examples of data types are short text, long text, numeric, and currency. Each data type has a field property. The field property defines the characterisacs of the field. Each row contains a field name, a data type and an opaonal descripaon. At the bovom, the Field ProperAes pane contains details for each field. The primary key is a unique field that idenafies each record. In the Customers table, the primary key is the CustomerID field. No two records can have the same primary key. This prevents duplicate records. In the figure, the primary key has an AutoNumber data type. This data type is automaacally generated by Access. 11

12 The key to a good database is to manage accurate informaaon. When changes occur, records in the database need to be edited. New records can be added, and old records can be deleted. 12

13 Microso2 Access save funcaon differs from other Microso2 Office applicaaons. Microso2 Word, Excel, and PowerPoint work from memory, meaning work is not automaacally saved to a storage locaaon. If power is lost, nothing is saved. Access works from storage. Changes are automaacally saved to the specified storage locaaon. If power is lost, the only changes that will be lost will be to the record that is currently being edited. Access saves changes as soon as the inseraon point is moved. 13

14 Backstage view houses the Save As Command. Save As has various file types for the purpose of saving the database or a current object. An enare database or a component can be saved. Save Database As allows the database to be saved in the default database format (Access file format), an earlier format or as a template. Save Object As allows users to save a copy of the current object or to publish a copy as a PDF or XPS. As a means of operaang the database efficiently and securely, Access is equipped with two ualiaes. Compact and Repair reduces the size of the database. Back Up Database creates a duplicate copy of the database. 14

15 Access provides tools to change the order of informaaon. A sort lists records in a specific sequence. Ascending sorts text data in alphabeacal order or numbers from lowest to highest. Descending sorts text data in reverse alphabeacal order or numbers from highest to lowest. Access can sort records by more than one field. This is done by first sorang the column on the le2. Then the column on the right is sorted. When sorang mulaple records, the columns must be arranged in this order. 15

16 A filter displays a subset of records based on specified criteria. Criteria can be a number, a text phrase, or an expression used to select records form a table. Filters analyze data quickly. Filters do not delete records, filters only hide records that do not match the criteria. There are two types of filters. Filter by SelecKon displays only records that match selecaon criteria. Filter by Form displays records based on mulaple criteria. 16

17 The advantage of using the Filter by Form is the ability to specify AND and OR logical operators. The AND operator returns the results if all the criteria are true. The OR operator returns the results if at least one of the operators is true. Comparison operators evaluate the relaaonship between two quanaaes. Comparison operators include: equal(=), not equal(<>), greater than(>), less than (<), greater than or equal to (>=), and less than or equal to(<=) 17

18 Access and Excel have powerful tools when it comes to extracang informaaon that needs to be arranged for analysis. Access is referred to as a relaaonal database. A relakonship is a connecaon between two tables using a field that is common to the two tables. It provides built- in tools to help organize data bever than Excel. Use Access to manage data when you: Require mulaple related data to store data Have a large amount of data Need to connect to and retrieve data from external databases Need to group, sort, and total data based on various parameters Have an applicaaon that requires mulaple users to connect to one data source simultaneously Use Excel to manage data when you: Need only one worksheet to handle all your data Have monthly numeric data Require subtotals and totals in your worksheet Need to run a serious of what if scenarios Need to create complex charts and/or graphs 18

19 Access is known as a relakonal database management system (RDBMS). A RDBMS will manage groups of data and set rules between tables. When relaaonal databases are designed properly, data can be combined from mulaple tables to create queries, forms and reports. NormalizaKon is grouping data into the correct tables. The design of a relaaonal database involves join lines. Join Lines create a relaaonship between two tables with a common field. 19

20 The figure shows the RelaKonships Window. This is where relakonships are set. RelaKonships are set a2er tables have been created. The primary key from table is connected to the foreign key of another table. 20

21 Enforce referenaal integrity is an opaon available when creaang a table relaaonship. When selected, Access prevents data from being entered into a related table unless it first exists in the primary table. It ensures the integrity of data in the database. ReferenAal Integrity prohibits users from deleang a record in one table if it is related a record or records in other tables. 21

22 The Backstage view provides three methods of creaang a database: CreaAng a custom Web app CreaAng a blank database CreaAng a database from a template CreaAng a customer Web app enables you to create a database and share it on the Web. CreaAng a blank database enables you to create a database to your specific needs. CreaAng a database from a template will create a database without having to start from scratch. 22

23 CreaAng a Web App is a new feature in Access It is a new type of browser- based applicaaon. A Web app database can be accessed and used simultaneously by several people. A host server such as SharePoint is needed. To create a Web App, go to the Backstage view. Click Custom web app. Name the database and select a locaaon. Click create and a blank database opens. Begin to create tables for the foundaaon of the database. Tables can be created by using the Access library of Table Templates. 23

24 To create a Blank desktop database click on the File tab to access the Backstage view. Click on New. Click Blank desktop database. Enter a file name in the textbox and navigate to the appropriate folder to save the database. Click OK. Click Create. Enter data. 24

25 CreaAng a database from a template saves Ame. A template can help a new Access user become familiar with a database s design. A variety of templates are available from the Backstage view. To create a desktop database from a template: Click the FILE tab and access the Backstage view, click New Chose a database template Enter the file name in the text book and a locaaon to save, click OK Click Create to download the template Open the database and click Enable Content in the Security Warning message bar 25

26 A2er creaang a database by any of the three methods menaoned, the database will open. A GeSng Started page will appear that contains links to learn more about the database. A new user is able to view videos and click on hyperlinks to gain valuable informaaon about Access. It s important once the database is opened to become familiar with the database. Review the objects in the NavigaAon Pane. Change the categories in the NavigaAon Pane to become familiar with the relaaonships between the tables and other database objects. Open the RelaAonships window to see the connecaons. You are now ready to enter data into the database. 26

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