Access 2007 Tutorial 1

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Microsoft Access 2007 Tutorial

(Part

I)CIS*1000*DE



What’s a Database?

• A Database is a collection of related

items/facts/data arranged

in

a specific

structure.

• Some examples of databases include: – Dictionaries

– Phonebooks

or

Telephone

Directories

– The Periodic Table of Elements

– TV Guide

– The Sears Christmas Wishbook

– Leonard Maltin's Movie Encyclopedia: CareerProfiles of More Than 2,000 Actors and

Filmmakers, Past and Present



Why Use Databases?

• Businesses use databases to keep track of their inventories,

clientele,

employees,

sales,

expenses,

and to create and manage online stores, etc.

• Libraries use databases to keep track of their books,

periodicals, journal

articles,

and

borrowed

materials.

• Universities use databases to keep track of student fees, registration, transcripts, course information,

etc.• The Government uses databases to keep

track of YOU (think census statistics).



Data Organization

Field A basic fact or data element such as a

name or number.

Record A set of related fields.

Table A group of related records.

Database A collection of one or more related tables.



StudentsStudent ID

Last Name

Program

First Name

EnrollmentStudent ID

Course Synonym

Semester

Courses

Credit WeightProfessor’s Name

Course Code

Course Synonym

Email Address

Data Organization cont’d

Field Names

Table Names




• Recall that a record is a set of related

fields.• Each record contains the same fields

but with different information. – For

example,

different

students

will

have

different names, student ID #’s, etc…

• Each table usually contains a field, called the Primary Key , that uniquely

identifies each

Record.

• Multiple Tables can be linked together by using a common field.

StudentsStudent ID

First Name

Last NameEmail Address

Program



StudentsStudent ID

Last Name

Program

First Name

EnrollmentStudent ID

Course Synonym

Semester

Courses

Credit Weight

Professor’s Name

Course Code

Course Synonym

Email Address


• Primary Keys: Student ID, Course Synonym

• Common Fields: Student ID, Course Synonym

Relationship Lines



Microsoft Access

• Microsoft Access is an application that

allows

us

to

create

small

databases.

• In this lab we’re going to create a simple

database that

contains

two

tables:

1. Students

2. Cities

• But first…



Open Microsoft Access 2007

START

PROGRAMS

Double click on

the ICON

on

desktop

OR

Microsoft Access 2007

Microsoft Access 2007



Getting Started

• Select Blank Database

•

Create the

database

as

“Test”



Saving your

Database

• To save your

document, simply click

on the MS 2007 logo in

the top left‐hand corner

[

] and

the

menu

bar

that you see on your

right here will drop down

giving you

various

options, including saving.



Saving your Database cont’d

• When you save a database in MS

Access

2007,

it

automatically

saves with “.accdb” as its

extension.

• However, you can also save your

database so that it’s readable by

earlier versions of MS Access

(2000, 2002

– 2003)

by

simply

going to “Save As” and choosing

to save the database in a different

format from a previous version of

MS Access.



*** A Cautionary Note ***

• There is an inherent danger with working off a floppy disk or a

USB key with

a MS

Access

database.

• When a file is opened with Access, a bunch of stuff from the file is

unpacked and is NOT put back until the file is closed.

• Meaning, IF working

from

a floppy

disk

or

a USB

key,

DO

NOT

eject your disk or USB key until you close MS Access first.

• In fact, working off floppy disks & USB keys should be avoided all

together.

• Instead, work off the computer and when you’ve finished your

work and closed down MS Access, copy your database to a floppy

disk or

USB

key.

• And as always, make backups of all your work.



Getting Help in MS Access 2007

• To get help in Access

2007,

look

for

the

help

icon [ ] in the top

right‐hand corner of the

screen and

click

on

it.

• You will be presented

with a window that

looks like

the

one

here

on the right.



Getting Started cont’d

Field

Record

Data Type The kind of data

that is stored in this

field.

ViewSelect a type of

view for the table

When you first create a

new database, you will

start off in the Datasheet

View of a new table



Saving Your Table

Switching to

Design

View

• To save our table,

– Click on the Office Button and select Save

– Save the table as “Students”

• Switch into the Design View:

– Click on the View

Button

and

select

Design View



Data TypesBefore we add fields to our table, let’s learn a little bit about the different types of data.

•Text: Short text (up to 255 characters)

•Memo: Lengthy text

(up

to

65,636

characters)

•Number: Numbers can have different sizes that can

store larger or smaller numbers. Take a look at

the bottom

left

of

the

window

screen

for

the

tab called “General”. Click on the “Field Size”

option and scroll down to view the different

number types

that

you

can

use.

For

example:

Integer: ‐32,768 to 32,767 (no decimals)

Decimal: Includes 28 decimal points.



More Data Types

• Date/Time: Date & time values for the years 100 to

9999

• Currency: Currency values (includes 4 decimal places)

• Yes/No: A true

or

false

value

(i.e.,

a boolean value)

• AutoNumber: A unique number (sequential or random)

that MS

Access

assigns

to

every

new

record.

• There are a few others that you can look at yourself.



Adding Fields to the Table in Design View

• Create the following fields:

– Student ID ( AutoNumber, increment )

– Name (text )

– Age (number )

–

Enroll Date

(date/time short

date*)

– City (text )

Right-click on

the “Student ID”

field and select

“Primary Key”

* See the ne xt

slide for how to do this!



Date / Time Fields

• On the previous slide, we had a

Date

/

Time

field

as

the

4th

field

in our table. We want the

format of that enroll date to be

a “short date”.

• To do this…

– Click on “Enroll Date” field

– Now click on “Format” and…

– Select “Short Date” from the list



Primary Keys

• A Primary Key is a value that uniquely identifies each

record in a table (ex. Student ID).

• In the table that we just created the Primary Key is

the first

field

in

the

table

(Originally

named

“ID”,

we

have since renamed it to “Student ID”).

• This means

that

for

each

new

record

MS

Access

will

automatically create a unique number for the

Primary

Key

(in

this

case,

Student

ID).



Datasheet View

• Save the table

– Click on the Office Button

– Select Save

•

Switch into

the

Datasheet

view:

– Click on the View Button

– Select Datasheet View

• This is

the

Datasheet

view.

It

allows

you

to

see

the

data that is currently in the table

– (in this case none, because we just made the table).

• Create 5 different records for our table. – Notice how the AutoNumber field fills itself in.



Datasheet View cont’d

•

Here

is

some

sample

data

for

the

“Students"

table:

Make sure to save your table once you’ve

finished entering

all

the

data



Creating a 2nd Table

• Create a new table

– Go to the Create tab

– Select

Table

– *Make sure you are in Design View

•

In

Design

View,

add

the

following

fields: – City (text )

– Country (text )

– Population (number long integer )

Right-click on the“City” field and select

“Primary Key”



Entering Data to the 2nd Table

• Save this table as “Cities” and enter the Datasheet view.

• Create 5 different records for the 2nd table and save.

Make sure that the cities that appeared on our first table

(Students) appear on this table as well.



Table Relationships

• A relationship in a database is a logical link between

two tables.

• For example,

in

our

1st table,

“Students”,

we

have

a

field called “City” that also appears in our 2nd table, “Cities”.

• This is

a common

field.

• It stands to reason, then, that if we know a particular student’s hometown city (taken from the “Students”table), then we should be able to access the

corresponding information about that city located in

the “Cities” Table (assuming there’s a record

representing that

particular

city).



Table Relationships cont’d

• When viewing a table, go to the Datasheet tab (not datasheet view ) and select Relationships

• A list

of

all

Tables

and

Queries

pops

up.

– Double‐click on “Students” & on “Cities”

– Click “Close”

• This screen displays relationships

between the tables .

•

Click and

hold

onto

the

“City ” field

in

the

“Students”

table and then drag it onto the “City” field in the

“Cities” table.

•A

window

will

pop

up

on

screen

that

looks

like

this...



Relationship Line

“City” is the Common Field.

Click on “Create” ….

… & remember to SAVE!

Table Relationships cont’d



Queries

• What’s a Query?

– Queries are questions

– A

Query

selects

a subset

of

data

from

one

or

more

tables

based on criteria that you give it.

• Now that we have two linked tables we can create

some queries

to

retrieve

data

from

the

tables.

• There are 6 kinds of queries: Select , Update, Insert , Make‐Table, Crosstab, and Delete.

– For this

class

we

will

only

cover

Select queries.

• A Select query retrieves data from one or more

tables, but doesn’t change anything.



Query Example

• Click on the Create tab and select Query Design

• Add the “Students” and “Cities” tables



Query Example cont’d

• Now drag the fields that you want to

include in

your

query

to

the

bottom

section

of the screen.

• For our example, add

the “ Student ID” field

and the

“Name” field

from the “Students”table.



Query Example cont’d

• Save the query as “Query1”.

• Switch to Datasheet View

• View the results of the query.



Adding A Criteria to our Query

• We will now add a

criteria to

the

“Student ID” field.

• Add a criteria (such as >2 for Student ID)

• Save the query


• Note that only students who have a Student ID

greater than

2 are

displayed.



Query – User Input

• Sometimes you want to be able to change the criteria of a

query.

– For example, we want to allow the user to only view information for a

particular student

that

they

specify

– As well, we want to allow the user to specify any particular student by

typing in his or her name

•

To

do

this

we

use Square

Brackets:

[

]• Switch back to the Design View and…

– Delete the “>2” criteria for Student ID field

– Add “[Enter Name]” as the criteria for the Name field and SAVE



Query – User Input cont’d


• Enter the

name

of

one

of

the

students

and click OK

• Note that the text inside the square

brackets [Enter

Name]

is

the

text

that’s being displayed

• Also note that only that particular student and his or her ID # is

being shown.

• This is because the query only returns the information for the particular

student that

the

user

specified.



Queries – Linking Tables• Switch to Design View

• Don’t forget to delete the criteria from the previous example

•

Add

the

“City” and

“Population” fields

from

the

“Cities” table

to

the query by dragging them down

• SAVE and view the results by switching to the Datasheet View.



More than Criteria

• You can have more than one specified criteria in a query!

• To illustrate, switch back to Design View

• Set the criteria for Student ID field to >2 and…

• Set the criteria for the Population field to >=100000

•SAVE and

switch

to

the

Datasheet

View



More than Criteria cont’d

• Compare these

results with

query example

we

did

where

the

only criteria was

for student ID

(>2).

• Notice the

difference?

OLD

NEW



as Criteria

• Text can also be used as suitable criteria

• Switch back

to

Design

View

• Delete the two criteria from the previous example and…

• Set the criteria for City field to Like “Toronto”

• SAVE and switch to the Datasheet View

Note how only the information regarding Guelph is displayed



as Criteria cont’d

• We can also use the wildcard character ‘*’ as part of the text

•Switch

back

to

Design

View

• Change the criteria for City field from: Like “Toronto”

to: Like “To*”

• SAVE and switch to the Datasheet View

Note how the result is the same! This is because the wildcard

character

‘*’ substitutes

for

any

and

all

possible

combinations.

l d



Logical Operators used in Criteria

• When we talk about logical operators, we’re

referring to the operations of:

‘AND’ ‘OR’

• The ‘AND’ operator can be used to create a criteria

that

must

satisfy

2

or

more

conditions.• For example, we could list all birthdays between

August 3rd, 1981 & May 25th, 1983 by using the

following criteria:

>=8/3/1981 And <=5/25/1983



Logical Operators

used

in

Criteria cont’d

• The ‘OR’ operator can be used to create a criteria

that must

satisfy

at

least

1 of 2 (or

more)

conditions.

• For example, we could list all the people named John

and all people named Christina by using the following

criteria:

“John” Or “Christina”

• Let’s do an example…



Logical Operators used in Criteria cont’d

• Switch back to Design View

• Delete the old criteria from the previous example and…

• Set the criteria for Population field to >10,000 And <100,000

• SAVE andtake a look at

the results in

Datasheet

View.



Logical Operators used in Criteria cont’d


• Slightly modify the criteria from the previous example by…

• …setting the

criteria

for

Population field

to

<10,000

Or

>100,000

• SAVE andtake a look at

the results in

Datasheet

View.

Q S ti



Query ‐ Sorting


• Delete the criteria from the previous example.

• We are now going to sort the output of the query so

that it displays in ascending order according to Name

•

SAVE and

take

a

look

at

the

results in Datasheet View.

Note that

we

can

sort

the

query’s output in either ascending or descending order according to any of the fields.

Query Showing Relevant Fields



Query – Showing Relevant Fields

• Just because a particular field is included in a

query, doesn’t

mean

that

you

have

to

display

that

field when the query performs its function.

• For example, we’re going to modify our query so

that the

“Name” field

is

not

being

displayed

in

the

Datasheet View.

• Note we want to make sure that even though

“Name” is not

being

displayed,

we

still

want

the

query to sort in ascending order according to the

“Name” field.

Relevant Fields ’



Relevant Fields cont’d


•

Remove the

checkmark

for

“Show” under

the

“Name” field.

• SAVE and take a

look at the results

in Datasheet

View.



Relationship Importance t’d



☺

Relationship Importance cont’d

Relational Databases



Relational Databases

• This brings us to the idea of a relational database.

• A relational database is a type of database that stores information in tables that are related to

each

other

through

common

fields.• This is extremely useful because it allows us to

organize our data visually in a kind of Concept Map

that can

make

our

database

easier

to

understand.

• As well, having our information divided up into

different, but related, tables, lets us view the

information in

any

number

of

different

ways.

Introduction to Functions



Introduction to Functions

• Functions can be used in queries.

• For example,

we’re

going

to

use

the

AVG

function to determine the average

population

of

the

5

cities

in

the

“Cities” table.

• Create a new query in Design View.

• Add the

“Cities” table.

• Add the “Population” field.

• Now, save

the

query

as

“Average

Population”

Introduction to Functions cont’d



Introduction to Functions cont’d

• Click on the Totals button

– This can

be

found

on

the

Design tab

• This will cause a new row called “Total”

to show up in the query design area.

• Click and

scroll

down

to

find

the “Avg” function.

• SAVE & switch into the Datasheet View

That’s all for this tutorial!



That s all for this tutorial!

• As usual, if you have questions come to one

of the

Zoe’s or

one

of

the

TA’s

office

hours

or post your ‘query’ (hehe, get it? query?) to

the online

conferences.

•Next

Access

Tutorial:

– Functions and Forms and Reports (oh my!)

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Access 2007 Tutorial 1

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