DBMS

Using Access

Note: If using software other that Access, consult manufacturer’s manual.

Database

A database is an organized collection of related information that is broken down into files, records, and fields.

Examples: Telephone directory SIMS, NC WISE Grocery store inventory TV guide

Files, Records, and Fields

A file is a collection of records.

A record is a collection of fields unique to one individual or item

A field is a category description

Creating Additional Tables

A database typically consists of more than one table.

For example, a grocery store database may have separate tables for deli, meat, produce, and dry goods.

Using Access

Click the Start button on the Windows taskbar, point to All Programs on the Start menu.

Select Microsoft Office Access If the Access window is not maximized,

double-click the title bar to maximize it.

Create a New Database

Click File, New

Select Blank Database from the task pane.

Database Creation

Assign a File name and Create the database in an appropriate directory.

Table Format Choices

Design View-Allows the user to determine the format for each field

Wizard-Provides template options

Data Entry-Quick and very basic format

Create a Table in Design View

Determine the structure of the table by describing the fields within the table. For each field, indicate the following:

1. Field name—Each field in the table must have a unique name.

2. Data type—Data type indicates to Access the type of data the field will contain. Some fields can only contain numbers.

3. Description—What kind of information is in the field?

Design View Snapshot

Rules for Field Names

1. May be up to 64 characters in length.

2. May contain letters, digits, and spaces, as well as most of the punctuation symbols.

3. Cannot contain periods, exclamation points (!), accent grave (`), or square brackets ([]).

Data Types

Text can use any characters. A maximum number of 255 characters is allowed.

Numbers only. A data field set for numbers will not allow text entry. This format can be used in arithmetic operations.

The Currency field can contain only monetary data. This data can also be used in performing calculations.

Datasheet View

In Datasheet view, the table is represented as a collection of rows and columns called a datasheet.

Datasheet Snapshot

Create a Database Using the Database Wizard

1. Select the wizard option

2. Select an appropriate template

3. Use the > button to assign fields to the table by selecting them from the sample fields menu

4. Click the Next button

Access Wizard

Primary Key

Primary Keys are used to uniquely identify each record and are especially useful when multiple tables will be queried for information. The primary key can be a field inherent to the table such as a social security number.

Save the Table

Table names may consist of 1 to 64 characters in length and can contain letters, numbers, and spaces.

Other Database Tools

Queries Forms Reports Pages Macros Modules

Queries

Queries are simply questions, the answers to which are in the database.

A Query is time saving tool used to mine for specific information. For example, the telephone directory

database can be queried for all Bob Smiths who reside in the 919 area code in the zip code of 27609.

Using the Query Wizard

Using a Query

Queries can be created and saved for later use and modification.

A variety of queries can be created for each table.

Query

Query Report

Creating a Form

Forms are primarily used to enter or display data and sometimes calculate data in a database.

For example, a TV guide is a collection of forms whereby each day is a form with a collection of times, channels, show titles, and descriptions. Each element of the form is captured from an individual table or record.

Form Design View

In design view, labels and boxes can be moved and modified to make the form appropriate for any particular need.

Design View

Sale Form Example

Reports

Used to organize and format information according to specific parameters.

Can include text, data, pictures, lines, boxes, graphs, and other elements.

Used for mailing labels, invoices, sales summaries, and phone lists.

Report Example

Report Samples

Note  These reports are based on sample data found in the Northwind Traders sample database that ships with Access and are collected from Microsoft.com’s help site.          

References

Microsoft Office 2003: Essential Concepts and Techniques. Shelly, Cashman, Vermaat.

www.Microsoft.com