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FastFactsFeature Presentation

September 26, 2011

We are using audio during this session, so please dial in to our conference line…

Phone number: 888-651-5908 Participant code: 182500

© 2011 The Johns Hopkins University. All rights reserved.

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Today’s Topic

We’ll be taking a look at…Microsoft Access Fundamentals

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Today’s Presenter

Heather CoburnTrainer, System Source

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Session Segments

PresentationHeather will review some of the key components of Microsoft Access.During Heather’s presentation, your phone will be muted.

Q&AAfter the presentation, we’ll hold a Q&A session. We’ll open up the phone lines, and you’ll be able to ask questions. Heather will answer as many of your questions as time allows.

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Contact Us

If you would like to submit a question during the presentation or if you’re having technical difficulties, you can email us at: fastfacts@jhu.eduYou can also send us an instant message!

GoogleTalk – HopkinsFastFacts@gmail.comAOL Instant Messenger – HopkinsFastFactsMSN – FastFacts@jhu.edu

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Survey

SurveyAt the end of this FastFacts session, we’ll ask you to complete a short survey. Your honest comments will help us to enhance and improve future FastFacts sessions.

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Microsoft Access Fundamentals

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Agenda

During this session, we’ll be taking a look at the following topics:

What is AccessWhat is a tableHow do I properly set up a table?

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What is Access?

What is Access?A database tool

DatabaseA collection of data or information

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Why Do I Need a Database?

Used for gathering/understanding all information; whatever you’re tracking.Provides a convenient way to enter, navigate and report.One stop shop!

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Database Terminology

Data value – an item of dataRecord – all of the data values that apply to a specific item listed in the tableField – a specific type of data that applies to each item listed in the tableTable – a collection of records

Employee ID First Name Last Name Title Extension Work Phone Office Location

1 Sam Finn President 2345 (410) 987-6543 Baltimore

2 Hannah Wilson VP, Marketing 7654 (202) 654-7654 Washington

3 Amy Smith HR Manager 345 (412) 678-5432 Pittsburgh

4 Larry Moore Accountant 2345 (212) 567-7632 New York

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What is a Table?

Tables are the backbone of a databaseTables are the storage containers of the data entered into the databaseIf the tables are not set up correctly with the correct relationships, the rest of the database will not work correctly

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8 Steps to Set Up a Database

1. Purpose of database2. Review existing data3. Preliminary list of fields4. Group fields into tables5. Normalize data6. Determine primary and foreign keys7. Determine relationship type8. Enter some sample data

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Step 1: Purpose of database

Why are you building the databaseWhat will be includedWhat will not be included

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Step 2: Review Existing Data

Do you have data in an old databaseDo you have data in excel Do you have data on paper in filing cabinetsConsider business rules or changes

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Step 3: Preliminary List of Fields

Fields should be raw data, not calculated valuesReverse engineer from reports you know you will need

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Step 4: Group Field into Tables

Each table should cover one specific topic Don’t worry about having too many tables

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Step 5: Normalize Data

Make sure fields are smallest possible meaningful valueNo repeating groups of fields

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Step 6: Determine Primary/ Foreign Keys

Primary key is a unique identifier for each record in a tableEach table should have a primary keyForeign key is a field used for linking purposes that is not a primary key

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Step 7: Determine Relationship Type

One to one relationshipOne many relationship

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Step 8: Enter some sample data

Enter a handful of records to test your tableBetter to find a problem now than in the futureDo this yourself!

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Presentation/Demonstration

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We’re going to open the phone lines now!There will be a slight pause, and then a recorded voice will provide instructions on how to ask questions over this conference call line.We’ll be answering questions in the order that we receive them.We’ll also be answering the questions that were emailed to us during the presentation.If there’s a question that we can’t answer, we’ll do some research after this session, and then email the answer to all participants.

Q&A

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Thank You!

Thank you for participating!We would love to hear from you.

Are there certain topics that you would like us to cover in future FastFacts sessions?Would you like to be a FastFacts presenter?Please email us at: fastfacts@jhu.edu

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Survey

Before we close, please take the time to complete a short survey.Your feedback will help us as we plan future FastFacts sessions.Click this link to access the survey… http://connect.johnshopkins.edu/fastfactssurvey/

Thanks again!