Introduction to Access
ISYS 363
Access Objects• Tables
– Open a table:• Double click the table name
– Home/View:• Datasheet view• Design view
• Queries• Forms• Reports• Pages
Creating a New Database
• MS Office button/New– Blank database– New database name and location
Creating a Table• Create/Table Design:
– Field name– Field data type
• Create table by using table templates– Create/Table Templates/select template
• Create a primary key– Never let Access to create a primary key for
you.• Enter data
Create a new Query• Create/Query design/Show table
– Select fields– Add criteria
• Sorting• Total and subtotal
– Query design tools/Total– A Total row is added to the design view– Select function from the total row’s dropdown
list
Creating a New Form
• Using Form Wizard– Create/More Forms/Form Wizard
Querying Database
ISYS 363
Basic Query Language Operations
• Selection• Projection• Join• Aggregates: Max, Min, Sum, Avg, Count
– Totals and SubTotals– GroupBy
• Calculated fields
Selection
• Selection operation retrieves records that satisfy user’s criteria.
Projection
• Projection operation defines a vertical subset of a table and retrieves only the specified fields.
Join
• The two tables must have common attributes:– Key and foreign key.
• Combines two tables to form a new table where records of the two tables are combined if the common attributes have the same value.
Join ExampleFaculty File:
FID FnameF1 ChaoF2 SmithF5 Boxer
Student File:SID Sname FIDS1 Peter F1S2 Paul F2S3 Smith F1
Faculty Join Student =
Join ExampleStudent File:
SID Sname FIDS1 Peter
F1S2 Paul
F2S3 Smith
F1
StudentCourse File:SIDCIDS1ISYS263
S1Acct101S3ISYS363S2ISYS263S2Fin350S2Acct101
Course File:CID Cname
UnitsISYS263 IS Intro 3ISYS363 MIS Intro
3Acct101 accounting
3Fin350 Finance Intro
3
(Student Join StudentCourse) Join Course
Aggregate Functions
• Max, Min, Sum, Count, Avg• View/Totals
• Ex. Student: SID,Sname, GPA, Sex, Major– How many students in this University?– What is the overall average GPA?
Aggregates by Group
– How many students in each major?– Compare male students and female students
average GPA.
Examples• Customer: CID, Cname, City, Rating• Orders: OID, Odate, SalesPerson, CID• Queries:
– Find customers live in San Francisco.– Produce a customer report that shows CID, Cname,
and Rating.– Number of customers in each city
• City, NumbeOfCustomers– Produce a report that shows the number of orders for
each customer:• CID, Cname, TotalNumberOfOrders
University Database
ERD Notations
Student Account
Faculty Course
Has1 1
EnrollM MAdvise
M
1
TeachMM
SID Sname Major SID Balance
FID Fname CID CnameUnitsPhone
Grade
Examples• Q1: Display students’ ID, name and account
balance who owe university more than $2000.
• Q2: Display student’s ID, name and total units.
• Q3: Find students taking at least 9 units and display their ID, Name and total units.
• Q4: Display CID, Cname, SID, Sname• Q5: Display CID, Cname, number of
students in each course.• Q6: Display faculty’s name and phone if the
faculty advises at least three students.
Order Processing Database Examples
• Order Processing Database:– Customer, Orders, OrderDetail, Product– MIS report– Total amount for each order– Criteria applied to subtotal
Calculated Fields
• Rename a field:– NewName:OldName
• Define a calculated field:– Tax:salary*.15– Age:Year(Now()) – Year(DOB)– IIF function
Criteria
• >, >=, <, <=, =, <>• Range: BETWEEN 1/1/03 AND 12/31/03• Wildcard:
– ? – match any one character• “K?NG”
– * - Match any number of characters• “C*”
Complex Condition
• University admission rules: Applicants will be admitted if meet one of the following rules:– 1. Income >= 100,000– 2. GPA > 2.5 AND SAT > 900
• An applicant’s Income is 150,000, GPA is 2.9 and SAT is 800. Admitted?– Income >= 100,000 OR GPA > 2.5 AND SAT >900
• How to evaluate this complex condition?
• Scholarship: Business students with GPA at least 3.2 and major in Accounting or CIS qualified to apply:– 1. GPA >= 3.2– 2. Major in Accounting OR CIS
• Is a CIS student with GPA = 2.0 qualified?– GPA >= 3.2 AND Major = “Acct” OR Major = “CIS”
• Is this complex condition correct?
NOTSet 1: Young: Age < 30
Set 2: Rich: Income >= 100,000
Young Rich
Order of Evaluation
• 1. ()• 2. Not• 3. AND• 4. OR
Examples• SAT = 800, Income 60,000, GPA 3.0, admitted?
– (SAT > 900 OR Income >= 50,000) AND Not GPA < 2.5
• A=2, B=3
(A=3 OR NOT (B < A)) AND B=A+1
Access Complex condition
• Rating = “A” OR Rating = “B”• Cname = “Chao” OR Cname = “Smith”• Rating = “A” OR Rating = “B” AND City=“SF”• (Rating = “A” OR Rating = “B”) AND City=“SF”
Excel’s IF with Complex Condition• Rules to calculate employee bonus are:
– If JobCode = 1 AND Salary < 5000 Bonus = 10% * Salary
– Otherwise: Bonus = 8% * Salary
• Rules to calculate employee bonus are:– If JobCode = 1 AND Salary < 5000 OR Sex = “F”
Bonus = 10% * Salary– Otherwise: Bonus = 8% * Salary
Sorting
• One field sorting• Two fields sorting
Other Queries
• Update query:– Query tools/Design/Query type/Update
• Delete query• Parameter query• CrossTab query
– Crosstab row
Forms
• Form wizard• Main/Sub Form
– Based on two tables with 1:M– Based on a query created from two tables
with 1:M• Pivot Table form
– AutoCal
Access Tools for Import/Export
• Import from Excel:– The first row of Excel’s list should contain field
names– External Data/Import/Excel
• Export to Excel:– External Data/Export/Excel
Open Database Connectivity (ODBC)
• Provide a standard to retrieve data from a database.
• It manages one or more "database drivers“ that enables the communication between database and applications.
• To access a database, we use ODBC facilities to define a ODBC data source name for the database.