Relational Databases

ICT11
Relational Databases and MS Access

Using a Relational
Database

Rita Ester

Where to Find Databases?
Library system
Patient data of a doctor’s office
Inventory of a store
More ?

08/03/2012 ©WCCS, ICT11: Using a Relational Database 2

Database
An organized collection of related data


Relational Database
Management System
RDBMS
Application software that
Organizes data as tables
Contains tools to
Manage data
Answer queries
Create forms for data entry
Generate reports
MS ACCESS


Chapter 9
The Microsoft Access 2007 Window

•Slide 5 •© 2007 Lawrenceville Press

Navigation Pane
Run, open and manage the objects of
the database
Database objects are:
Tables
Queries
Forms
Reports


Database Schema
Organization of data into tables
Description of the data in the tables

Data Redundancy
Unnecessary data duplication
A good schema has no data redundancy


Table
Database object
Stores related data organized as rows
and columns


Chapter 9
Database Tables


Datasheet
Shows the data of a table
Organized with
Fields in columns
Records in rows


Fields
Columns of a table
Stores data of one type
Name
Type
Size
Format


Field Types
AutoNumber Currency
Text Yes/No
(shorter than 255 Hyperlinks
char.)
Lookup
Number
Memo (longer
than 255 char.)
Date/Time


Field Size
Size of text field Size of number field
 Max. number of  Long Integer (default)
characters to be for integer numbers
stored  Single
for decimal numbers


Field Formats for Numbers
General number
Fixed
Number of decimal places is fixed
Percent
Standard
with the thousands separator, usually a
comma


Field Formats for Date/Time
Long form
Saturday, June 24, 2006

Medium form
24-June-06

Short form
6/24/06


Field Size
Size of text field  More types for
numeric values
 Max. number of
characters to be Integer (uses 2
bytes),
stored
-32,768 to 32,767
Size of number field Decimal numbers:
 Long Integer (default) Double, Decimal
for integer numbers
 Single
for decimal numbers


Chapter 9
The Primary Key

•A field that contains unique data
•No duplicates allowed


Form
database object used for
entering records into a table
viewing existing records


Entry
The data for a field
Entered in an entry box of the form


Simple Form


Split Form


Multiple Items Form


How to Create and Use a Form?
Demo

Layout View
used for formatting a form

Form View
used for entering records with a form

Demo

Chapter 9
Record Controls

• Used for
– displaying a specific record in a form or
– for displaying a new, empty record.

• Located at the bottom of a form


Populating a Database
Adding records to a database


Datasheet View (of a Table)
Used to
display the basic structure of a table in a
datasheet with
fields in columns and
records in rows


Record Selector
The box to the left of each record in a
datasheet.


Filtering
Displaying records based on a specified
criteria.
For example:
Show all orders of customer “WW001”


Filtering Records
On the Home tab:


Sorting Records
On the Home tab:


Previewing and
Printing a Datasheet
Office Button  Print  Preview


Relational Databases

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