2. CIS145 Final
 100 points
 Open book, open notes, open computer
 True-false, multiple choice, fill-in, short answer

3. Databases
 Collection of related information
 Scope is based on what information we need to
complete tasks
 Access uses objects to organize and manage data
 Tables, queries, forms, reports, macros, modules
 All objects are in one file

4. Tables
 Fields are individual data elements/values - columns
 Records are the collection of data for one occurrence –
rows
 Table should be about one thing or idea
 Primary key uniquely identifies each record

5. Table Design
 Include all necessary data
 Store data in smallest parts
 Don’t include calculated fields

6. Field Data Types
What kind of data will be Common Types
stored in the field?  Number
 Currency
Numbers not used for  Text
calculations should
 Yes/No
usually be text.
 Date/Time

7. Properties
 Set specific characteristics and behaviors of objects
(fields, controls, or other objects)
 Properties set for a field are inherited by controls that
refer to that field
 Drag field from field list in form design view

8. Data Validation
 Need to make sure we have good data - proper type
and values
 Properties can help with validation:
 Field Size: How much data to accept
 Input Mask: How or what data is entered
 Format: How data is displayed
 Validation Rules: What data is acceptable
 Required: value must be entered

9. Relational Databases
 Have more than one table where tables are related to
each other
 One to one
 One to many
 Many to many
 A combination of fields may be used for the table’s
primary key

10. One to Many Relationships
 Each table contains data about a specific subject
(customers, loans)
 Each table on the ‘one’ side has a primary key
 Primary key of the “one” table is used to create a
foreign key in the “many” table

11. Many to Many Relationships
 Two tables are related, but can have many records in
each table in common
 One student can attend many courses; one course can be
attended by many students
 Implement a many to many relationship by creating a
pair of one to many relationships with a third (join)
table

12. Foreign Key
 A foreign key points to a record in another table
 Foreign key “looks like” the related primary key
 Same number of fields
 Data types for each field must match
 Field names don’t matter

13. Referential Integrity
 Makes sure that the records in related tables are
consistent
 Must have a customer in the customer table for an order
to be assigned that customer ID
 Avoids “orphans”
 Can’t delete a record or change the primary key in the
one table when associated records are in the many
table, unless have cascade delete and cascade update
enabled

14. Relationships Window
 Where relationships between tables are created and
defined
 Related fields must have the same data type
 Autonumber is related to number field with long integer
field size
 The one table has a 1 next to it; the many has a next
to it

15. Select Queries
 Select Queries represent a question and an answer
 Question is created in design view
 Design view creates a Structured Query Language (SQL)
statement
 Answer is shown in datasheet view
 Answer is a dynaset - dynamic subset of a table

16. Query Design
 Specify data source - table or another query (FROM)
 Determine which rows to include (WHERE)
 Identify groups (GROUP BY)
 Specify groups to include in result (HAVING)
 Identify fields to include in result (SELECT)
 Specify how to sort the answer (ORDER BY)

17. Criteria
And Or

18. Wildcards
 ‘*’ is for a group of characters (0, 1 or more characters)
 ‘?’ is for a single character (and there must be a
character)
“S*ND” will return sand, sound, send, stand, spend
“S?ND” will return sand, send

19. Total Queries
 Select query with results summarized by one or more
fields
 Find value(s) that records share and summarize
information
 Similar to Groups in a Report

20. Multi-table Queries
 Can use multiple tables in a query
 If tables are not already related, can connect tables in
the query itself
 Drag the connecting field from the one table to the
many table
 “Joins” describe how rows in one table match rows in
the other table(s)

21. Joins
 When using multiple tables, need to connect through a
join
 Inner-join is most common and requires matching values
in both tables
 Outer-join includes all rows from one table and any
matching records from second table that exist
 Cartesian Join matches all rows from one table with all
rows from 2nd table

22. Autolookup Queries
 Use queries to automatically look up data from related
tables
 Must contain the foreign key from the many table
 Value entered in foreign key is matched to value in
related primary key to “look up” data
 Can add, change or delete data in the source tables
 Many side will determine where a new row is added or
existing row deleted

23. Parameter Queries
 Parameter queries allow entry of criteria when query is
run
 A “place holder” allows the criteria to be saved without a
specific value
 Behaves like an argument in other programming
languages
 Allows query to be used with different values without
having to go into design view

24. Action Queries
 Action queries are about change
 Can change data
 Update: change an existing value
 Append: add rows to a table
 Delete: remove rows from a table
 Can change database
 Make-table: create a new database object

25. Getting & Using Data in Forms and Reports
 Forms and reports have a recordsource property
 Can get data from a table or query
 Bound controls use the controlsource property to
connect to a field
 Field for controlsource must be in form recordsource
 Controlsource is also used for calculations

26. Forms
 Basic use is to enter and display information from a
table
 Forms can also help to change data stored in table by
being bound (record source is a table or query)
 Forms can help others use an application
 Typically an unbound form (no record source)
 Forms use controls: bound, unbound, calculated

27. Forms - 2
 Forms have sections: header, footer, and detail
 Detail section is used to display data from one row in a
table or query
 Tab order controls how the cursor moves through
controls on a form

28. Forms & Subforms
 Main form is based on the primary (“one”) table
 Subform is based on the many table
 Subform shows records associated with the current
record in the primary table
 Each form has its own status bar, record selector, and
navigation buttons

29. Subforms
 Main form and subform are linked through specific fields;
fields don’t have to be shown, but must be in data source
(record source)
 A main form can have several subforms
 Subforms can be displayed as a data sheet, single form or
continuous forms
 Display is set through the form’s default view in the
properties window

30. List Controls
 A list or combo box can be bound to a field in one
table, and display data from fields in a second table
 Good choice for selecting a value for a foreign key, if the
primary and foreign keys are single fields
 Rowsource property specifies the list of choices, bound
column specifies the value to save
 Can show/not show different columns in the list

31. Reports
 Displays information from a table or query
 Cannot change data
 A report shows the data at the time of printing or print
preview
 Each time a report is displayed or printed, it recalculates
and re-reads the data from tables, so one report can
show different values

32. Reports - 2
 Reports have sections: report, page, and group headers
and footers; and detail
 Controls are used to display data, information,
calculations
 The most common controls are text boxes, labels, and
lines

33. Sorting & Grouping
 Groups help to organize data into information for
records that have something in common
 Can summarize information for subgroups (for
example, showing subtotals by location)
 Sorting controls the order that information is shown

34. Subreports
 Allow main report to include all records, regardless of
whether there are related records
 Subreports are similar in function to subforms, finding
related rows for the current row in main report
 Can include several subreports, if a query would create
incomplete or duplicating results