2. What Is a Database?
• Collection of data organized in such a way
that data can be searched, modified, added,
removed efficiently
• Database System: database in digitized
form
• Database Management System (DBMS)—
software system to manipulate database—
add, remove, modify, search
3. Relational Database
• All data items are organized by tables.
– E.g., in School DB, tables for
• Students (firstName, lastName, phone, email)
• Faculties (firstName, lastName, phone, officeNo.)
• Courses (department, crsNumber, title, credits)
• Classes (time, location, course, classNum)
• Schedule (student, class)
• Buildings(bldgName, hasElevator, hasADA)
• Rooms (roomNo, building, capacity, hasInternet)
6. MS Access
• Organized into Objects
– Table
• Contains data—most important
– Form
• For easier input of data
– Report
• For formatted printout
– Query
• For asking particular info from multiple tables
7. Introduction to MS Access (1.1)
• Objectives
– To Open existing database
– To add a record
8. • 1. Use Windows Explorer to copy
Bookstore.mdb from g to a drive.
• 2. Open a DB (Bookstore.mdb in a drive) &
Add a record
• 3. Open a table
– move from record to record
– move from field to field (Tab)
9. Adding New Records
• 5. Add a New Record
– Record 1
• 0-13-754243-7
• Exploring Microsoft Office 97 Volume I, Grauer/Barber 1997
• $45, Prentice Hall
• 6. Add a Second Record
– Record 2
• 0-13-271693--3
• Exploring the Inter/2nd Ed
• $28.95, Prentice Hall
10. • 8. Print the Table
– FilePage SetupPage tabLandscape
option. Click OK.
– FilePrintAll option. OK.
• 9. Exit Access
– Close the Table
– Close the Database
– Close Access
12. Maintaining the Database (1.2)
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Add, edit, delete record
Examine Form
Examine a Report
Print a Report
13. • 1. Retrieve Bookstore db.
• 2. Double-click Books table.
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Click in Title field
EditFind
Enter Exploring Windows 95 in the Fid What text box.
Click the Find Next button.
Change it’s price to $28.95.
• 3. Edit->Undo Current Field/Record
• 4. Delete Command
– Click a Guide to SQL.
– Delete the record. (Deletion is not Undo-able.)
14. • 5. Data Validation
– New Record.
– Enter the following:
• 0-07-041127-1, Getting Ahead by Getting Certified, Martinez,
1998, xxxx. (39.90), McGraw Hill.
• 6. Open the Books Form
– Forms buttonBooks form. Maximize
• Add Record button. Add the following
• 1-56604-229-1, HTML Publishing on the Internet, Budnick,
Mendana PressThe Replace Command
• 7. Replace Command
– ViewDatasheet View
– Ctrl+Home.
– EditReplace.
• Find What: Prentice-Hall
• Replace with: Prentice Hall
• Look in: Publisher
15. • 8. Print a Report
– Reports buttonPublisher report
• Type Pretice Hall in the parameter dialog box.
– Zoom boxFit
– Print Preview
– Print
17. Creating a Table (2.1)
• A particular table should contain all
information on a particular subject.
– Book, student, employee, customers, catalog
product, warehouse inventory, automobile
inventory, bibliography, investment portfolio,
etc.
• What type of information do you want to
maintain in a table?
18. Two-Step Process
• To create a Student table
– 1. Define a table structure (in Design View)
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SSN
FirstName
Address
City
State
Postal Code
Phone
BirthDate
FinancialAid
Credits
Text
Text
Text
Text
Text
Text
Text
Date
Logical (Yes/No)
Number
– 2. Input data items (in Datasheet View)
19. Using Table Wizard
to Create Table
• 1. Create a a New Database
– Run Access. Click option button Blank Access
Database.
– In the Save In text box, select drive a:
Go to folder Exploring Access.
Save new file as My First Database.
– Click the Create button.
20. • 2. Create the Table
– In the database window (My First Database), click the
Tables button.
– Click the New button (at the top). Select Table Wizard.
Click OK.
• 3. The Table Wizard
– In the Table Wizard, click Business option button. In
the Sample Tables list box, select Students (near the
bottom).
– Transfer StudentID, FirstName, LastName, Address,
City, & StateOrProvince.
– Rename StateOrProvince to State.
– Add PostalCode and PhoneNumber.
21. • 4. The Table Wizard (continued)
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Accept Students as the Name of the Table
Accept Yes, set a primary key for me.
Click Next.
Click Modify the table design.
Click Finish.
FileSave
• 5. Add Additional Fields
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In the design view, enter BirthDate as a new field.
Change Data type to Date/Time.
Add Gender as Text field.
Add Credits as Number field.
Add QualityPoints as Number field. (NB. No space in
field name)
22. • 6. Change the Primary Key
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Point to first field. Right-clickInsert Rows.
Enter SSN for field name.
In the Properties area, select Yes for Required box.
Click SSN field, click Primary Key button.
Click StudentID field. Right-clickDelete Rows.
• 7. Add an Input Mask
– Click in SSN. Click the Input Mask box in the
Properties area.
– Click the Build button (at right)
– Select Social Security Number.
– Try it by type 123456789.
– Select BirthDate, show Input Mask, and choose Short
Date format. Say Yes to Save.
23. • 8. Change the Field Properties
– Click FirstName.
• In the Properties area, change size to 25.
• In the Required box, choose Yes.
– Click the State field.
• Change size to 2
• In the Format box, type >
– Click the Credits field
• Change Field Size to Integer.
• In the Default Value box, delete 0.
– Click the QualityPoints
• Change Field Size to Integer.
• Delete 0 from the Default Value.
• Save the table.
24. • 9. Add a Validation Rule
– Click Gender field.
• Change size to 1.
• In the Format box, type >.
• Click the Validation Rule box. Type “M” or “F”. (This means that
only M or F will be acceptable.)
• In the Validation Text box, type “You must specify M or F.”
• Save.
• 10. Datasheet View
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Click the View button.
Type 111111111 for SSN in the first record.
Enter, to move to FirstName field. Enter Ronnie Adili.
Enter the following (P AC-64)
• 111-11-111 Ronnie, Adili, 3543 Queen Avenue, Minneapolis, MN
55476-9899 (612)445-7654
• 22222222 Christoper Gibson, 9807 S.W. 152 Street, Miami, FL
33157-232, (305)235-4563
25. • 333333333, Nicholas, Korba, 85 Bayshore Drive,
San Francisco, CA, 94114-5533, (415)664-0900
• 11. Enter Additional data
– Enter two more records, deliberately making
mistakes in Credits, S in Gender.
• 12. Print the Table
– FilePrint
– Close
26. Two-Step Process (2)
• To create an Employee table
– Define a table structure (in Design View)
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EmployeeID
FirstName
Address
City
State
Postal Code
WorkPhone
DateHired
Married
Deductions
Text
Text
Text
Text
Text
Text
Text
Date
Logical (Yes/No)
Number
– Input data items (in Datasheet View)
27. Adding Fields
• Click Design View button.
• Insert new row after HomePhone.
• Add WorkPhone (Text)
28. Adding (and Changing) the
Primary Key
• Primary key makes each record unique in a table.
• Try to choose a field that is naturally unique for
each record.
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SSN for Employee record
ISBN for Book record
Call number of a library book
Sales number
• or, create a field of unique numbers
(AutoNumber)
29. Adding an Input Mask
• To format certain data items automatically
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SSN
telephone number
ZIP
Date
Time
30. Report Wizard (3.1)
• 1. Open the Our Students Database
– Click Reports buttonNewReport Wizard
• 2. ReportWizard
– Click LastName, FirstName, PhoneNumber, & Major
• 3. Report Wizard (cont)
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Sort by LastName
Tabular layout
Portraait orientation
Adjust field width so all fields fit on a page. Next
Corporate. Next
Title: Student Master List
Finish
31. • 4. Preview the Report
– Preview at 75%. Close
• 5. Modify an Existing Control
– Click the border on containng the Now function from
the footer to the header.
– Align right (with button on toolbar)
– Right-clickPropertiesFormat tabFormat
propertyShort Date
– Save
• 6. Add an unbound control
– Crate label in footer.
– Type: Prepared by your name.
– Right-click-PropertiesFont SizeFont Size9
32. • 7. Change the Sort Order
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ViewSortingand Grouping.
In Field Expression box, click Major
On the next line, click LastName
View
• 8. View the Modifed Report
– Print Preview
– Save. Print
• 9. Report Properties
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Click Report button on the database window.
Select Student Master List.
Right-clickPropertiesDescription text box
Type: This report lists every student in alphabetical
order by name within major. It also contains the
student’s telephone number.
33. Creating a Query
• Query
• lets user to ask questions
• allows user to choose a subset of table that satisfy
certain conditions
• Given Students table
• How many are from California?
• Who are majoring in Business?
• Who are from California AND majoring in Business?
34. USA Table
• The fields in the USA table are:
– Name
– Capital
– Nickname
– Year established
– Population
– Area
– Region (Pacific, Mountain, New England, South
Central, North Central, Middle Atlantic
35. Queries
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States in the Pacific region
States in the Pacific OR New England region
States with a population over 5,000,000
States established since 1900
States established before 1900 AND having a
population over 5,000,000
• States established in the 1800’s
• States established in the 1700’s
36. Queries on Students
• List all Business Majors
• List Business Majors from Florida
• List Communications Majors Receiving Financial
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Aid
All Students from Florida
Engineering Majors with Fewer than 60 Credits
Students with 60 to 90 Credits
Engineering Majors with Fewer than 60 Credits or
Communicaitons Majors Born on or after April 1,
1974
37. Creating a Select Query (3.2)
• 1. Open Our Students database
– QueriesNew
– Design View is open
• 2. Add the Students Table
– Select Students tableAddClose. Maximize. Expand the
upper portion.
• 3. Create a query
– Drag LstName field from Students table to the first column.
– Drag FirstName, PHoneNUmber, Major, and Credits to the
QBE grid.
– Adding & Deleting fields
38. • 4. Specify the Criteria
– To display all UNDECIDED majors:
• In Criteria row for Major, type Undecided
• In Sort under LastName field, select Ascending
• Save
• Type Undecided Major as the Query name. Click OK.
• 5. Run the Query
– QueryRun (Run button)
• 6. Modify the Query
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To display all UNDECIDED majors with more than 30 credits
Uncheck Show check box in the Major field
In Criteria row under credits, type >30.
Save.
Run
39. • 7. Create a Report
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Open Our Students Database
Click Reports buttonCreate report by using Wizard
Tables/Queries list boxQuery: Undecided Major
Click >> button. Next.
Next, Next
Tabular layout, Portrait orientation, Soft Gray.
Title: Undecided Major. Finish
• 8. View the Report
– Place date in the header.
– Place your name in the footer.
40. Other Queries
• All students from California or Florida
• All Business students from Florida
• All Education students from California or
Florida
• All Education students with credits over 30
• All Education students with credits between 30
and 60