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Ms access tutorial

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Ms access tutorial

  1. 1. MICROSOFT OFFICE ACCESS 2007 TRAINING Intro to building a database
  2. 2. OVERVIEW <ul><li>The lesson includes: </li></ul><ul><ul><li>an overview of building a database </li></ul></ul><ul><ul><li>video tutorial </li></ul></ul><ul><ul><li>additional resources </li></ul></ul><ul><ul><li>a set of test questions </li></ul></ul>
  3. 3. WHAT TO DO WITH TO MUCH DATA? Large & Unmanageable Excel spreadsheets?
  4. 4. WHAT DO I USE? <ul><li>Why? </li></ul><ul><li>Store large data </li></ul><ul><li>Build relationships </li></ul><ul><li>Extract Data </li></ul><ul><li>Manageable </li></ul>
  5. 5. WHAT IS ACCESS <ul><ul><li>Want to purchase? Click here. </li></ul></ul>Add Delete Change Sort Retrieve Create Organized collection of Data Upload
  6. 6. BUT WHERE DO YOU START? <ul><li>Plan the table structure </li></ul><ul><li>Plan the fields </li></ul><ul><li>Plan the primary key fields </li></ul>
  7. 7. DECIDE ON A PURPOSE Write down your purpose. Who will use it? Why?
  8. 8. DATA TO STORE??? List the data you want to capture List existing data, i.e. spreadsheet
  9. 9. MAIN PARTS OF DATABASE DESIGN Fields Tables Primary Key Data Types Records Columns
  10. 10. TABLES
  11. 11. FIELDS
  12. 12. EXAMPLE OF DATA TYPES Field Properties of the data type “Number”
  13. 13. DATA TYPES
  14. 14. RECORDS
  15. 15. COLUMNS
  16. 16. PRIMARY KEY
  17. 17. QUIZ #1 <ul><li>Let’s recap what we have discussed so far. The quiz reflects the topics that have been discussed earlier. Please complete the quiz to see how much you have learned about databases. </li></ul>
  18. 18. QUESTION 1 <ul><li>Each column in the database table is a </li></ul><ul><ul><ul><ul><li>Form </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Query </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Record </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Field </li></ul></ul></ul></ul>
  19. 19. QUESTION 2 <ul><li>Access is a ______ program. </li></ul><ul><ul><li>Spreadsheet </li></ul></ul><ul><ul><li>Word process </li></ul></ul><ul><ul><li>Database management </li></ul></ul><ul><ul><li>Desktop publishing </li></ul></ul>
  20. 20. QUESTION 3 <ul><li>Each row in a database table is a </li></ul><ul><ul><li>Record </li></ul></ul><ul><ul><li>Field </li></ul></ul><ul><ul><li>Report </li></ul></ul><ul><ul><li>Filter </li></ul></ul>
  21. 21. QUESTION 4 <ul><li>This database object is arranged in rows and columns and looks similar to an Excel worksheet. </li></ul><ul><ul><li>Form </li></ul></ul><ul><ul><li>Query </li></ul></ul><ul><ul><li>Report </li></ul></ul><ul><ul><li>Table </li></ul></ul>
  22. 22. QUESTION 5 <ul><li>It is best to have a purpose statement before designing a database. </li></ul><ul><ul><li>True </li></ul></ul><ul><ul><li>False </li></ul></ul>
  23. 23. RELATIONSHIPS How do you relate your data back together?
  24. 24. A QUICK LOOK AT RELATIONSHIPS Do you think you are duplicating data?
  25. 25. HOW DO I GET THE CORRECT DATA? Access makes it possible to ask complex questions concerning the data in the database and then receive instant answers.
  28. 28. QUIZ #2 <ul><li>Let’s recap what we have discussed so far. The quiz reflects the topics that have been discussed earlier. Please complete the quiz to see how much you have learned about databases. </li></ul>
  29. 29. QUESTION 1 <ul><li>A query can include fields from more than one table. </li></ul><ul><ul><li>True </li></ul></ul><ul><ul><li>False </li></ul></ul>
  30. 30. QUESTION 2 <ul><li>Columns are horizontal </li></ul><ul><li>True </li></ul><ul><li>False </li></ul>
  31. 31. QUESTION 3 <ul><li>All of the data about one person or item makes up a </li></ul><ul><li>Record </li></ul><ul><li>Report </li></ul><ul><li>Field </li></ul><ul><li>Table </li></ul>
  32. 32. QUESTION 4 <ul><li>Queries must display all fields in a table. </li></ul><ul><ul><li>True </li></ul></ul><ul><ul><li>False </li></ul></ul>
  33. 33. QUESTION 5 <ul><li>What data type could you use for a field when user needs to input a price? </li></ul><ul><ul><li>Number </li></ul></ul><ul><ul><li>Yes/no </li></ul></ul><ul><ul><li>Currency </li></ul></ul><ul><ul><li>Date/time </li></ul></ul>
  34. 34. APPLY YOUR KNOWLEDGE Click on the box below to begin the tutorial.
  35. 35. RECAP #1 <ul><li>A good database design helps ensure that your data is what? (Pick one answer.) </li></ul><ul><li>Always backed up. </li></ul><ul><li>Complete and accurate. </li></ul><ul><li>Duplicated so it’s easier to find. </li></ul>
  36. 36. RECAP #1: ANSWER <ul><li>Complete and accurate. </li></ul>Completeness and accuracy are essential for making sound decisions.
  37. 37. RECAP #2 <ul><li>What is the function of a primary key? (Pick one answer.) </li></ul><ul><li>To uniquely identify each record in a table. </li></ul><ul><li>To encrypt and decrypt your database. </li></ul><ul><li>To help ensure you enter data in the correct table. </li></ul>
  38. 38. RECAP #2: ANSWER <ul><li>To uniquely identify each record in a table. </li></ul>All your tables must have a primary key field.
  39. 39. RECAP #3: ANSWER <ul><li>How many tables should a well-designed database contain? (Pick one answer.) </li></ul><ul><li>As many as necessary to capture all your data without redundancy. </li></ul><ul><li>One, with many fields. </li></ul><ul><li>Two. </li></ul>
  40. 40. RECAP #3: ANSWER <ul><li>As many as necessary to capture all your data without redundancy. </li></ul>That can be one table, or dozens.
  41. 41. ADDITIONAL RESOURCES <ul><li>First Database with Access </li></ul><ul><li>Access Database Overview </li></ul><ul><li>Create a 2007 Access Database </li></ul><ul><li>Creating Queries in Microsoft Access </li></ul><ul><li>Get to Know Access </li></ul><ul><li>Access Tutorials </li></ul>
  42. 42. CORRECT ANSWER!!!

Notas del editor

  • Large &amp; Unmanageable Excel spreadsheets?
  • Store large amounts of data Finding relationships in data Easy to extract data Manageable forms and reports
  • Microsoft Office Access 2010, usually referred to as simply Access, is a database management system. A database management system such as Access, is a software tool that allows you to use a computer to create a database; add, change, and delete data in the database; sort the data in the database; retrieve data in the database; and create forms and reports using the data in the database. The term database describes a collection of data organized in a manner that allows access, retrieval, and use of that data.
  • Plan the table structure of a new database. Plan the fields — the individual columns in each table. Plan the primary key fields that enable the relationships among your tables. But where do you start? Identify the tables Determine the primary keys Determine the additional fields Determine relationships among the tables Determine data types for the fields Identify and remove any unwanted redundancy Determine a location for your database
  • Keep your purpose statement handy and refer to it as you design your tables. And don’t try to make the statement perfect, you can always change it.
  • Identify the main objects involved in the requirements.
  • Tables are made up of fields that represent a characteristic of the subject, object or event For example, each Person in the Phonebook has: First Name Last Name Street Address Avoid duplication by specific naming
  • A field represents a single piece of data, and the name of the field clearly identifies that data. If we were to take an example of a phone book to demonstrate this, the book as a whole would be your database. It has multiple fields. The first name, last name, street address and so on.
  • In this example, the different properties you can choose for the “Number” data type. You can change the field properties based on the type of number.
  • Each field has a data type. This indicates the type of data that can be stored in the field. The three most commonly used data types are: Text, Number, Currency
  • Each individual name, address and phone number as a unit, would be a record, as a record is a set of fields with data relating to one thing, like a person or a product. You would have a field for each piece of data that you want to store as part of the record.
  • In an Access table, columns are called fields and individual records are called rows.
  • Each table must have a Primary Key field to uniquely identify a record and to establish relationships between tables. The Primary Key is typically an auto-generated number
  • Relationships are created by using the primary key field from one table as a field in another table. The primary keys in the Suppliers and Support tables have become fields in the Assets table. Those duplicate fields in the Assets table are called foreign keys.
  • This type of duplication is okay. Primary key values are small, and you can’t extract meaningful information from your database unless you use them in relationships. The duplication of primary keys is called foreign key fields. So, as a final step in your design, indicate your foreign key fields. As you see in the picture foreign key fields f acilitate relationships between tables and enforces data integrity.
  • Queries allow you to specify: The table fields that appear in a query. The order of the fields in a query. Filter and sort criteria for each field in a query. Queries have two views: Design view and Datasheet view.
  • In the Design view, you specify which tables you want to see, which tables they come from, and the criteria that records have to meet in order to appear on the resulting database. In this example, we want to query everyone in the AddressBook table who lives in the city of “Columbus”.
  • In the Query Datasheet view, you view the records that are found to meet your criteria. As you see the query pulled only the records that referenced the city of “Columbus”.