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MICROSOFT OFFICE ACCESS 2007 TRAINING Intro to building a database

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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>

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WHAT TO DO WITH TO MUCH DATA? Large & Unmanageable Excel spreadsheets?

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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>

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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

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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>

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DECIDE ON A PURPOSE Write down your purpose. Who will use it? Why?

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DATA TO STORE??? List the data you want to capture List existing data, i.e. spreadsheet

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MAIN PARTS OF DATABASE DESIGN Fields Tables Primary Key Data Types Records Columns

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TABLES

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FIELDS

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EXAMPLE OF DATA TYPES Field Properties of the data type “Number”

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DATA TYPES http://www.databasedev.co.uk/access2007_data_types.html

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RECORDS

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COLUMNS

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PRIMARY KEY

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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>

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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>

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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>

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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>

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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>

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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>

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RELATIONSHIPS How do you relate your data back together?

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A QUICK LOOK AT RELATIONSHIPS Do you think you are duplicating data?

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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.

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QUERIES: DESIGN VIEW

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QUERIES: DATASHEET VIEW

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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>

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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>

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QUESTION 2 <ul><li>Columns are horizontal </li></ul><ul><li>True </li></ul><ul><li>False </li></ul>

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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>

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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>

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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>

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APPLY YOUR KNOWLEDGE Click on the box below to begin the tutorial.

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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>

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RECAP #1: ANSWER <ul><li>Complete and accurate. </li></ul>Completeness and accuracy are essential for making sound decisions.

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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>

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RECAP #2: ANSWER <ul><li>To uniquely identify each record in a table. </li></ul>All your tables must have a primary key field.

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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>

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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.

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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>

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CORRECT ANSWER!!!

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INCORRECT ANSWERS, PLEASE TRY AGAIN