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Objectives for this week (9/03 – 9/05). Do this right now : Login to the COBA server using your NetID . Today: I will explain the logistics of course including course file placement for tutorials. MS Access: Understand the basic data objects that are created and stored by MS Access.

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Objectives for this week 9 03 9 05
Objectives for this week (9/03 – 9/05)

  • Do this right now: Login to the COBA server using your NetID.

  • Today: I will explain the logistics of course including course file placement for tutorials.

  • MS Access:

    • Understand the basic data objects that are created and stored by MS Access.

    • Understand how to create and relate tables in a database.

  • Understand how Windows and Access work together to store and retrieve data.

What types of data are stored on a computer
What types of data are stored on a computer?

  • Video, pictures, audio

  • Email

  • Web pages

  • Word processing documents

  • PowerPoint-type presentations

  • Structured data: Pre-defined formats such as employee, customer, student, registration data.

How is data stored
How is data stored?

  • Within a file structure. To see the file structure: Execute two copies of the Windows operating system file management utility called “Windows Explorer”.

    • Windows Explorer is accessed from the “start” button (lower left corner of the screen).

    • Select “All Programs”

    • Select “Accessories”

    • Select “Windows Explorer”

Organizing files and folders
Organizing Files and Folders

  • A file is a collection of bytes that has a name and is stored in a computer.

  • A file can store a “program” or “data”

  • Organize files by storing them in folders

  • Disks contain folders that hold files

    • USB drives

    • Compact discs (CDs)

    • Digital video discs (DVDs)

    • Hard disks

  • Each drive is assigned a letter in the Windows operating system

Understanding the need for organizing files
Understanding the Need for Organizing Files

  • Windows (and all other operating systems) organizes folders and files in an hierarchy, or file system

    • So many files, must have organization method.

    • Windows stores the folders and important files it needs to turn on the computer in its root directory; must be able to access them quickly.

  • Folders stored within other folders are called subfolders

Navigating to your data files
Navigating to Your Data Files

  • The file path is a notation that indicates a file’s location on your computer


    • G: is the drive name

    • FM is the top-level folder on drive G

    • Tutorial is a subfolder in the FM folder

    • Map.png is the full filename with the file extension

Managing folders and files
Managing Folders and Files

  • Creating a folder

    • In the Navigation pane, click the drive or folder in which you want to create a folder.

    • Click New folder on the toolbar.

    • Type a name for the folder, and then press the Enter key.

Working with folders and files
Working with Folders and Files

  • Moving and Copying Files and Folders

    • Moving a file removes it from its current location and places it in a new location you specify

    • Copying places the file in both locations

  • Naming and Renaming Files

    • Filenames provide important information about the file, including its contents and purpose

      • Main part of the filename

      • File extension

    • A filename extension identifies file type and indicates program in which file was created

  • Deleting Files and Folders

    • Recycle Bin is an area on your hard disk that holds deleted files until you remove them permanently

Book example belmont landscapes
Book Example: Belmont Landscapes

Company provides landscape architecture services including analyzing sites, developing plans and performing construction work.

Wants to have a way to keep track of the work that will be done for customers (“contracts”) and then have a way to charge those customers (“invoices”) once the work has been completed.

Overview of ms access
Overview of MS Access

  • Data Management Software

  • Has the following objects:

    • Tables: Object to store data. This is the only data storage object in Access.

    • Queries: Object to view data stored in tables. Can be used to filter data, reformat data, create calculations, create aggregations, create summarizations.

    • Forms: Object to enter data into a table in “pretty” format. Also used to view data in a “pretty” format on a screen.

    • Reports: Object to view data in a “pretty” format on paper.





Where is all this stored in access
Where is all this stored in Access?

  • Access creates a composite file with an .accdb extension.

    • All tables, queries, forms, and reports associated with a given database are stored in a single composite file.

  • Should I use one .accdb file for everything I ever do with Access?

    • NO!

  • A database should store related data.

    • You will create a database to store the contract data required for tutorial #1.

    • You will create a different database to store the data required for the Access project.