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Day 14: Access Chapter 1. Tazin Afrin [email protected] October 03, 2013. Objective. Access interface Table view Forms Query Report Saving access file Sort & Filter Relational database. Database examples. Check your bank account Search on google Buy from ebay

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  • Access interface
  • Table view
  • Forms
  • Query
  • Report
  • Saving access file
  • Sort & Filter
  • Relational database
database examples
Database examples
  • Check your bank account
  • Search on google
  • Buy from ebay
  • Open mix account
access interface
Access interface
  • Access Ribon
    • Contains the icons that enable you to perform functions to maintain your database
        • Home
        • Create
        • External Data
        • Database Tools
  • Navigation pane
    • The Navigation Pane organizes and lists the database objects in an Access database.
table views
Table views
  • Datasheet view
    • Where you add, edit, and delete the records of a table.
    • Grid containing columns (fields) and rows (records), similar to an Excel spreadsheet.
  • Design view
    • Where you create tables, add and delete fields, and modify field properties.
  • A form is an object that enables you to enter, modify, or delete table data.
  • Same manner that you would do in Datasheet view.
    • Difference is it limit the user viewing only one data at a time
    • Focus on data entered or modified.
    • Reliable for data update
  • Create and edit form structure in Design view.
  • A query is a question that you ask about the data in the tables of your database.
    • Display only records that meet a certain criterion.
    • And fields that are required.
  • Which products does Northwind purchase from Supplier A?
    • It will not provides records associated with supplier B
  • A report contains professional-looking formatted information from underlying tables or queries.
    • Contains more professional look than query and table.
    • Present database information using reports.
saving access file
Saving access file
  • Microsoft word, powerpoint, excel
    • Work primarily from memory
    • Your work is not automatically saved untill you save them
  • Microsoft access
    • Works from storage or hard drive
    • Enter and update data- automatically saved to your hard-drive
saving access file1
Saving access file
  • But required to save after making change in design like tables, forms, reports
  • Can use undo to reverse the most recent change
    • Cannot use multiple undo steps
  • Multiple users from different computer can work on same access database.
    • Can work on same table as long as not same record
compact and repair
Compact and repair
  • Compact and Repair reducesthe size of the database.
  • Database growth may increase storage requirements and may also impact database performance
  • Databases that are compacted regularly are less likely to become corrupt – resulting in loss of data.
  • Database Tools->Tools->Compact and Repair Database
compact and repair1
Compact and repair
  • Is a utility that access provides
  • Copy the database to a new file behind the scene and while copying –
    • Delete temporary objects
    • Delete unclaimed spaces
  • Results in a smaller database.
  • Also defragment a fragmented database file
  • After finished copying deletes original file and save the new one as original.
  • Backup creates a duplicate copy of the database.
  • Access makes backing up database files easy
  • File->Save & Publish->Back Up Database
  • A Filter displays a subset of records based on specified criteria.
  • Filter by Selection displays only the records that match the selected criteria.
  • Filter by Form displays table records based on multiple criteria. Filter by Form enables the user to apply the logical operators AND and OR.
  • Select field you want to apply filtering
  • Home->Sort & Filter->Filter
  • Home->Sort & Filter->Selection
  • Home->Sort & Filter->Advanced Filter
  • A sort lists records in a specific sequence
    • Ascending order – lowest to highest
    • Descending order – highest to lowest
  • Select the field you want to sort
  • Home->Sort & Filter->ascending or descending
  • Home->Sort & Filter -> Advanced
select access or excel
Select access or excel
  • Use access when you:
    • Require multiple related tables to store your data.
    • Have a large amount of data.
    • Need to connect to and retrieve data from external databases, such as Microsoft SQL Server.
    • Need to group, sort, and total data based on various parameters.
    • Have an application that requires multiple users to connect to one data source at the
    • same time.
select access or excel1
Select access or excel
  • Use excel when you:
    • Only need one worksheet to handle all of your data.
    • Have mostly numeric data—for example, you need to maintain an expense statement.
    • Require subtotals and totals in your worksheet.
    • Want to primarily run a series of “what if” scenarios on your data.
    • Need to create complex charts and/or graphs.
primary key
Primary Key
  • A table typically has a column or combination of columns that contain values that uniquely identify each row in the table. This column, or columns, is called the primary key of the table.
    • A table can contain only one primary key constraint.
foreign key
Foreign key
  • A foreign key is a column or combination of columns that is used to establish and enforce a link between the data in two tables.
  • It controls the data that can be stored in the another table.
  • A link is created between two tables when the column that hold the primary key value for one table are referenced by the column in another table.
  • This column becomes a foreign key in the second table.
referential integrity
Referential integrity
  • Make sure that relationships between records in related tables are valid.
  • Ensures that you do not accidentally delete or change related data.
  • You cannot enter a value in the foreign key field of the related table that does not exist in the primary key of the primary table.
    • Cannot enter new account in the account table for a customer who does not exists.
    • But can enter new account with NULL value in customer ID
relational database
Relational database
  • Access is known as a relational database management system (RDBMS)
  • Using an RDBMS, you can manage groups of data (tables) and then set rules (relationships) between tables.
relationships window
Relationships window
  • Relationships in a database are represented by the lines between the tables
  • Connect the primary key from one table to the foreign key of another.
create relationship
Create relationship
  • Database Tools ->Relationships
  • Add the two tables that you want to join together
  • Drag common field ->from the primary table onto the related table
  • The data types of the common fields must be the same.
  • Check the Enforce Referential Integrity check box.
next class
Next Class
  • Access chapter 2
  • Designing data
  • Creating tables
  • Understanding table relationship
  • Sharing data with excel
  • Establish table relationship

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