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Microsoft Access 1. Database Creation and Management. Basic DB Terms. Data : Meaningful facts, text, graphics, images, sound, video segments A collection of individual responses from a marketing research Information : Data processed to be useful in decision making

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Microsoft Access 1

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Microsoft access 1

Microsoft Access 1

Database Creation and Management

Basic db terms

Basic DB Terms

  • Data: Meaningful facts, text, graphics, images, sound, video segments

    • A collection of individual responses from a marketing research

  • Information: Data processed to be useful in decision making

    • Pattern of geographical buying habit based on analysis of a marketing research

  • Metadata: Data that describes data

Microsoft access 1

Data in Context

Large volume of facts, difficult to interpret / make decisions

Microsoft access 1


Useful for decision making / interpretation

Microsoft access 1


Descriptions of the properties or characteristics of the data, including data types, field sizes, allowable values, and documentation (Data Dictionary)

Database systems











shared data

Database Systems

Database systems1

Database Systems

  • Collection of electronic data

  • Central repository of shared data

  • Stored in a standardized, convenient form.

  • Requires a Database Management System (DBMS)

Overview of access database

Overview of Access Database

  • One of database management systems software.

    • Access, SQL Server, Oracle, DB 2

  • MS Access is a relational database.

    • a collection of tables that are related to one another based on a common field.

Relational database

A schematic diagram of a relational database (a) and a sample part of a relational database showing different tables (b)

Relational Database

Properties of a relation

Properties of a Relation

  • Based on the set theory

    1. There are no duplicate rows.

    • The body of the relation is a mathematical set (i.e., a set of rows), and sets in mathematics by definition do not include duplicate elements.

    • If a "relation" contains duplicate rows, then it is not a relation.

Properties of a relation1

Properties of a Relation

2. Rows are unordered (top to bottom).

  • Sets in mathematics are not ordered. So, even if a relation A's rows are reversely ordered, it is still the same relation.

  • Thus, there is no such thing as "the 5th row" or the last row. In other words, there is no concept of positional addressing.

Properties of a relation2

Properties of a Relation

3. Columns are unordered (left to right).

  • The heading of a relation is also defined as a set.

  • There is no such thing as "5th column" or the last column.

Properties of a relation3

Properties of a Relation

4. Every value isatomic.

  • At every row-and-column position within the table, there always exists precisely one value, never a list of values. Or equivalently, relations do not contain repeating groups.

Open an existing database

Open an existing database

  • To open an existing database, you must first start Access

    • When Access is launched you will see the Access window, with the task pane on the right side of the window.

    • From the task pane, you can open an existing database.

  • Or simply double-click the existing database to open.

  • Practice: Create Tables on the class website

How access creates and saves a new database

How Access creates and saves a new database

  • Create a new database

    • Your first activity (before question #1) for the midterm is creating a new database.

    • Database name: your last name + first initial of first name

  • When you press the Save button in Access, you are saving the design of the Access objects and NOT the database itself!

    • The Save function in Access differs from the Save function in other Windows programs.

Characteristics of relational db

Characteristics of Relational DB

  • In a relational database, each record (row) in a table must be uniquely identified.

    • Using Primary Key

  • A relational database is a collection of tables that are related to one another based on a common field.

    • Using Foreign Key (& Primary Key)

Primary key pk foreign key fk

Primary Key (PK) & Foreign Key (FK)

  • PK: A field thatuniquely identifies each record in a table.

    • SS#, Student ID

    • It does not have to be first field.

  • FK: A field that connects one table logically with another table

    • Rule of Thumb: PK = FK (value) – see next slide

Relating tables using pk and fk

Relating tables using PK and FK

The primary key in the Employer table (EmployerID) is the common field that relates this table to the Position table.

PositionID is the primary key in the Position table. The EmployerID field is a foreign key in this table.

Primary keys can only have one occurrence in a table. Foreign keys may have multiple occurrences.

Valle coffee s restaurant db

Valle Coffee’s Restaurant DB

  • Valle is a small distributor of inexpensive coffee beans to various restaurants. Barbara Hennessey, the Director of CRM, and her staff use Access to maintain company data such as customer orders and billing. Barbara has recently developed Restaurant 1 database to track orders and billings. However, she has not been able to develop the database fully. So, she is for your help in completing and maintaining this database.

Descriptions of restaurant db

Descriptions of Restaurant DB

  • Valle coffee’s Restaurant 1 database will contain five tables:

    • Customer table, which Barbara already has.

    • Order table, which you will create soon.

    • Product and Order Detail tables, which you will import from FineFood database.

    • Billing Address table that is in Excel format and you will import it, and then convert to Access table.

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