Ist 220 intro to databases
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IST 220 – Intro to Databases. Lecture 2 Touring Microsoft Access. Microsoft Access As A DBMS. Basic objects are provided to support common DBMS functionality Multiple views are used to provide graphical interfaces to different users

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Ist 220 intro to databases

IST 220 – Intro to Databases

Lecture 2

Touring Microsoft Access


Microsoft access as a dbms
Microsoft Access As A DBMS

  • Basic objects are provided to support common DBMS functionality

  • Multiple views are used to provide graphical interfaces to different users

  • User friendly graphical interfaces make define and implementation DB’s easy

  • Macros (and modules) facilitate convenient application capabilities

IST 220 -- Intro To Databases


Main objects in access
Main Objects In Access

  • Table – defines and stores data

  • Query – provides a custom view of data from one or more tables

  • Form – provides a convenient way to enter, display, and/or print data

  • Report – presents selected data in attractive fashion

  • Page – formats selected data in HTML file so that is can be displayed by a Web browser

  • Macro – built-in functions that can be customized to automate certain processes

  • Modules – VBA code for further automation

IST 220 -- Intro To Databases


Objects their relationships
Objects & Their Relationships

Macros

Open/Filter

Print/View/Filter

Trigger

Trigger

Forms

Reports

Queries

DA Pages

Tables

IST 220 -- Intro To Databases


Typical usages
Typical Usages

  • Administrators/Developers

    • Use all objects

  • End users with read/write permission

    • Use forms to display, add or modify data entries they are allowed to access

  • End users with read-only permission

    • Read data from reports

  • End users have no knowledge of macros

IST 220 -- Intro To Databases


The database window
The Database Window

IST 220 -- Intro To Databases


Tables
Tables

  • Tables contain columns and rows, or

    • Fields– store different types of data, and

    • Records– collect all the information of a particularinstance of the subject(or an entity)

      • No two records may be identical

      • A set of attributes which can uniquely identify a record is referred to as a primary key of the entity.

      • For two different records, their primary keys may have the same value.

IST 220 -- Intro To Databases


Design normal views
Design & Normal Views

  • Design view is used during development

  • Normal view is used

    • By end users during operation

    • By developers during development, to make sure their product looks right

  • For tables, normal view is the datasheet view, in which data are represented in a tabular format

IST 220 -- Intro To Databases


Table window in datasheet view
Table Window In Datasheet View

IST 220 -- Intro To Databases


When is data saved
When Is Data Saved?

IST 220 -- Intro To Databases


Table window in design view
Table Window In Design View

IST 220 -- Intro To Databases


Find replace
Find & Replace

IST 220 -- Intro To Databases


Data validation
Data Validation

  • Data validation is a crucial part of any database system

    • Some simple validations are supported automatically by Access

      • A non-numeric value is entered to a field which is integer by definition

    • More sophisticated validation are implemented by user

  • Garbage In, Garbage Out(GIGO)– no system can produce valid output from invalid input

IST 220 -- Intro To Databases


Forms
Forms

  • Forms are used to

    • Control and enhance the way the data looks

    • Perform extensive editing using macros

    • Link multiple forms or reports by using macros that are run from buttons on a form

  • Forms can be displayed in

    • Design view, or

    • Form view

IST 220 -- Intro To Databases


Form window in form view
Form Window In Form View

IST 220 -- Intro To Databases


The clubs table
The Clubs Table

IST 220 -- Intro To Databases


Queries
Queries

  • Queries can be used to select data from one or more tables

    • E.g., to select club names and addresses from the club table

  • The outcome of a query can also be represented by a table

  • Queries can be displayed in two views

    • Design view

    • Datasheet view

IST 220 -- Intro To Databases


Filters sorting
Filters & Sorting

  • Filter by selection

  • Filter by form

    • Specify multiple criteria simultaneously

    • Specify logical relationship among criteria

      • Logical AND or logical OR

  • Remove filters

  • Sorting in

    • Ascending order, or

    • Descending order

IST 220 -- Intro To Databases


Example filter by form
Example – Filter By Form

Original

data

Filter

definition

Filtered

data

IST 220 -- Intro To Databases


Query window in design view
Query Window In Design View

IST 220 -- Intro To Databases


Reports
Reports

  • Reports help to format your data in an attractive fashion & be ready for printing

  • They can also help to carry out

    • Calculating

    • Grouping and summarizing

  • Features frequently used include

    • Page header and footer

    • Grouping and summarization

IST 220 -- Intro To Databases


Report window in print view
Report Window In Print View

IST 220 -- Intro To Databases


Data access pages
Data Access Pages

  • Data access pages can publish your data as Web pages

    • To display them, Access is needed on the user’s local machine

    • Used by employees on the company’s intranet, to view and/or modify data

  • The two views are

    • Design view

    • Page view

IST 220 -- Intro To Databases


Page window in page view
Page Window In Page View

IST 220 -- Intro To Databases


Macros
Macros

  • A macro cannot be displayed, it can only be run

    • No normal view, only design view available

  • A macro doesn’t relate to data directly, but to actions on data

    • Take effects only through forms and reports on which a macro is embedded

IST 220 -- Intro To Databases


Objects their relationships1
Objects & Their Relationships

Macros

Open/Filter

Print/View/Filter

Trigger

Trigger

Forms

Reports

Queries

DA Pages

Tables

IST 220 -- Intro To Databases


Macro window in design view
Macro Window In Design View

IST 220 -- Intro To Databases


Modules
Modules

  • Similar to macros, cannot be displayed, only triggered from other objects

    • Include a number of VBA procedures or functions to provide more power in more flexible ways

IST 220 -- Intro To Databases


Objects their relationships2
Objects & Their Relationships

Trigger

Modules

Run

Macros

Open/Filter

Print/View/Filter

Trigger

Trigger

Trigger

Forms

Reports

Run

Queries

Run

DA Pages

Data flow

Action

Tables

IST 220 -- Intro To Databases