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

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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:\FM\Tutorial\Map.png

    • 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.
slide14

Queries

Table(s)

Report(s)

Form(s)

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.