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Introduction to Access

Introduction to Access. BUS 782. Creating a New Database. MS Office button/New Blank database New database name and location. Access Objects. Tables Create a new table: Create/Table Design Open a table: Double click the table name Home/View: Datasheet view Design view Queries

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Introduction to Access

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  1. Introduction to Access BUS 782

  2. Creating a New Database • MS Office button/New • Blank database • New database name and location

  3. Access Objects • Tables • Create a new table: Create/Table Design • Open a table: • Double click the table name • Home/View: • Datasheet view • Design view • Queries • Create a new query: Create/Query Design • Others: Forms, Reports, Pages

  4. Creating a Table • Create/Table Design: • Field name • Field data type • Create table by using table templates • Create/Table Templates/select template • Create a primary key • Never let Access to create a primary key for you. • How to create a composite key? • Enter data

  5. Create a new Query • Create/Query design/Show table • Select fields • Add criteria • Sorting • Total and subtotal • Query design tools/Total • A Total row is added to the design view • Select function from the total row’s dropdown list

  6. Creating a New Form • Using Form Wizard • Create/More Forms/Form Wizard

  7. Querying Database

  8. Basic Query Language Operations • Selection • Projection • Join • Aggregates: Max, Min, Sum, Avg, Count • Totals and SubTotals • GroupBy • Calculated fields

  9. Selection • Selection operation retrieves records that satisfy user’s criteria.

  10. Projection • Projection operation defines a vertical subset of a table and retrieves only the specified fields.

  11. Join • The two tables must have common attributes: • Key and foreign key. • Combines two tables to form a new table where records of the two tables are combined if the common attributes have the same value.

  12. Join Example • Faculty File: • FID Fname • F1 Chao • F2 Smith • F5 Boxer • Student File: • SID Sname FID • S1 Peter F1 • S2 Paul F2 • S3 Smith F1 • Faculty Join Student =

  13. Join Example • StudentCourse File: • SID CID • S1 ISYS263 • S1 Acct101 • S3 ISYS363 • S2 ISYS263 • S2 Fin350 • S2 Acct101 • Student File: • SID Sname FID • S1 Peter F1 • S2 Paul F2 • S3 Smith F1 • Course File: • CID Cname Units • ISYS263 IS Intro 3 • ISYS363 MIS Intro 3 • Acct101 accounting 3 • Fin350 Finance Intro 3 (Student Join StudentCourse) Join Course

  14. Aggregate Functions • Max, Min, Sum, Count, Avg • QueryTools/Totals • Ex. Student: SID,Sname, GPA, Sex, Major • How many students in this University? • What is the overall average GPA?

  15. Aggregates by Group • How many students in each major? • Compare male students and female students average GPA.

  16. Examples • Customer: CID, Cname, City, Rating • Orders: OID, Odate, SalesPerson, CID • Queries: • Find customers live in San Francisco. • Produce a customer report that shows CID, Cname, and Rating. • Number of customers in each city • City, NumbeOfCustomers • Produce a report that shows the number of orders for each customer: • CID, Cname, TotalNumberOfOrders

  17. University Database

  18. ERD Notations Major Sname SID Balance SID 1 1 Student Has Account M M M Enroll Advise Grade 1 M Faculty M Teach Course Units Phone FID Fname CID Cname

  19. Examples • Q1: Display students’ ID, name and account balance who owe university more than $2000. • Q2: Display student’s ID, name and total units. • Q3: Find students taking at least 9 units and display their ID, Name and total units. • Q4: Display CID, Cname, SID, Sname • Q5: Display CID, Cname, number of students in each course. • Q6: Display faculty’s name and phone if the faculty advises at least three students.

  20. Order Processing Database Examples • Order Processing Database: • Customer, Orders, OrderDetail, Product • MIS report • Total amount for each order • Criteria applied to subtotal

  21. Calculated Fields • Rename a field: • NewName:OldName • Define a calculated field: • Tax:salary*.15 • Age:Year(Now()) – Year(DOB) • IIF function

  22. Criteria • >, >=, <, <=, =, <> • Range: BETWEEN 1/1/03 AND 12/31/03 • Wildcard: • ? – match any one character • “K?NG” • * - Match any number of characters • “C*”

  23. Sorting • One field sorting • Two fields sorting

  24. Other Queries • Update query: • Query tools/Design/Query type/Update • Delete query • Parameter query • CrossTab query • Crosstab row

  25. Access Tools for Import/Export • Import from Excel: • The first row of Excel’s list should contain field names • External Data/Import/Excel • Export to Excel: • External Data/Export/Excel

  26. Open Database Connectivity (ODBC) • Provide a standard to retrieve data from a database. • It manages one or more "database drivers“ that enables the communication between database and applications. • To access a database, we use ODBC facilities to define a ODBC data source name for the database.

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