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Access Database Essentials for Effective Management

Learn to build tables, create forms, use relationships, and generate reports in Microsoft Access. Understand data types, store data efficiently, and follow three key rules for database design. Practical exercises included.

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Access Database Essentials for Effective Management

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  1. QMCS 200 Lecture R. Smith - qmcs 200

  2. Today’s Class • Homework • Questions on previous • Next ones rescheduled • MS Access – building a table • “Three Rules” • Data types • Ch 2 HOE #1 • Forms • Ch 2 HOE #2 • Ch 2 HOE #3 R. Smith - qmcs 200

  3. Questions on Homework • Due today – Access basics and GIGO • Lab time yesterday? • Rescheduled “last” homeworks R. Smith - qmcs 200

  4. What to learn about Access? • How to create a table • Picking the fields, picking the data types • How to use relationships • Building tables to use them, setting them up • Creating forms • Normal fields, restricted fields, drop down selections • How to build multi-table queries • Using relationships to string things together • How to do grouped reports • Reporting on grouped tables or multi-table queries R. Smith - qmcs 200

  5. Three Rules • Include the necessary data • Lesson: figure out everything you want to do with the database • Include the fields you need • But... don‘t overdo it • Store data in smallest parts • “Smallest parts” you will use, that is (what’s the data for?) • Some are useful, some get in the way • Avoid calculated fields • Birthdate example • Grading example R. Smith - qmcs 200

  6. Data Types • Most things should be “Text” • Allows comparing, sorting, matching (case matters!) • If you do arithmetic, use something else • Date type • Currency type • Number type(s) • Different sizes and formats for different purposes • Using the smallest size • Database records add up • Each new record increases the file size • If you’re wasting space in the record, the database will get huge R. Smith - qmcs 200

  7. Wizard vs Designer • Always a question in Access – which to use? • For tables, I use the Designer • I usually know what fields I want • If you don’t know what you want... • Table Wizard has built-in example tables • Business examples and personal examples • You pick an example table and customize it • Fields already have data types associated with them R. Smith - qmcs 200

  8. Chapter 2 HOE 1 Pp 702-710Don’t print anything, just create the database R. Smith - qmcs 200

  9. Forms • We saw these yesterday • Focus the data entry task • Improve accuracy by testing the inputs • Improve accuracy with drop downs R. Smith - qmcs 200

  10. Forms: Wizard Vs Designer? • I start with the Wizard and adjust with Designer • Wizard gives you a great first step • Puts everything in a generally OK place • Assigns types and labels • Form is almost instantly usable • Wizard leaves things out • Can’t do drop downs • Doesn’t put in control buttons • What if you add a field to the table later? R. Smith - qmcs 200

  11. Chapter 2 HOE 2 Pp 716-723Print ONE sample form with your name entered into it R. Smith - qmcs 200

  12. Chapter 2 HOE 3 Pp 725-733Print ONE sample form with your name entered into it R. Smith - qmcs 200

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