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Day 14: Access Chapter 1. Tazin Afrin October 03, 2013. Objective. Access interface Table view Forms Query Report Saving access file Sort & Filter Relational database. Database examples. Check your bank account Search on google Buy from ebay

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Day 14 access chapter 1

Day 14:Access Chapter 1


October 03, 2013


  • Access interface

  • Table view

  • Forms

  • Query

  • Report

  • Saving access file

  • Sort & Filter

  • Relational database

Database examples
Database examples

  • Check your bank account

  • Search on google

  • Buy from ebay

  • Open mix account

Access interface
Access interface

  • Access Ribon

    • Contains the icons that enable you to perform functions to maintain your database

      • Home

      • Create

      • External Data

      • Database Tools

  • Navigation pane

    • The Navigation Pane organizes and lists the database objects in an Access database.

  • Table views
    Table views

    • Datasheet view

      • Where you add, edit, and delete the records of a table.

      • Grid containing columns (fields) and rows (records), similar to an Excel spreadsheet.

    • Design view

      • Where you create tables, add and delete fields, and modify field properties.


    • A form is an object that enables you to enter, modify, or delete table data.

    • Same manner that you would do in Datasheet view.

      • Difference is it limit the user viewing only one data at a time

      • Focus on data entered or modified.

      • Reliable for data update

    • Create and edit form structure in Design view.


    • A query is a question that you ask about the data in the tables of your database.

      • Display only records that meet a certain criterion.

      • And fields that are required.

    • Which products does Northwind purchase from Supplier A?

      • It will not provides records associated with supplier B


    • A report contains professional-looking formatted information from underlying tables or queries.

      • Contains more professional look than query and table.

      • Present database information using reports.

    Saving access file
    Saving access file

    • Microsoft word, powerpoint, excel

      • Work primarily from memory

      • Your work is not automatically saved untill you save them

    • Microsoft access

      • Works from storage or hard drive

      • Enter and update data- automatically saved to your hard-drive

    Saving access file1
    Saving access file

    • But required to save after making change in design like tables, forms, reports

    • Can use undo to reverse the most recent change

      • Cannot use multiple undo steps

    • Multiple users from different computer can work on same access database.

      • Can work on same table as long as not same record

    Compact and repair
    Compact and repair

    • Compact and Repair reducesthe size of the database.

    • Database growth may increase storage requirements and may also impact database performance

    • Databases that are compacted regularly are less likely to become corrupt – resulting in loss of data.

    • Database Tools->Tools->Compact and Repair Database

    Compact and repair1
    Compact and repair

    • Is a utility that access provides

    • Copy the database to a new file behind the scene and while copying –

      • Delete temporary objects

      • Delete unclaimed spaces

    • Results in a smaller database.

    • Also defragment a fragmented database file

    • After finished copying deletes original file and save the new one as original.


    • Backup creates a duplicate copy of the database.

    • Access makes backing up database files easy

    • File->Save & Publish->Back Up Database


    • A Filter displays a subset of records based on specified criteria.

    • Filter by Selection displays only the records that match the selected criteria.

    • Filter by Form displays table records based on multiple criteria. Filter by Form enables the user to apply the logical operators AND and OR.


    • Select field you want to apply filtering

    • Home->Sort & Filter->Filter

    • Home->Sort & Filter->Selection

    • Home->Sort & Filter->Advanced Filter


    • A sort lists records in a specific sequence

      • Ascending order – lowest to highest

      • Descending order – highest to lowest

    • Select the field you want to sort

    • Home->Sort & Filter->ascending or descending

    • Home->Sort & Filter -> Advanced

    Select access or excel
    Select access or excel

    • Use access when you:

      • Require multiple related tables to store your data.

      • Have a large amount of data.

      • Need to connect to and retrieve data from external databases, such as Microsoft SQL Server.

      • Need to group, sort, and total data based on various parameters.

      • Have an application that requires multiple users to connect to one data source at the

      • same time.

    Select access or excel1
    Select access or excel

    • Use excel when you:

      • Only need one worksheet to handle all of your data.

      • Have mostly numeric data—for example, you need to maintain an expense statement.

      • Require subtotals and totals in your worksheet.

      • Want to primarily run a series of “what if” scenarios on your data.

      • Need to create complex charts and/or graphs.

    Primary key
    Primary Key

    • A table typically has a column or combination of columns that contain values that uniquely identify each row in the table. This column, or columns, is called the primary key of the table.

      • A table can contain only one primary key constraint.

    Foreign key
    Foreign key

    • A foreign key is a column or combination of columns that is used to establish and enforce a link between the data in two tables.

    • It controls the data that can be stored in the another table.

    • A link is created between two tables when the column that hold the primary key value for one table are referenced by the column in another table.

    • This column becomes a foreign key in the second table.

    Referential integrity
    Referential integrity

    • Make sure that relationships between records in related tables are valid.

    • Ensures that you do not accidentally delete or change related data.

    • You cannot enter a value in the foreign key field of the related table that does not exist in the primary key of the primary table.

      • Cannot enter new account in the account table for a customer who does not exists.

      • But can enter new account with NULL value in customer ID

    Relational database
    Relational database

    • Access is known as a relational database management system (RDBMS)

    • Using an RDBMS, you can manage groups of data (tables) and then set rules (relationships) between tables.

    Relationships window
    Relationships window

    • Relationships in a database are represented by the lines between the tables

    • Connect the primary key from one table to the foreign key of another.

    Create relationship
    Create relationship

    • Database Tools ->Relationships

    • Add the two tables that you want to join together

    • Drag common field ->from the primary table onto the related table

    • The data types of the common fields must be the same.

    • Check the Enforce Referential Integrity check box.

    Next class
    Next Class

    • Access chapter 2

    • Designing data

    • Creating tables

    • Understanding table relationship

    • Sharing data with excel

    • Establish table relationship

    Day 14 access chapter 1

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