DAY 14:
ACCESS CHAPTER 1
Tazin Afrin
[email protected]
October 03, 2013
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OBJECTIVE
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Access interface
Table view
Forms
Query
Report
Saving access file
Sort & Filter
Relational database
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DATABASE EXAMPLES
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Check your bank account
Search on google
Buy from ebay
Open mix account
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ACCESS INTERFACE
• Access Ribon
– Contains the icons that enable you to perform
functions to maintain your database
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Home
Create
External Data
Database Tools
• Navigation pane
– The Navigation Pane organizes and lists the
database objects in an Access database.
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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.
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FORMS
• 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.
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QUERY
• 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
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REPORTS
• 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.
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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
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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
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COMPACT AND REPAIR
• Compact and Repair reduces the 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
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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.
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BACKUP
• Backup creates a duplicate copy of the
database.
• Access makes backing up database files
easy
• File->Save & Publish->Back Up Database
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FILTERS
• 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.
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FILTERS
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Select field you want to apply filtering
Home->Sort & Filter->Filter
Home->Sort & Filter->Selection
Home->Sort & Filter->Advanced Filter
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SORTING
• 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
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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.
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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.
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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.
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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.
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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
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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.
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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.
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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.
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NEXT CLASS
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Access chapter 2
Designing data
Creating tables
Understanding table relationship
Sharing data with excel
Establish table relationship
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THANK YOU
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