Database Management Using Microsoft Access

Xinhua Chen, Ph.D.

Chinese Association of Professionals in Science and Technology

March 23, 2003

Steps for Creating an MS Access Application

1. Get requirements from users2. Design table structures3. Implement the design

• Create tables• Create queries• Create forms as user interface• Create reports

What can MS Access do?• Relational database management system• Database design tools – Relationship diagrams• Database implementation tools

– Table designer– Query designer– Form designer– Visual Basic for Applications (VBA) code editor– Macro designer– Web page designer (Access 2000, Access XP)– Report designer

How does MS Access Store Data?

• Tables, queries, forms, reports and Visual Basic code are all stored in one file with the file extension “mdb”

Sample Database Application

• Membership management database for Chinese Association of Professionals in Science and Technology (CAPST) – This is just a demo database.

Requirements• Manage contact information of members• Record payment of membership dues• Of the five societies, assign members to

appropriate societies• Record specialties of members• Reports

– Specialties of members– Mailing labels

Table Design

• Terms– Record: A row in a table– Field: A column in a table– Key field: a field that uniquely identifies a record. For

example, the MemberID field uniquely identifies a member record

– Index: Creating an index for a field facilitates fast searching when the field is specified in a searching criteria

– One-to-one and one-to-many relationship– Referential integrity

Query Design

• A query is expressed as a SQL statement. (SQL: Structured Query Language.)

• A query may output one or more fields from one or more tables. Criteria may be specified.

• Query Designer is commonly used to create queries.

Form Design

• Form provides a user interface for tables or queries.

• Form is created and maintained using the Form Designer.

• You may use the Form Wizard to create an initial design, then modify the design manually.

Report Design

• Report is used to display or print data extracted from tables or queries.

• Report is created and maintained using the Report Designer

• You may use the Report Wizard to generate an initial report, then modify it manually.

Other Ideas on this Database

• Add tables to record events– Seminars, conferences, picnics, board meetings– include photos, meeting minutes

• Add a table to store board members of every CAPST board and duties

• Anything else related to CAPST• When the database gets too bulky, consider

upsizing to Microsoft SQL Server, but keep Access as a front end user interface.

What’s Next?

• Learn how to use macrosThe following are for power user or

developers• Learn how to make data relatively secure• Learn how to write Visual Basic for

Applications (VBA)• Learn how to use software components

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