microsoft access - cs101.wvu.educs101.wvu.edu/media/127479/introduction-microsoft-accessv12.pdf ·...
TRANSCRIPT
Topics Covered
• Database Concepts
• Edit Table Records
• Primary Key
• Table Relationships
• Queries
Some Database Terminology
• Database is a structured collection of data.
• Tables are how data is organized in computer-based databases.
• Field name the name of each column in a database table.
• Records the name for each row in a table.
• Entity the name for each specific instance of a row’s value
Database Concepts
• A database is a collection of tables.
• Each list will have multiple records (rows).
• Each entry will have multiple fields (columns).
• A key is what is in common in each table (matching values)
table
reco
rds
fields
database
keys
Database Concepts
• A relation is how an entry in one table is connected to another
• In our example:• The ID number is the same in all
three lists
• We match up the rows from each list based on the ID number
• Example:• Rachel Crane is a Junior Researcher
and she lives at 312 Bee Street
Database Concepts
• A query is a question that we ask given some piece of data from one of the lists.
• How would we find who lives at 449 Skylark Drive?• First, find 449 Skylark Drive
• Next, find the ID associated with the address
• Finally, lookup the name in the list of names whose ID matches the ID from the address list
Introduction to Access
What is Access?
• a database management system (DBMS)
• Developed by Microsoft
• Combines• relational Microsoft Jet Database
Engine
• graphical user interface
• software-development tools
Anatomy of Access
Reference: Exploring Office 2013 Volume 1
Access Chapter 1P. 622
Fields vs Records
Field Record
A field is more than just a column; it’s a way of organizing information by the type of data it is.
A record is not just a row; it's a unit of information. Every cell in a given row is part of that row’s record.
Database Table in Design View
Reference: Exploring Office 2013 Volume 1
Access Chapter 1P. 624
Database Table in Datasheet View
Reference: Exploring Office 2013 Volume 1
Access Chapter 1P. 619
• Make sure you are in datasheet view
• Click the cell you wish to modify
• Type modified data
Modifying Table Records in Datasheet View
• Make sure you are in datasheet view
• Click the cell to the right of the row with the star ( * )
• Type records in one at a time
• Save the change
Adding Table Records in Datasheet View
Deleting Table Records in Datasheet View
• Right click on leftmost square next to the record you wish to delete
• Delete Record
• Save the change
Saving Changes to The Table
• Whenever you modify a table, you must save the table before closing it
• Save the change:• Right click table tab
• Save
Primary Key
• The Key is how we connect tables in a database
• In Table Design view:• The field with a key ( ) in front of
it is the key of the table
View Table Relationships
• Relationships are how the keys connect the table data to one another
• Database Tools ribbon• Relationships
Queries
Queries are a way of searching for and compiling data from one or more tables.
Running a query is like asking a detailed question of your database.
When you build a query in Access, you are defining specific search conditions to find exactly the data you want.
Datasheet View Queries
• Double click the query in the Queries Objects
• Datasheet view
• NOTE: in datasheet view, you CANNOT see the table relationships
Design View Queries
• Double click the query in the Queries Objects
• Design
• NOTE: in design view, you CANNOT see the data
SQL View Queries
• Double click the query in the Queries Objects
• SQL
• NOTE: in SQL view, you see Structured Query Language code
View Access Forms
• Forms are used to put data into tables
• Double click the form in the Forms Objects
View Access Reports
• Reports are used to view data in tables
• Double click the report in the Reports Objects
How Tables, Queries, Forms, and Reports work
• Objects are needed for database to function
• Objects of database:• Table
• Form
• Query
• Report