ms access how and why second semester first quarter project one
TRANSCRIPT
MS ACCESSHow and Why
Second Semester
First Quarter
Project One
Getting Set-up
• Go to Start• Programs• Find MS Access
– Purple Key– May be in MSOffice
• Right click to open short menu
Put MSACCESS on Desktop
• Choose “Send to”• Choose “Desktop
(create shortcut)• Go to the Desktop
Put icon on task bar
• Left click MSAccess icon and hold
• This makes a copy of the icon
• Drag the icon down to the task bar
• Release the left button
• The icon is now on the task bar
Old Methods of Data Storage…• Store information on paper
– Notecards– File folders– Sheets (scraps) of paper– Rolodex™– Post-it Notes™
• Organize information by– Shuffling papers– Sorting through a dozen file folders– Panicking
Why Use a Database?• Organize information
– Create a database for your information– Use forms for data entry– Use queries to get information– Use tables to store information– Use relationships to connect information
• Add time to set-up• Reduce time (energy, panic) and duplication• Increase availability of data
– Multiple reports, charts, forms, etc.– Multiple users at multiple sites—networking or e-mail
• Increase security—control access to different levels of data base
Database
• Database--collection of information that's related to a particular subject or purpose, such as tracking customer orders or maintaining a music collection. – Made of tables, forms, queries, etc.
Table• Table--a collection of data about a
specific topic– Use a separate table for each topic: you
store that data only once– Set of one type of data
• All the demographics of students in a class• All the grades for students in a class• All the videos in a collection
– results in a more efficient database and fewer data-entry errors.
TableTables organize data into
• columns (called fields)
–name, address, phone #
• rows (called records)
–Record: above info for one person
Similar to a spreadsheet but without the letter/number headings
Forms
• Form--type of a database object primarily (most often) used to enter or display data in a database.
• Less often as a switchboard that opens other forms and reports in the database
• Or as a custom dialog box that accepts user input and carries out an action based on the input.
Sample Data Entry Form
Sample Table with related form
Making a ReportUse wizard to choose desired fields
Can be from several tables
Report• Present data to others in some organized form• May contain information from multiple tables
Relationships
• Relationships—connections between two or more database objects—a form and a table or two tables and a report, etc.– work by matching data in key fields — a field
with the same name in both tables. • A primary key from one table, which
provides a unique identifier for each record• A matching foreign key in the other table.
Queries
• Query--used to view, change, and analyze data in different ways. You can also use them as a source of records for forms, reports, and data access pages. There are many kinds:– Select Parameter Crosstab– Action SQL – You’ll learn about them later!
Vocabulary on Quiz
• Database
• Table
• Form
• Field
• Record
• Query
• Relationship
• Report
• Keys
– Primary in original table
– Foreign in related table
• Demographics
Download files from Text Site• Go to SC Site:
http://www.scsite.com/off2000/default.cfm• Find: Advanced Data Disk Files
Access 2000 Data Disk• Click on that and choose Save• Create a folder on your drive names
“AccessFiles”• Save the Access files into your new folder• When the download is finished, click Open• Unzip the files INTO YOUR NEW
FOLDER