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CSS/417

Introduction to Database Management Systems

Workshop 1Workshop 1

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Access 2000

Session 1Introduction to Databases and Access 2000

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Database Terminology - p. 2

Database - repository in which tables, reports, queries, and other objects are stored

Table - storage entity for a databaseRecord - contains related information about an

entity (single transaction)

Field - contains a fact about an entityRelational database - allows you to link records

from two or more tables based on the contents of a common field

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Database Terminology (cont.)

Key - used to order, identify, and retrieve record in the database

Primary key - unique identifier for a particular record

Secondary key - allows multiple occurrences of the same value

Table structure - set of instructions regarding the arrangement of information within a record, the type of characters, field length, and any limitation you want to impose on the data to be entered

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Database Terminology (cont.)

Form - paper-like method of accessing and entering data in a table

Query - provides the ability to answer a question about the data in a table(s)

Reports - provides the ability to arrange table data as well as to perform calculations and then print a paper-based report

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Determining Outputs

An integral part in building a database. The desired outputs must be determined before the database is built Allows you to determine the type of data to

be stored in the database Allows you to determine the data

transformations (calculations and so forth) that have to be executed against the data

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Designing Fields - p. 3

Design the structure with an eye for future use

Each field should contain the smallest piece of data as possible

Two or more data elements should not share a field

Well-designed fields provide flexibility when you are creating secondary keys

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Access 2000 Modes - p. 5

Menu-driven interface - allows you to interact with a database and its objects using menu commands

Program mode - lets you store instructions in a Visual Basic program file and execute them by executing the program

This book concentrates on the menu interface

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Creating a Database

Ways to create a database Create a blank database and then insert

your own objects Create a database using an Access

template or WizardSwitchboard - provides easy access to a

number of different database features

Use the database that accompanies the text for assigned exercises

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Interacting with Access

Access WindowToolbarsContext MenusDatabase window

Objects bar Tabs - provide access to database

objectsStatus bar

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Creating a Table Structure - p. 12

Naming a Table Up to 64 characters can be used (letters,

numbers, spaces, and special characters, except the period (.))

Do not use an extension No leading spaces or control characters

Define Field Types - p. 13Set Field Properties in Field Properties box

Includes such things as field length, default values, field checks and so forth

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Adding Records to Table - p. 19

Datasheet window - used to display the contents of a table Each row contains a record Each column contains a record field

Speedbar - appears at the bottom of the window and is used to navigate through the records in a table

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Entering Data in a Table - p. 20

Records are entered in the Datasheet window Press the Enter key after entering data in

a field to progress to the next field When the last field of a record is finished,

pressing Enter adds a blank record Table 1.5 contains various commands

Arrow keys can be used to move from one record or field to another

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Editing Records - p. 25

Table 1.6 shows the various commands used to edit records in a table

Memo fields are accessed using the Zoom (Shift +F2) command

Crude reports can be generated using the Print button

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Printing

Access allows you to create “quick and dirty” reports by clicking the Print toolbar button A row/column presentation is used Field names appear along the top Records are rows Fields are columns A grid is printed around each field

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Access 2000

Session 2Manipulating and Sorting Tables

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Deleting and Restoring Grid Lines

Gridlines - automatically included around each field

Controlled by the Cells Effects dialog box

Accessed via the Format, Cells command sequence

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Changing Field Display Width

Format, Column Width command sequence

Dragging - drag right margin of field name cell

Pointing - clicking field name selects the entire column

When exiting the datasheet, Access prompts you about saving any changes (Figure 2.8)

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Moving a Field - p. 44

Select a field by clicking the column title cell

Use a drag operation to move the selected field

A square appears next to the mouse pointer

Position at the desired location

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Hiding a Field - p. 45

Select the field(s)Use the Format, Hide Column

command sequenceYou can also use the context menu

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Locking a Field - p. 47

Freeze identifying fields on the datasheet

Use the Format, Freeze Columns command sequence

A black line appears to the right of the frozen fields

Frozen fields now stay on the screen as you pan across the fields of a record

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Record Pointer - p. 49

Record pointer (thick black arrow head) helps you keep track of where you are with a table

The character is used in the left-hand table cells to indicate the pointer location

The pointer moves by using keyboard, scrollbar, or speedbar commands

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Find Command - p. 53

Activation - use the Edit, Find command sequence or click the Find toolbar button (Timely Tip top of p. 53)

Either command activates the Find in field dialog box

Search feature WildcardsSubsequent searches - Timely Tip

bottom of p. 54

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One Field Sort - p. 56

Can be accomplished using the Sort Ascending or Sort Descending toolbar buttons

Select the field to be used in the sortClick the desired sort button

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Multiple Field Sort - p. 58

Filter - process used to process or rearrange data in a table

Use the records, Filter, Advanced Filter/Sort command sequence

Activates the filter windowSpecify the fields and sort orderExecute by clicking the Apply

Filter/Sort button of the toolbar

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Display Selected Records - p. 63

Use the filter to display records that meet certain criteria

Enter criteria in the filter cellsExecute by clicking the Apply

Filter/Sort button of the toolbar Filter By Form Filter By Selection