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Intro to Access 2007. MIS 2502 | Summer1 2010. Navigation. The Ribbon Standard to all Office 2007 applications Organized by feature and functionality Navigation Pane Access to all objects in the current database. Tables. Grids that store information in a database - PowerPoint PPT Presentation
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Intro to Access 2007MIS 2502 | Summer1 2010
Navigation The Ribbon
› Standard to all Office 2007 applications› Organized by feature and functionality
Navigation Pane› Access to all objects in the current database
Intro to Microsoft Access 2007 | MIS 2502
Tables Grids that store information in a
database› Much like an Excel spreadsheet› Must have at least ONE primary key
Differentiates each record Example: TUID
Primary Key Button
Intro to Microsoft Access 2007 | MIS 2502
Creating Tables
Intro to Microsoft Access 2007 | MIS 2502
1 2
3
CreateTable
Switch to Design View
Save
Creating Tables Design View
› Field Name: name of a table’s fields First Name, Address, Telephone…
› Data Type: type of value allowed in the field Text, Number, Date/Time…
› Field Properties: attributes of each field Set from the bottom pane Field size, format, default value…
Intro to Microsoft Access 2007 | MIS 2502
Creating Tables
Field Properties
Data TypeField Name
Intro to Microsoft Access 2007 | MIS 2502
Field Properties: Examples Input Mask
› For TU-ID: ###-##-####
Validation Rule› For student standing:
“Freshman” Or “Sophomore” Or “Junior” Or “Senior”
Intro to Microsoft Access 2007 | MIS 2502
The slashes will be added automatically!
Adding Records Select Datasheet View
Enter your records into the table
Insert New Record(same as TAB)
Intro to Microsoft Access 2007 | MIS 2502
Relationships Primary keys should match foreign
keys in corresponding tables› MUST be same data type (i.e. Text, Number…)› Every relationship includes ONE primary
key and ONE foreign key
Foreign Keys
REFERENCE Primary
Keys
Intro to Microsoft Access 2007 | MIS 2502
RelationshipsThis is your
ERD!
Intro to Microsoft Access 2007 | MIS 2502
…but I don’t see relationships
You can manually create the relationships› Click on foreign key› Drag to its corresponding primary key
Intro to Microsoft Access 2007 | MIS 2502
Make sure these 3 boxes are checked!
PK
FK
Capturing your ERD Viewing your ERD (Entity Relationship
Diagram) in Access…› Make sure all of your tables are fully
expanded No scroll bars should be visible!
Intro to Microsoft Access 2007 | MIS 2502
Capturing your ERD1. Open your ERD2. Press PRINT SCREEN3. Paste screen into MS Word (CTRL+V)4. Crop unnecessary portions5. Page Layout to LANDSCAPE6. Resize using handlers
Intro to Microsoft Access 2007 | MIS 2502
Queries Queries select records from one or
more tables in a database so they can be viewed, analyzed, and sorted on a common datasheet.› Stored as separate database objects for
future use› Options found on the CREATE tab
You can run queries on queries!
Intro to Microsoft Access 2007 | MIS 2502
Types of Queries Select: most common; retrieves data Parameter: prompts user for criteria Crosstab: calculates totals Action: makes changes to records
› Delete› Update› Append› Make-Table
Intro to Microsoft Access 2007 | MIS 2502
Forms Alternate way for users to enter data
into a database table› User friendly
Same effect as entering through
datasheet
Intro to Microsoft Access 2007 | MIS 2502
Creating Forms Form Wizard
› Build through dialog boxes
Form Design› Start from scratch
Intro to Microsoft Access 2007 | MIS 2502
Reports Organize and group
information found in a table or query› Printable
Types› Parameterized: uses input values› Ad hoc: fully customized› Canned: runs on command; no customization
Intro to Microsoft Access 2007 | MIS 2502
Creating Reports Report Wizard
› Build through dialog boxes
Report Design› Start from scratch
Intro to Microsoft Access 2007 | MIS 2502
Switchboards Command menu & user interface Used for navigation and initialization of
database tasks› Includes buttons and images that open
forms, reports, and queries
Intro to Microsoft Access 2007 | MIS 2502