Introduction to Database Concepts and Access Using Access 2003 - Foundation

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Introduction to Database Concepts and Access Using Access 2003 - Foundation Slide 2 What is Data? Data - facts made up of text, numbers, images and sounds - Murray 15000 10 Information is the meaning given to data in the way it is interpreted: Mr Murray is a sales person whose basic annual salary is $15,000 and whose commission rate is 10% Slide 3 What is a Database? A structured collection of related data An address book, a Telephone directory, a Timetable etc. Slide 4 Basic Concepts File A set of related records Record A collection of Data about an individual item Field A single item of data common to all records Name: David Murray Company: CCT Tel: 01242 227200 Name: David Murray Slide 5 The Telephone Directory - An Example of a Database Telephone Directory Aardvark A.A. Railway Cuttings Cheltenham (01242) 123456 Aardvark S.F. 23 High Street Cirencester (01285) 654321 Aaron A.M. The Paddock Cheltenham (01242) 101010 Records File Name Fields Slide 6 Tables and Relationships Customer makes order Order consists of order details make consist of deal with have Slide 7 Types of Relationships One-to-many One-to-one Many-to-many resolved into two one-to-many One-to-one Many-to-many One - to - many Slide 8 Why Use an Electronic Database? Speed Ease of Use Versatility Slide 9 Why Use Access? Familiar look and feel of Windows Easy to start building simple databases Can build sophisticated systems True relational database Allows prototyping Slide 10 An Introduction to Access Each column represents a field within the record Each line represents a record within the table Slide 11 Introducing Access Tools Employees Customer Company Name Address City Telephone Contact Name Customers ReportsForms Queries Tables Slide 12 Using Access as Part of Microsoft Office Professional Microsoft Office Professional includes: Access Word Excel PowerPoint Outlook Slide 13 Starting Microsoft Access Click on Microsoft Access in the Start menu Or if you have set up a shortcut on your Desktop, click on the Access shortcut icon Slide 14 The Access Application Window Slide 15 Review Questions Slide 16 Access - Concepts, Terminology and Usage Using Access 2003 - Foundation Slide 17 Opening a Database To open a database once you have already started Access - Choose Open Database from the File menu - OR press CTRL+O - OR click on the Open Database icon on the toolbar To open a database when you start Access Choose the Open an Existing Database button on the opening dialog, as illustrated Slide 18 The Access Database Window Six tabbed cards provide access to all database objects Select the object by clicking the tab Click a button to create a new object open an existing object design or modify an object Slide 19 Closing a Database To close a database Choose Close from the File menu Or click on the Control menu and select Close Or press CTRL+F4 Slide 20 Opening a Table To open a table - Click on the Table tab in the database window - Select the table you want - Click on the Open button Slide 21 The Table Window A table opened from the database window appears as a datasheet Each row contains a separate record Each column contains a separate field Slide 22 Exploring the Table To move through records and fields use TAB, SHIFT+TAB, HOME, END, CTRL+HOME, CTRL+END, PAGE UP, PAGE DOWN, and the arrow keys To move through records First recordPrevious recordNext recordLast record Slide 23 Table Design View To switch to Design View To switch to Datasheet View Slide 24 Introducing Queries A means of asking questions of your database Can look across a number of Tables Slide 25 Introducing Forms A friendlier view of the database Used for data input, menus, display and printing Slide 26 Types of Form Slide 27 Opening an Existing Form To open a form Select Click Here Slide 28 Form Design View A form can be viewed in Datasheet view Design view Form View Slide 29 Closing a Form To close a form Click on the Windows Close icon (top-right) Choose Close from the File menu Or press CTRL+F4 Slide 30 Introducing Reports Output of information from your database in the form of a printed report Allows you to group and summarize information Can be previewed to the screen prior to printing Can include logos, graphs and drawings Slide 31 Review Questions Slide 32 Database Design and Table Creation Using Access 2003 - Foundation Slide 33 Design and Document Your Database A designers best tools are a pencil and paper It is important to plan what you are going to do The sooner you touch the computer the sooner youll make a mistake If you dont plan you will often have to start again Document what you are doing, will you remember what you did in three months time? Slide 34 Questions To Ask Yourself What do I want? (Outputs) What have I got? (Inputs) What do I need to do to get there? (Process) Slide 35 Define Your Needs Draw a picture Write a description PRODUCTS CATEGORIES SUPPLIERS EMPLOYEES C.C. Toys ORDERS Slide 36 Basic Design Rules Unique records Unique fields Functionally dependent fields Independent fields No calculated or derived fields Data is broken down into smallest logical parts RULES Slide 37 Determine Relationships Customer makes many orders: one-to-many Order contains many products and products can appear on many orders: many-to-many Employee belongs to social club: one-to-one Get rid of many-to-many by introducing another table, e.g. Order Details onemany one Slide 38 Creating a Database Slide 39 Using the Table Wizard Slide 40 Adding Fields Using the Table Wizard (1) BUSINESS Mailing List Contacts Customers Employees Products Orders Order Details Suppliers Categories Payments Invoices Invoice Details Projects... PERSONAL Addresses Guests Categories Household Inventory Recipes Plants Exercise Log Diet Log Wine List Rolls of File Photographs Authors Books... OR Slide 41 Adding Fields Using the Table Wizard (2) Slide 42 Creating a Table Without a Wizard OR Slide 43 Adding Fields to a New Table Type Fieldname Choose Data Type Type Description Enter Field Properties Slide 44 Field Properties Slide 45 The Input Mask Property Allows you to specify the format of input Useful if input always follows a standard format ZIP or Post codes Telephone Numbers National Insurance codes UK Post code >LL09\ 0LL UK Telephone Number \(99999") "000000 Slide 46 Setting a Primary Key In Table Design View Select the field you wish to use as the Primary Key Click on Primary Key Button Slide 47 Saving a Table To save a table Choose Save from the File menu Enter a table name if this is the first time you have saved the table Click OK Slide 48 Adding Records to a Table Datasheet Click here and start typing Pressing TAB moves you to the next field When in the last field of the record pressing TAB moves you to the next record Slide 49 Review Questions Slide 50 Formatting a Table Using Access 2003 - Foundation Slide 51 Editing Records Many editing operations involve selection There are many ways to select fields and records Record selectors indicate the current status of the record Current record Record is selected Record is being edited Last (empty) record Slide 52 Selecting Records With The Mouse Group of Records Click and drag across record selectors All Records Click here Single Record Click in the record selector Slide 53 Selecting Records Using The Keyboard Single Record Select the record required Select the Edit menu (Alt+E) Choose Select Record (L) All Records Select the Edit menu (Alt+E) Choose Select All Records (A) or Press Ctrl+A Slide 54 Selecting Fields With The Mouse Single Field place the mouse at the beginning of the field (cross pointer) and click once Group of Fields Select 1st field Hold [Shift] + select last field or Select and Drag Slide 55 Selecting Columns With The Mouse To select a Field Column Click the button above the column To select Adjacent Columns Click the button above the column and drag across the columns required Slide 56 Selecting Fields and Columns Using the Keyboard Single Field Use the TAB key until the required field is selected (left to right) Use Shift+TAB (right to Left) Adjacent Fields Select the first field (as above) Hold the Shift key Move in the required direction using the cursor keys Slide 57 Deleting Records and Fields Select the item(s) Press the Delete key BEWARE! Slide 58 Viewing or Setting Datasheet Default Values To set defaults Select the Tools drop down menu Select the Options command Select the Datasheet tab Slide 59 Re-ordering Columns Within a Table Select Column to be moved Click on Column button Click and drag to the new location Note black bar Release and the column is moved Slide 60 Re-Ordering Fields in the Table In Design View Select the Field to be moved Click on the Field Select button Click and drag to a new location Note black bar Release and the Field is moved Slide 61 Changing Column Width and Row Height To size a Column Move the mouse to point between the columns until this symbol is displayed Click and drag to the width required and release Or Click on the column header and right click Select Column Width Enter the column size or Choose Best Fit Slide 62 Hiding and Un-hiding Columns To hide a Column Select the column(s) you wish to hide Click the right mouse button Select Hide Columns To show a Column Select the Format menu Choose Unhide Columns Select the fields you wish to show Select Close to action choices Slide 63 Freezing Columns Allows you to keep selected columns visible on-screen whilst you view columns off the screen To Freeze Columns Select Columns Click the right mouse button or Select the Format menu Click Freeze Columns To Unfreeze Columns Select the Format menu Click Unfreeze All Columns Slide 64 Formatting Datasheet Cells Cell Effects include: Horizontal and vertical gridlines Gridline and background colors Cell effects - Flat, Raised and Sunken Slide 65 Changing Datasheet Fonts Select Font from the Format drop