Productivity with Microsoft Access97

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Productivity with Microsoft Access97

• Information Technology Services
• User Training Support
• User Services

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What is a Database?

• A database is a collection of facts, called data,
  related to a particular topic which you want to
  refer to repeatedly for making calculations or
  decisions

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Methods to Store and Manipulate Data

• Word processors
• Spreadsheets
• Databases

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Word Processors

• Form letters
• Mailing lists
• Tables

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Spreadsheets

• Cells
• Advanced mathematical functions

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Databases

• Designed to manipulate large quantities of data
• Provides functionality of word processors and
  spreadsheets
• May have steep learning curve

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When to Use a Database?

• Large quantity of data to organize and report
• Differing data types that must be interrelated
• Require data entry by users with limited access
  or training

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Example Use of a Database

• Supplier contact information in a card file
• Order information in a spreadsheet
• Customer mailing addresses in a mailing list
• Product information in a card file

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Data Can Consist of

• Text
• Numbers
• Dates
• Pictures

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Types of Databases

• Flat-file
• Relational

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Flat-file Databases

• Collection of records, each consisting of related
  data
• i.e. Last name, first name, college, address,
  city, state, zip
• All information must be in one file
• Each record must contain all information
• i.e. Each college record must contain full
  spelling of college name

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Relational Databases

• Several collections of records, each consisting
  of related types of data
• i.e. collection of names, collection of colleges
• Master file does not contain data, only
  references
• i.e. each college entry points to a reference in
  the college file

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Relational Databases (cont.)

• Relationships between data is dynamic and easily
  changed (permissions)
• Easily link two or more tables (files) so they
  appear as one table
• Minimize information duplication by requiring
  repetition of only those data items, such as
  student ID, by which multiple files are linked

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Access97

• Unique in storage method
• Single file contains all related tables, indexes,
  forms and report definitions
• .mdb file even includes VBA programming code you
  can added
• Access manages details of relating elements
  (unlike Paradox or FoxPro)

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Elements of Access97 Database

• Tables
• Forms
• Queries
• Reports
• Macros

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Elements of Access 97 Database - Tables

• A collection of data about a specific topic.
  Tables organize data into rows called records and
  columns called fields. Records and fields
  combined make up the table.

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Elements of Access 97 Database - Forms

• The form is where you normally enter, display and
  edit your data. It provides greater flexibility
  than a table. As you enter data into a form you
  are simultaneously adding it to the table.

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Elements of Access 97 Databases - Queries

• A query is either a question about the data
  stored in your tables or a request to perform an
  action on the data.

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Elements of Access 97 Databases - Reports

• Reports give you control in presenting your data.
  (More so than printing from the tables.) They
  can also provide summary statistics.

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Elements of Access 97 Databases - Macros

• A macro is a series of keystrokes that you can
  record and then replay with a single command.
  Macros are good for recording a series of tasks
  that are long, complex or easily forgotten.

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References

• Microsoft Access 97 - Help
• Using Access 97, Second Edition by Roger Jennings
• Microsoft Office 97 - Introductory Concepts and
  Techniques, Shelly Cashman Series