Computing for Todays Lecture 11(2)

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Computing for Todays Lecture 11(2)

• Yumei Huo
• Fall 2006

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Microsoft Access 2003

• Tutorial 1 Introduction To Microsoft Access 2003

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Define some key Access terminology

• Field A single characteristic or attribute of a
  person, place, object, event, or idea.
• Record A set of related field values.
• Table A collection of records that identify a
  category of data, such as Customers, Orders, or
  Inventory.

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Illustration of fields, recordsand a table
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Relational database and keys

• A relational database is a collection of tables
  that are related to one another based on a common
  field.
• A field, or a collection of fields, is designated
  as the primary key.
• The primary key uniquely identifies a record in
  the table.
• When the primary key of one table is represented
  in a second table to form a relationship, it is
  called a foreign key.

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Relating tables using a common field
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Open an existing database

• To open an existing database, you must first
  start Access.
• When Access is launched you will see the Access
  window, with the task pane on the right side of
  the window.
• From the task pane you can open an existing
  database by
• Selecting the database you want from the list of
  Recently opened databases
• Selecting Look in list arrow to choose a
  database you want to open from a storage location
• If you choose the Look in list arrow, you will
  browse to the correct location of your database,
  click on it, and then click on Open to open the
  database

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The Access window

• When a database is opened, the Access window and
  the Database window will be displayed.
• The Access window contains a menu bar, a toolbar,
  a task pane, and a status bar.
• In the Access window, use the task pane to create
  a new database or to open an existing database.
• To create a new database, make a selection from
  the New section of the task pane
• To open an existing database, select from the
  list of Recently opened databases or from the
  More files option

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The Database window

• The Database window is the main control center
  for working with an Access database.
• The Database window contains a menu bar, an
  objects bar, and a groups bar.
• The Objects bar lists all the objects available
  in the database
• The list of objects consists of tables, queries,
  forms, reports, pages, macros, and modules
• You can click on any of the objects in the
  Objects bar to obtain a list of objects of that
  type

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Use the task pane to open a database
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Open an Access database table

• To open a table you must first open a database
• In the database window, select Tables on the
  objects bar
• In the list of tables, select the table you want
  to open and click on the Open button
• When a table is open it is in Datasheet view,
  which shows the table's data as a collection of
  rows and columns
• Each row in the Datasheet view represents a
  record in the table

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Navigate a database table

• You can navigate through the records by using the
  navigation buttons displayed at the bottom of the
  Datasheet view window.
• The navigation bar allows you to
• Go to the first record in the table
• Go to the previous record in the table
• Go to the next record in the table
• Go to the last record in the table
• Create a new record for the table (sometimes
  called an append record)

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A table in datasheet view
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The navigation bar buttons
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Learn how Access saves a database

• The Save button in Access differs from the Save
  button in other Windows programs.
• When you press the Save button in Access, you are
  saving the design of the Access objects and NOT
  the data itself.
• Access saves data as it is entered
• For this reason, the location at which you are
  storing your database must always be accessible
  while working with a particular database.
• If the database is located on a diskette, the
  diskette must be in the diskette drive at all
  times while working with this particular database

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What is an Access query?

• If you want to see just a portion of the data in
  a table you can create a query.
• A query is a question you ask about the data
  stored in a database table.
• Access responds by displaying the data according
  to your question.
• For example, if you ask to see all the customers
  from New York, the response would be to display
  only the records whose state field matches with NY

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Open an existing query and create new queries

• You can open an existing query by clicking
  Queries on the Objects bar and then selecting the
  query you want to open.
• You can also create your own queries by clicking
  New on the Database window.
• To create a new query, you can use the Simple
  Query Wizard, which will bring you through the
  selections you want for your query.

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Navigating a query and sorting the results

• When you run and get the results of your query,
  you can reorganize the data by sorting the
  datasheet in either ascending or descending
  order.
• Click the pointer anywhere in the column you wish
  to sort
• Click the Sort Ascending or Sort Descending
  buttons on the Query Datasheet toolbar to sort
  the results in the desired sequence
• You can navigate through the records by using the
  navigation buttons on the Navigations toolbar.

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Sample Query Datasheet view
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Selecting fields to include in a query

• You can create a query that will display only
  selected fields from a table instead of
  displaying all fields.
• In the Simple Query Wizard dialog box, select
  which fields you want included in the query.
• Move all the fields into the Selected Fields box
• Move the fields one at a time
• Remove fields out of the Selected Fields box by
  pressing one of the remove buttons
• If you wanted to select all the fields except
  one, you can move them all to the selected fields
  list and then remove the one field you don't
  want.
• Once you have made your selections, press Next to
  move to the next dialog box in the Wizard.

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The Simple Query Wizard
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Create an Access form

• A form allows you to view your data one record at
  a time.
• Forms are useful for maintaining, viewing, and
  printing records in a database.
• You can create your own form in the Forms Design
  window or you can use the Forms Wizard to create
  a form.
• The easiest way to create a form is to use the
  AutoForm Wizard.

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Use the AutoForm Wizard

• The AutoForm Wizard uses a table (or query) you
  select as the basis to create a form that
  displays all the fields of the table (or query).
• Once you have created your form, you can view the
  records one record at a time.
• The form has a navigation bar just like the
  navigation bar you have already used in the Table
  or Query Datasheet view.

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Access Form View
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Create, preview, and navigate a report

• You can create a report, which is a printed
  version of your data, that is formatted according
  to your specifications.
• The data in the report can consist of data from a
  single table or multiple tables.
• Access has a Reports Wizard that allows you to
  easily create a report.
• The report can be based on a table or it can be
  based on a query.
• If the report is based on a query, it will
  contain the same fields that were selected for
  the query

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The Report Preview window
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Backup and restore a database

• You may want to create a backup of your data so
  that if you lose or damage your database, you can
  recover from the backup.
• You can use a backup tool, such as the Microsoft
  backup tool, or some other backup program.
• To restore the data from the backup, you need to
  use the same backup tool according to the
  instructions associated with that tool.

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Compacting a database

• It is a good idea to periodically compact and
  repair a database to recover wasted space created
  by adding, deleting, and modifying records.
• Access has a Compact and Repair feature
• Open a database
• Click on Tools and then Options
• On the Options menu, select Compact on Close.
  Selecting this option will cause your database to
  be compacted and repaired every time you close it

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Setting the Compact on Close option
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Compacting reduces database storage size
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Convert an existing databaseto Access 2003 format

• It is possible to convert a database created in
  Access 2000 or 2002 to an Access 2003 database.
• To convert an Access 2000 or 2002 database to
  Access 2003 format
• Make certain the database to be converted is
  closed
• Click Tools on the menu bar, then point to
  Database Utilities
• Point to Convert database and choose the format
  to convert to
• Enter the name of the database to convert, and a
  name for the converted database to be stored under

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End of lecture 12

• Thank you!