Introduction to Computer Applications. CISY 1225 Chapter 10. Zahoor Khan, PhD
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1 Introduction to Computer Applications CISY 1225 Chapter 10 Zahoor Khan, PhD Last updated: May 2014 No new topics I will not be here Next Week Mashtura will help you Class time is for practice Do your own practice Projects 10-1 and 10-2 available on Friday Try to finish all projects and exercises 2 CISY1225 by Zahoor Khan, PhD 1
2 CISY 1225 Custom book Chapter 10 Relational Databases and Queries Copyright 2011 Pearson Education, Inc. Publishing as Prentice Hall. 3 Exploring Microsoft Access 2010 by Robert Grauer, Keith Mast, Mary Anne Poatsy Chapter 2 Relational Databases and Queries Copyright 2011 Pearson Education, Inc. Publishing as Prentice Hall. 4 CISY1225 by Zahoor Khan, PhD 2
3 Objectives Create tables Understand table relationships Share data with Excel Establish table relationships Use the Query Wizard Create and modify a single and multiple table query Copyright 2011 Pearson Education, Inc. Publishing as Prentice Hall. 5 Table Design: Designing Data Table Definition Storage location in a database Input vs. Output in Design Copyright 2011 Pearson Education, Inc. Publishing as Prentice Hall. 6 CISY1225 by Zahoor Khan, PhD 3
4 Designing Fields Guidelines 1. Include the necessary data 2. Design for now and the future 3. Store data in its smallest parts 4. Add calculated fields to a table 5. Design to accommodate date arithmetic 6. Link tables using common fields Copyright 2011 Pearson Education, Inc. Publishing as Prentice Hall. 7 Include Necessary Data Determine what data is necessary Create a rough draft of reports that may be needed Create tables based on fields necessary for reports Copyright 2011 Pearson Education, Inc. Publishing as Prentice Hall. 8 CISY1225 by Zahoor Khan, PhD 4
5 Design for Now and the Future Organizations evolve over time Databases should evolve with the organization Anticipate future needs of the organization Build flexibility into system to satisfy future needs Copyright 2011 Pearson Education, Inc. Publishing as Prentice Hall. 9 Store Data in Smallest Possible Pieces Creating a name field with the entire name in it violates good database design and reduces the usefulness of the data Divide data into the smallest pieces that you re going to need to access Example: Prefix, FirstName, LastName, Suffix Provide flexibility for the user Copyright 2011 Pearson Education, Inc. Publishing as Prentice Hall. 10 CISY1225 by Zahoor Khan, PhD 5
6 Calculated Fields in a Table Produce a value from an expression or function that references one or more existing fields Access 2010 allows the user to store calculated fields Can be a benefit or a potential problem Exercise caution when using calculated (derived) fields Copyright 2011 Pearson Education, Inc. Publishing as Prentice Hall. 11 Design to Accommodate Date Arithmetic Calculated fields can also create date/time data Plenty of examples available for using date/time date arithmetic Copyright 2011 Pearson Education, Inc. Publishing as Prentice Hall. 12 CISY1225 by Zahoor Khan, PhD 6
7 Link Tables Using Common Fields Tables may be joined based on a common field Join lines are created Manually by the user, or Automatically by Access when two fields in separate tables share the same name between two related tables Avoid Data redundancy errors The unnecessary storage of duplicate data in two or more tables Copyright 2011 Pearson Education, Inc. Publishing as Prentice Hall. 13 Creating Tables Create fields in Design View Import data from another database or application Examples: Excel spreadsheets or Word text files Enter data directly into rows in Datasheet view Copyright 2011 Pearson Education, Inc. Publishing as Prentice Hall. 14 CISY1225 by Zahoor Khan, PhD 7
8 Creating Fields in Tables Field names should be meaningful Rules for naming fields: Length can be up to 64 characters Can include letters, numbers and spaces Access uses CamelCase notation Use uppercase letters for each first letter of each new word Example: ProductCost Copyright 2011 Pearson Education, Inc. Publishing as Prentice Hall. 15 Field Data Types Every field has a data type Determines: The type of data that can be entered The operations that can be performed on that data Access recognizes 10 data types Copyright 2011 Pearson Education, Inc. Publishing as Prentice Hall. 16 CISY1225 by Zahoor Khan, PhD 8
9 Access Data Types Number Text Memo Date/Time Currency Yes/No OLE AutoNumber Hyperlink Attachment Copyright 2011 Pearson Education, Inc. Publishing as Prentice Hall. 17 Foreign Key Review A field in one table that is also a primary key of another table SpeakerID is the primary key of the Speakers SpeakerID is the foreign key in the SessionSpeaker table (duplicates are allowed) Copyright 2011 Pearson Education, Inc. Publishing as Prentice Hall. 18 CISY1225 by Zahoor Khan, PhD 9
10 Using Table Views Datasheet View Active record Copyright 2011 Pearson Education, Inc. Publishing as Prentice Hall. 19 Work with Field Properties Field property Text data type Number data type Caption property Validation rule Copyright 2011 Pearson Education, Inc. Publishing as Prentice Hall. 20 CISY1225 by Zahoor Khan, PhD 10
11 Access Field Properties Field Size Format Input Mask Caption Default Value Validation Rule Validation Text Copyright 2011 Pearson Education, Inc. Publishing as Prentice Hall. 21 Access Field Properties (continued) Required Allow Zero Length Indexed Expression Result Type Copyright 2011 Pearson Education, Inc. Publishing as Prentice Hall. 22 CISY1225 by Zahoor Khan, PhD 11
12 Understanding Table Relationships Efficiently combine data from related tables Create queries, forms, and reports Copyright 2011 Pearson Education, Inc. Publishing as Prentice Hall. 23 Establishing Referential Integrity Edit Relationships dialog box Select Enforce Referential Integrity checkbox Copyright 2011 Pearson Education, Inc. Publishing as Prentice Hall. 24 CISY1225 by Zahoor Khan, PhD 12
13 Set Cascade Options Cascade Update Related Fields Cascade Delete Related Records Click Enforce Referential Integrity Click Cascade Update in case the primary key changes Click Cascade Delete with caution Copyright 2011 Pearson Education, Inc. Publishing as Prentice Hall. 25 Indexing to Retrieve Data Quickly Provides quick sorting based on the primary key Provides quick retrieval of data based on the primary key Copyright 2011 Pearson Education, Inc. Publishing as Prentice Hall. 26 CISY1225 by Zahoor Khan, PhD 13
14 Options on External Data Tab Import & Link Export Collect Data Web Linked Lists Click Excel to import spreadsheet data External Data Tab Copyright 2011 Pearson Education, Inc. Publishing as Prentice Hall. 27 Import Data from Excel Click Browse to find a spreadsheet Decide what you want to do with the data Copyright 2011 Pearson Education, Inc. Publishing as Prentice Hall. 28 CISY1225 by Zahoor Khan, PhD 14
15 Import Data from Excel (continued) Choose the worksheet to import Preview of the worksheet data Click Next to continue Copyright 2011 Pearson Education, Inc. Publishing as Prentice Hall. 29 Import Data from Excel (continued) Column headings Click Next to continue Copyright 2011 Pearson Education, Inc. Publishing as Prentice Hall. 30 CISY1225 by Zahoor Khan, PhD 15
16 Import Data from Excel (continued) Change Indexed property to Yes (No Duplicates) Click Next to continue Copyright 2011 Pearson Education, Inc. Publishing as Prentice Hall. 31 Import Data from Excel (continued) AID becomes the primary key Click Next to continue Copyright 2011 Pearson Education, Inc. Publishing as Prentice Hall. 32 CISY1225 by Zahoor Khan, PhD 16
17 Import Data from Excel (continued) Accounts becomes the table name Click Finish to import the data Copyright 2011 Pearson Education, Inc. Publishing as Prentice Hall. 33 Types of Relationships One-to-one relationship Example: you have one birth certificate One-to-many relationship You are taking multiple courses Many-to-many relationship Artificially constructed relationship Copyright 2011 Pearson Education, Inc. Publishing as Prentice Hall. 34 CISY1225 by Zahoor Khan, PhD 17
18 Establishing a One-to-Many Relationship Open Relationships window Add tables Establish relationships Show Table window Copyright 2011 Pearson Education, Inc. Publishing as Prentice Hall. 35 Relationships Between Tables One-to-many relationships Edit Relationships dialog box Copyright 2011 Pearson Education, Inc. Publishing as Prentice Hall. 36 CISY1225 by Zahoor Khan, PhD 18
19 Relationships Window Join lines Many side: the (infinity symbol) 1 side Copyright 2011 Pearson Education, Inc. Publishing as Prentice Hall. 37 Single-Table Queries Show Table Design Grid to add Field row Table row Sort row Show row Criteria Query Design Tables Query Design Grid Fields, Sorting, and Criteria Copyright 2011 Pearson Education, Inc. Publishing as Prentice Hall. 38 CISY1225 by Zahoor Khan, PhD 19
20 Datasheet View of Results Query results in Datasheet view Only accounts with a balance over $5,000 Nine records match the criteria Copyright 2011 Pearson Education, Inc. Publishing as Prentice Hall. 39 Specifying Criteria for Different Data Types Field data type Delimiters Criteria Copyright 2011 Pearson Education, Inc. Publishing as Prentice Hall. 40 CISY1225 by Zahoor Khan, PhD 20
21 Wildcards The question mark (?) Example: H?LL will return Hall, Hill, and Hull The asterisk (*) Example: S*nd will return Sand, Stand, and StoryLand Copyright 2011 Pearson Education, Inc. Publishing as Prentice Hall. 41 Operators & Operands Operators Operands Copyright 2011 Pearson Education, Inc. Publishing as Prentice Hall. 42 CISY1225 by Zahoor Khan, PhD 21
22 Null and Zero-Length Strings Null Is Not Null Copyright 2011 Pearson Education, Inc. Publishing as Prentice Hall. 43 Query Sort Determines the order of records Determined from left to right Copyright 2011 Pearson Education, Inc. Publishing as Prentice Hall. 44 CISY1225 by Zahoor Khan, PhD 22
23 AND, OR, and NOT Criteria And operator Or operator Not operator Copyright 2011 Pearson Education, Inc. Publishing as Prentice Hall. 45 Using the Query Wizard Launch Query Wizard Modify Query in Design view Query Wizard Copyright 2011 Pearson Education, Inc. Publishing as Prentice Hall. 46 CISY1225 by Zahoor Khan, PhD 23
24 Query Wizard Fields already moved to the Selected Fields list Select a Table or Query Select detail or summary data Remove all fields from the Selected Fields list Remove a single field from the Selected Fields list Move all fields to the Selected Fields list Move a single field to the Selected Fields list Copyright 2011 Pearson Education, Inc. Publishing as Prentice Hall. 47 Multi-Table Queries Permit multiple tables Use related tables Similar to creating a single-table query Fixing a common problem Copyright 2011 Pearson Education, Inc. Publishing as Prentice Hall. 48 CISY1225 by Zahoor Khan, PhD 24
25 Summary This chapter introduced the concept of tables and query design. Tables and forms are used to input data, and to create queries and reports to extract information from the database in an organized and useful way. The information to be extracted, though, is dependent on the quality of the underlying tables. Copyright 2011 Pearson Education, Inc. Publishing as Prentice Hall. 49 Questions Copyright 2011 Pearson Education, Inc. Publishing as Prentice Hall. 50 CISY1225 by Zahoor Khan, PhD 25
26 Copyright All rights reserved. No part of this publication may be reproduced, stored in a retrieval system, or transmitted, in any form or by any means, electronic, mechanical, photocopying, recording, or otherwise, without the prior written permission of the publisher. Printed in the United States of America. Copyright 2011 Pearson Education, Inc. Publishing as Prentice Hall. 51 CISY1225 by Zahoor Khan, PhD 26
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