CSCI 1100L: Topics in Computing Lab Lab 07: Microsoft Access (Databases) Part I: Movie review database.

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1 CSCI 1100L: Topics in Computing Lab Lab 07: Microsoft Access (Databases) Purpose: The purpose of this lab is to introduce you to the basics of creating a database and writing SQL (Structured Query Language) queries. In class, we ve talked about how databases are a huge part of our daily lives. We have all this information out there, and databases help us organize and retrieve it. Part I: Movie review database. 1. This is an application we have discussed in the lecture part of this course. Users can enter movies, search for movies by genre, view reviews that users have entered, and enter their own movie reviews. Try it! 2. To launch Microsoft Access. Click on the windows button and search for Access We ll create a new blank desktop database to start. Click on Blank desktop database. A blank desktop database task pane shows up on the screen. Name the database file MovieReviews.accdb in your I drive and hit enter. The movie review system will keep track of two types of things: movies and reviews. In database parlance these are called entities. We will create two database tables, one for each entity. 4. Before we put anything in our table, we need to design our table, i.e. name each column and define each column s data type (a little more work than we are used to from Excel). From the menu bar choose Create, then Table Design. Create the movie table with the details shown below. The following sets up the columns for our movie table. Page 1

2 Field Name Data Type Description id AutoNumber Creates a hook into the table so that reviews can reference this movie via a foreign key. genre Short Text The movie genre such as drama, comedy, etc. title Short Text The movie title, such as Pee-Wee s Big Adventure 5. Right-click on the id field and choose Primary Key. A primary key is necessary so that the review table can link to this one. 6. Click the Save icon, and name this table as Movie. It is good practice to name the table after the type of entity that is represented by each row of the table. 7. Use Create-> Table Design again to create another table, like this: Field Data Type Description movie_id Number The id of the movie for which this review is written reviewer Short Text Author of this review. review_text Long Text The reviewer s comments about this movie. We use a Long Text type field for the reviewer s comments because the size of a Text field is limited to at most 255 characters. Note that we do not include the movie title, but instead use the movie_id field to link this table back to the movie table, where the title is stored. The movie_id field is called a foreign key, because it represents the key field in another table. 8. Save this table as review. Access may suggest that you provide a primary key so that other tables can link into this one. However there will be no other key to link into this table, so click No. Page 2

3 9. Be sure to close these two tables before continuing to the next part. To do so, click the X belonging to the table window as shown below. Close both the Movie table and Review table. 10. Now let s inform Access about the foreign key relationship between these two tables. On the Access tool bar, click the Database Tools menu item and select Relationships in the Relationships group. 11. Since we want to define a relationship between the movie table and the review table, we must select both tables to show in the relationships window. Select the movie table by double-clicking on it (or click it and select Add ), and select the review table by double-clicking on it. Having selected both tables, click the Close button. Page 3

4 12. You should now see the designs of the two tables laid out side-by-side. To define the relationship, simply click and drag the id field from the movie table onto the movie_id field of the review table. At this point an Edit Relationship window should pop up. Select the Enforce Referential Integrity option, and click Create to define a simple relationship (the id from the movie table equals the movie_id from the review table). This means that database operations that violate the relationship are now illegal. For example, you may not delete a movie for which there is a review. To do so would render the movie_id field in the review record meaningless. You should now see a link drawn between the two tables. Note that the link is marked one-to-infinity. This means that each movie may be matched with an unlimited number of reviews, but each review is linked to a unique movie. 13. Close the Relationships window and save any changes. You should get in the habit of closing and saving each window when you are not editing it. Don t close the entire database, only the parts you have finished editing (e.g.. close tables when you are not working on them). You will run into fewer problems this way. 14. Thus, we have created two database tables and defined a relationship between the two tables. However, we don t have any data in our database, and what s a database without data. You can easily add movies to your movie table by double clicking on movie. In datasheet view you can type in the genre and title, and the database will automatically fill in the id since it is set as an AutoNumber. You can do repeat the process to add data to your reviews table, but keep in mind the relationship between the two tables (the referential integrity) that has the rule that the movie_id in the reviews table must match an existing id in your movie table. This makes sense because if we write a review, we need to link it back to which movie it was for. 15. Things to note: Each table inside of a database must have a unique name, and the column names inside each table must also have unique names, and it is good form not to have spaces in column or table names which is why we had underscores in our names. 16. To summarize, you ve created small database containing two tables, you ve created a relationship between the two tables that enforces referential integrity, and you added some data to these tables. This is the easy part of databases, now we will move on to teach you SQL (Structured Query Language), the language that allows you interact with the database. Page 4

5 [This paragraph is for informational purposed only, and it is not something you actually need to do in this lab] You can create a database table from an Excel spreadsheet by clicking the External Data tab, and then in the Import & links, choose Excel. Click browse to choose a file you d like to import and select Import the source data into a new table in the current database and then click OK. A wizard will then help you make decisions on the creation of the table such as column names and types, and it will then import all data from a spreadsheet to a new or existing table in the database. Part II: SQL queries (i.e. ask your database a question) OK, now let's practice some SQL queries using the Football_Season.accdb database which can be downloaded from the labs page. SQL is the language used by databases to retrieve information from them. Please note that it takes time and practice to learn SQL, and take the rest of the lab to carefully understand how to write SQL queries to retrieve information from a database. You will be required to write SQL queries for an upcoming lab quiz and SQL queries will most likely show up on exams. Please ask your TAs for help understanding and writing SQL queries. To start, save Football_Season.accdb to your I drive. Open up Football_Season.accdb from your I drive. You may get a Security Warning pop up at the top of your screen indicating Some active content has been disabled. Click Enable Content to enable this content. If another Security Warning Do you want to make this file a Trusted Document? appears, check Do not ask me again for network files and click Yes. Take a look at the two database tables Team and Games by double clicking on their names from the left menu. They contain information about the 2007 UGA football season. Also note the names of the columns and their data types, which will be used when you write SQL queries. Remember to view the data inside a table, click the datasheet view button,, in the lower right-hand side. To see the design of the table where the data types are defined for each column, click on the design view button,, in the lower right-hand side. When creating SQL queries from scratch, we ll need a blank SQL Query window. Here s how to get one: 1. Click on Create and select Query Design under Queries. 2. Don t add any tables and click close. 3. Choose SQL View by clicking the button in the lower right-hand side. 4. Presto. Try the following queries and save each query with a different name (be as creative or uncreative as you want in your naming, as long as you end up with 8 different queries). After each query, switch to Datasheet View to view the results of your query. Page 5

6 *Helpful hint: to make sure you get the column names correct, open up the Teams and Games tables and glance at them as you re making these queries. 1. SELECT home_team, visiting_team, game_date FROM Games WHERE visiting_team='uga' --This should give you all the Georgia away games for the season. Notice how we had to translate the English meaning of away games to the visiting_team atdtribute (column) in the Games tables for the database to understand what we want. The database only knows what has been defined inside of it, and it is our job to write queries that the database understands to find answers to questions that are stated in plain English. For this example we wanted to know What are the Georgia away games?, and we translated it into the SQL query above to get an answer from the database. --note that text values like UGA must be in single quotes, and number data cannot be enclosed in single quotes. Also, column and table names cannot be enclosed in single quotes either. Furthermore, when dealing with multiple column or table names, you must put a comma between each name as in the home_team, visiting_team, game_date above. --the first line of the SELECT statement states which columns you want to output, the FROM states which tables to get the data from, and the WHERE clause contains conditions to filters out rows. Here the WHERE clause will only return rows that contain UGA as a visiting team. To see the result of a query after you ve finished typing it in, you can click the! Run button under Design tab when the query is highlighted or you can toggle to between datasheet view by clicking the button in the lower right-hand side. You can toggle back to the writing the SQL by clicking the SQL button in the lower righthand. It is a good idea to get used to writing a query, checking the results, and if they aren t what you are looking for, go back and retry the query. The best way to learn SQL is hands-on through trial and error. 2. Compose a new query for all the Georgia home games for the 2007 season (hint: at all home games, UGA is the home_team). Think about it first, and compare it with the answer below. Your SQL may be different in the SELECT statement, but the FROM and WHERE should be similar. SELECT * FROM Games WHERE home_team = 'UGA' --Note: SELECT * is a special way of telling the database to select all columns instead of having to type out all the column names Page 6

7 Following the examples you learned in class and the lab up to this point, practice writing the following SQL queries on your own for the remainder of this section. It is important that you try to write and understand how to create a query to retrieve data. First, try it out on your own, and then ask for assistance from another student or your lab TAs. Keep in mind that problems like these may show up on lab quizzes and exams. You should save your each query separately in this database file (in your I: drive) so you can come back and study them for quizzes and exams. REMEMBER, SAVE EACH QUERY SEPARATELY EACH WITH DIFFERENT NAMES. 3. Compose a new query for all the home games that Georgia won. Hint: Add another line starting with AND with the condition that the home team won (i.e. home_score > visitor_score) 4. Compose a new query for all the away games that Georgia won 5. Compose a new query for all the away games that Georgia lost 6. Compose a new query for all the games that Georgia won. This is a tough one! The first half of the WHERE condition looks like this (you fill in the??? half): WHERE (home_team='uga' AND home_score>visitor_score) OR (???) Hint: notice that the first AND block in parentheses describes a home game won by Georgia. Replace the question marks inside the parentheses to describe an away game won by Georgia. The combination of these two will yield all games won by Georgia. 7. Compose a query for all the Georgia home games, but this time display the Team and the Mascot instead of just the team abbreviation. The outline of the query is: SELECT fields you want to display, separated by commas FROM tables you need, separated by commas WHERE this is a Georgia home game AND the visiting team in the Game table matches the team abbreviation in the Team table -- replace the italicized text above to get the correct query. The result of this query is a Join query, and the relationship between the two tables needs to defined in the where clause after the AND statement. To answer a query like this, first think about what links the two tables together (i.e. which columns represent the same data values in the Teams and Games table). The columns may have different names, but their data values can be linked in such a way to form a relationship between them. 8. Similarly, compose an expanded list (Team + Mascot) of all Georgia away games. Page 7

8 Part III: More SQL queries In this exercise you will practice some more SQL queries. First let s practice queries on a single table. 1. Download SQL_practice.accdb to your I: drive. Launch Access 2016 and open the SQL_practice database by clicking Open Other Files ->Computer- >Browse ->click on your I drive in the left pane -> Select SQL_practice.accdb->Click Open You may get a Security Warning pop up at the top of your screen indicating some active content has been disabled.. Click Enable content to enable this content. If another Security Warning Do you want to make this file a Trusted Document? appears, check Do not ask me again for network files and click Yes. 2. Open the table Store and view it in Design View. Each record represents a branch of Fearless Fred s Fine Foods. Note that the StoreNumber is the primary key. The Address field is the address of the store, not the manager s address. 3. Change to Datasheet view and examine the contents of the Store table. 4. Click the Create tab, and then Query Design in Queries Group. Add the Store table to the query and close the table selection box. Save the query as StoreQuery. 5. Use the View menu to select SQL View. You should see the default query, SELECT from store. Now try to view this query in Datasheet view. You will see an SQL error message telling you that the query must have at least one destination field, whatever that is! 6. Go back to SQL view and edit the query to say Select address from Store;. The capitalization here does not matter, nor does it matter whether the SQL query is on a single line. SQL queries can get lengthy, so we run them from line to line and use a semicolon to mark the end of the query. Page 8

9 7. Now switch to Datasheet view. You should now see the list of all the store addresses. Notice that the columns we want to appear in our query results go in the select line of our query. The word address was a column from our Store table. 8. Switch back to SQL view and change the query to Select address, city from store. Be sure to put a comma between the two fields address and city. Switch back to Datasheet view. You will now see the address and the city. Note that the address comes before city in the query results, even though City comes before address in the table definition. The Order Clause 9. Often we want to be able to control the order in which records are displayed. In SQL view, add the following to the end of the query: order by city. Be sure to put these new words in front of the semicolon, which ends the query. For best readability, we like to put each SQL clause on a separate line with the SQL key words capitalized, like this: 10. Switch to Datasheet view. You will now see the stores arranged in alphabetical order by city. 11. Switch back to SQL view, and change order by city to order by sales. In datasheet view, you will see that the order has changed. Re-open the Store table window to check that the stores are now listed in increasing order of sales. This shows that we can use a field that is not displayed in the query to order the results. 12. What if we want the list in decreasing order of sales? Add the keyword desc (for descending ) after order by sales. Don t forget about the semicolon! You should now see all the stores in reverse order. Modifiers 13. Suppose our board of directors wants a list of all the cities where Fearless Fred has stores. Change the query so you only see the city names. Switch to datasheet view and you will see that Athens and Atlanta are each listed twice. To fix this, change select city to select distinct city. 14. Try switching back to Datasheet view. Oops! Access is unhappy. It appears that showing each city only once contradicts the requirement that stores be displayed in order of sales. Eliminate the offending order by clause. Don t lose track of the Page 9

10 semicolon! You should now see a result with three rows representing the different cities. Where Clauses 15. In the last exercise we learned to add a WHERE clause to limit our query results to certain records. Start with a default, blank SQL Query window. Go to Create, Query Design, don t add any tables, then change the view to SQL View. The only thing you should see in the SQL Query window is SELECT; Try these queries save each query below as query17a, query17b, etc: SELECT City, Manager FROM Store WHERE StoreNumber =13 When you switch to datasheet view, you should get the result: Compose a query to find the city and address of the store whose manager is Laurie Smith. You must put single quotes around any field value of type text. Compose a query to find the city and address of the store whose manager is Clint Eastwood. Compose a query to find the managers of all stores whose sales are less than $200,000. Don t use the dollar sign or comma in the query, since the type of the Sales field is just a plain number. Compose a query to find the managers of all stores whose sales are greater than $200,000. This and the previous query should be disjoint, and together should include all the managers. Compose a query to list the addresses of all the stores in Athens. Compose a query to list the addresses of all the stores in Athens whose sales are over $200,000. For this you will need the AND keyword. The WHERE condition will look something like (condition to check city) AND (condition to check sales) The AND keyword tells Access that only those records satisfying both of the conditions should be displayed. Page 10

11 Compose a query to list the addresses of all the stores that are either located in Athens or whose sales are over $200,000. For this you will need the OR keyword. Your query in datasheet view should look something like this: REMEMBER, SAVE EACH QUERY BELOW SEPARATELY EACH WITH DIFFERENT NAMES. Functions 15. Open up the Stores table. By inspecting this table, we can easily find the highest annual sales for any of Fred s stores. But what if the table contained hundreds or thousands of records? SQL provides a function, MAX(), to handle this. Remember, start with a default, blank SQL Query window. Go to Create, Query Design, don t add any tables, then change the view to SQL View. The only thing you should see in the SQL Query window is SELECT; Try this query: Select MAX(Sales) from Store. In Datasheet view, you should see the single value Compose a query to find the lowest annual sales of any of Fred s stores using the SQL function MIN(). 17. OK, but we would also like to know which store has the highest sales, not just the value. Since we know the max value is , we can put the expression into a WHERE clause: WHERE sales = Try this out to compose a query for the city and address of the store that has the highest sales. Subqueries It doesn t make sense that we have to do the dirty work like in step #20 above. Usually we try to avoid copying numbers by hand, which can lead to errors. Instead, we can reproduce the query that found the number as a subquery. Try this query: Select city, address From Store WHERE sales=(select max(sales) from store); 18. Compose a query for the city and address of the store with the least sales. 19. Compose a query for the city and address of all the stores whose sales were more than half of the maximum amount. (HINT: To get half the maximum, try multiplying 0.5 times the max function) Page 11

12 Open the Delivery table, which records deliveries made to each of Fred s stores. In a real database, this information would be broken down much further, giving the specific food items and quantities delivered to each store. You should always check to make sure your SQL field names match the fields from the table. Keep that in mind as you work the following queries below. Remember, save each query separately with different names (query24a, etc). 20. In the Database window, create a new query named query24a (remember, start with a default, blank SQL query that only says SELECT; ). Use SQL View to compose the following queries: a. Show the DeliveryDate and Amount of the deliveries, ordered by the DeliveryDate (Hint: Did you forget how to order by? Check out earlier in the lab). b. Show the dates and amounts of the deliveries, ordered by the date in descending order. (Did you forget how to descend? Check out earlier in the lab). c. Show the dates and amounts of deliveries to store number 22. d. Show the dates, store numbers, and amounts of deliveries on October 10, (To check the date, you will need to use Access s special notation #10/10/2007# to denote this). e. List the dates, amounts, and store numbers of all deliveries greater than $20,000 (remember to leave off the dollar sign and comma). f. Find the maximum delivery amount. g. Find the date and store number of the store that received the largest delivery (you ll need to use the subquery method we just learned). 21. Now we will show you how to make queries that combine data from both tables. The diagram here shows how the two tables are linked via their StoreNumber fields. We can use data from both tables, simply by including the extra condition AND Store.StoreNumber=Delivery.StoreNumber in each query. Notice that we need to say Store.StoreNumber or Delivery.StoreNumber because just StoreNumber by itself is ambiguous (Access would not know which column from which table you re talking about if you said just StoreNumber). Also, we will need to include both table names in the FROM clause. 22. Create a new Query called query26a starting with just the SELECT; default query and try the following saving each query with a different name. Page 12

13 a. SELECT City, Manager FROM Store, Delivery WHERE DeliveryDate = #10/10/2007# AND Store.StoreNumber=Delivery.StoreNumber (remember the bold section above links the two tables like using a Relationship except using SQL. This is necessary to be able to correctly find data from two separate tables) b. Find the dates and amounts of all deliveries made to the store managed by Clint Eastwood. (Remember to put quotes around the name). c. Find all the dates on which deliveries were made to stores in Athens. You should get this: d. List the city, address, and date of all deliveries over $20,000. Congrats! You ve reached the end of the database lab. You should be well prepared to write your own queries for quizzes and exams. Page 13

In this exercise you will practice some more SQL queries. First let s practice queries on a single table.

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