COMM 391. Objectives. Introduction to Microsoft Access. What is in an Access database file? Introduction to Microsoft Access 2010
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1 Objectives COMM 391 Introduction to Management Information Systems Introduction to Microsoft Access 2010 Describe the major objects in Access database. Define field, record, table and database. Navigate Access recordsets in a table. Explain the query design view. Understand relationships among tables. Define referential integrity. Microsoft Access Introduction to Microsoft Access What is in an Access database file? A Relational Database Management System (RDBMS) that supports Structured Query Language (SQL) and Query By Example (QBE) A simplified procedural macro language unique to Access A procedural programming language a subset of Visual Basic Various wizards and builders to make development easier. An Access database includes more than just data. In addition to tables, it contains: Queries Forms Reports Macros Modules (Visual Basic programs) Microsoft Access Microsoft Access
2 Basic Database Structure Basic Database Structure (cont d) Field Record A database is made up of one or more tables Individual fields Field a basic data element (e.g. name, phone number, title) Table Database Record a set of fields (e.g. All fields for one person) Individual tables in a database Table a set of records Database one or more tables Field = column Record = row Records Microsoft Access Microsoft Access Access Database Objects Tables Queries Reports Forms Macros Modules Access Database Objects (cont d) Forms can display, add, edit, or delete recordsets Reports can only display recordsets Objects A recordset is a collection of records Microsoft Access Microsoft Access
3 Manipulate the Navigation Pane Use Navigation Buttons in a Table Displays and organizes major objects Category Bar Table Name Primary Key Field Shutter Bar Open/ Close Button Record Selector Table Group Category Bar s drop-down arrow First Record Last Record New Record Objects Navigation Bar Previous Record Next Record Access automatically saves changes when you move to next record. Microsoft Access Microsoft Access Work with Table Views Datasheet View used to add, modify, delete and view records Design View used to create and modify the fields in a table Design View Datasheet View Data Types Number field Text field Memo field Date/Time field Yes/No field OLE field AutoNumber Hyperlink field Currency field Calculated field Microsoft Access Microsoft Access
4 Forms, Queries, and Reports Forms Form First record from table visible in form Underlying table Report Query Form Forms, queries, and reports are all based upon data contained in a table Forms allow us to create an interface that can be more user friendly and attractive than Datasheet View Microsoft Access Microsoft Access Queries Query Design Criterion restricting dataset to show records that have a job title of Sale Representative Query results showing only employees who are Sales Representative Queries allow us to select specific records from one or several table(s) The answer to the query is a dataset. Query Design Grid A query can be created either by using Query Wizard or specifying the tables and fields directly in the Query Design View. Microsoft Access Microsoft Access
5 Working with Multiple Tables Table Relationships Enforce Referential Integrity Relationship between two tables Enforce Referential Integrity The strength of Access is the fact that it is a relational DBMS This means you can have multiple tables and create relationships between each table This helps eliminate redundant data Referential integrity ensures that the data in a relational database maintains consistency when the data changes. Microsoft Access Microsoft Access Referential Integrity - Definition Referential Integrity in Access A condition by which a child table's foreign key must have either (1) a Null entry or (2) a matching entry in the parent table. Control over data inconsistency by ensuring that relationships between records in related tables are valid, for example: Access automatically implements a form of data validation during data entry. Can enter a record in the parent (one) table, but not in the child (many) table if a record contains an invalid value for the foreign key. Can't delete a record from a parent table if matching records exist in a related (child) table. Can't change a primary key value in the parent table, if that record has related records. This ensures that related tables are consistent with one another Microsoft Access Microsoft Access
6 Relationships Window Summary Relationships window is used to create relationships between tables.. Access object types: Tables, Forms, Queries, Reports, Macros & Modules A table is composed of records. Records are composed of fields. Tables views Design and Datasheet. Relationships window is used to create relationships between tables. Each table has a primary key which is the foreign key of a related table. Referential integrity ensures consistency between related tables. Microsoft Access Microsoft Access
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