Lesson - 1 What is a database? A database is any collection of data that is organized for quick retrieval. Databases can be computer based or paper based Examples of Databases Computer Based Databases Bank databases School databases Business databases Paper Based Databases Telephone book Address book Index of a book Computer Based Types of Computer Based Databases There are two main types of databases: Flat Database Relational Database Paper Based Flat Database Is a simple database model, where all the information is stored in a plain text file, one database record per line. Relational Database All information in the database is stored in related tables each consisting of rows and columns. The tables can be linked to each other in the database by the use of values common to more than one table. 1
Relational Database What is MS Access 2010? Access is a powerful database management program that can be used for: storing, organizing, retrieving, and reporting (summarize and print) information. What can we do with a database? Find the related data Analyze, manage, manipulate and retrieve the data Display the information as a chart, graph or Web page Print or publish uses friendly reports Automate auto repetitive tasks Export the data to other programs such as MS Excel and MS Word, and Protect the data from errors Access or Excel? An Excel spreadsheet is a good choice to do calculations, analysis such and graphing. But Excel is relatively poor at handling lots of different sets of related data. An Access database is used for storing lots of data in a format that can be searched and summarized on reports. It is ideal for setting up and managing sets of related data, but is relatively poor at the mathematical analysis whereas Excel is good at. Microsoft Access Database Objects Microsoft Access Database Objects A database usually consists of several objects. An Access database might contain up to seven different database object types. Tables Queries Forms Reports Pages Macros Modules 2
Tables Tables store a database s data in rows (records) and columns (fields). A database must always contain at least one table where it can store the information. Tables In a database table: Rows are called Records Columns are called Fields Queries Queries ask a question of data stored in a table. Forms Forms are custom screen that provide an easy way to enter, view and modify the data in a table or query. Reports Reports present data from a table or query in a printed format Pages A special type of Web pages designed for viewing and working with Access data from an Intranet or Internet. It is the only external object of a MS Access Database. 3
Macros Macros help us to perform routine tasks by automating them in a single command. Modules Are like Macros, modules automate tasks but by using a built-in programming language called Visual Basic for Applications or VBA. They are much more powerful and complex than macros. Class Work - 1 Create a simple school database with one table. The table is going to contain students personal information, like: Student_ID Student_Name, Student_Surname BirthDate BirthPlace PhoneNumber Student_Email Student_Address Lesson - 2 Creating and Modifying Tables Tables form the essential foundation of a relational database and the development of a database begins with building the tables to store the distributed data. A table in a database is divided in Records (Rows) and Fields (Columns). Table Views There are four different views of tables: Datasheet View PivotTable View PivotChart View Design View 4
Primary Key Primary key is the unique identifier of a table. Primary key is used to prevent duplicates of records. Datasheet View It is similar to Excel worksheet view. Rows in datasheet view are called Records. Columns are called Fields. Design View of a able Is used to define Names, Properties and Descriptions of fields. Data Types in Table Design View Text Memo Number Currency AutoNumber Date/ Time Yes/No Ole object Hyperlink Data Types in Table Design View Text: Used to store any text or number that does not require calculations up to 255 characters in length. Memo: Used to store paragraphs, sentences or large block of text up to 65535 characters in length. Number: Used to store various kinds of numbers that are used in calculations. Data Types in Table Design View Currency: Is used to store currency values. AutoNumber: Unique sequential or random values generated for use as primary key. Date/ Time: Used to store dates and times. 5
Data Types in Table Design View Example Yes/No: Used to store two-valued data. Yes or No appears as checkbox in a table. Ole object: Used to get data from Windows based applications such us images, graphs and movies clips. Hyperlink: Used to link a document, a file on our computer or an internet resource. Lesson - 3 What is a Form? Forms are used to view, enter, edit, and modify data quickly and easily in tables directly or through a query. Record navigation buttons Making a Form in MS Access There are several ways to create a form in MS Access: 6
Lesson - 3 What is a Query? Queries are database objects used to extract, gather and select required data from database. We can use queries even to perform calculations on data or to update or delete records. Query Types Query Types Creating a Query Lesson - 4 On the Create tab, from Queries Group click the Query Wizard button 7
What is a Report? Reports display selected and required information in an organized fashion for previewing on the screen or as hard-copy printouts. Reports vs. Forms Reports and forms are used to give people easy access to the information stored in the tables in a database. However, reports and forms have different aims for use: Reports vs. Forms Forms Forms are used to enter, view, delete, and edit information. Forms are usually used to display information on the screen. Forms generally provide information for the people who actually work with the database. Reports Reports are used only to view information. Reports are usually designed for printing needs. Reports are often used to group and summarize data and are often for people who do not work with the database, but who use its information for other business tasks. The Anatomy of a Report Reports are made up of many parts and sections. A report usually has the following three sections: Page Header section Detail section Page Footer section Page Header Section Page header appears at the top of each page of the report. The Page Header section automatically prints at the top of every page of the report. You can use this section for column headings, page title, or some common information for all records on the page. Detail Section The Detail section is the main section of the report. It is used to show the details of each record from the table or query. 8
Page Footer Section The Page Footer section automatically prints at the bottom of every page of the report. The footer is used to specify information that you want to appear at the bottom of each report page, such as page numbers, dates, or copyright notification. The Anatomy of a Report In addition to these three sections, a report can also include: Report Header section Report Footer section Group Headers section Group Footers section Report Header Section The header appears and prints once at the beginning of a report. The report header is often used to show the Report title or make a cover page for a report. Report Footer Section This appears and prints once at the end of a report. The most common use of the report footer is for grand totals, but it can also include any other information for a report. Making Reports There are several ways to create a report in MS access: Report Creates a simple report automatically based on currently selected table or query. Report Design Creates a new blank report in the design view to design a report from scratch. Blank Report Create a blank report in layout view but lets you layout the report controls. Report Wizard Creates a report using Wizard. 9