Transcript What is an Access? Tables, Forms, Queries, and Reports Oh My!

What is Access?
“Copyright and Terms of Service
Copyright © Texas Education Agency. The materials found on this website are copyrighted
© and trademarked ™ as the property of the Texas Education Agency and may not be
reproduced without the express written permission of the Texas Education Agency, except
under the following conditions:
1) Texas public school districts, charter schools, and Education Service Centers may
reproduce and use copies of the Materials and Related Materials for the districts’ and
schools’ educational use without obtaining permission from the Texas Education
Agency;
2) Residents of the state of Texas may reproduce and use copies of the Materials and
Related Materials for individual personal use only without obtaining written permission of
the Texas Education Agency;
3) Any portion reproduced must be reproduced in its entirety and remain unedited,
unaltered and unchanged in any way;
4) No monetary charge can be made for the reproduced materials or any document
containing them; however, a reasonable charge to cover only the cost of reproduction and
distribution may be charged.
Private entities or persons located in Texas that are not Texas public school districts or
Texas charter schools or any entity, whether public or private, educational or noneducational, located outside the state of Texas MUST obtain written approval from the
Texas Education Agency and will be required to enter into a license agreement that may
involve the payment of a licensing fee or a royalty fee.
Copyright © Texas Education Agency, 2011. All rights reserved.
2
Performance Expectation
• After completing this we will be able to navigate
through a database and comfortably learn how to
learn to plan and create a new database using a
table object.
Copyright © Texas Education Agency, 2011. All rights reserved.
3
What is Access?
• An Office product that allows the user to create
relational databases that have tables of data.
• It a personal computer database management
system.
• Data can be created and shared in Access with
other MS Office applications.
Copyright © Texas Education Agency, 2011. All rights reserved.
4
Copyright © Texas Education Agency, 2011. All rights reserved.
5
What is a Database?
• An organized collection of information about
a subject.
• Can you think of some examples of a
database?
• Examples: Telephone Book, Personal Music
Collection, Customer Files, etc.
Copyright © Texas Education Agency, 2011. All rights reserved.
6
What is a Database? (continued)
• Why do you believe that these maybe considered
a database?
Each file (record) may includes but not limited to
a name, address, city, state, etc. about an
individual.
Copyright © Texas Education Agency, 2011. All rights reserved.
7
Sample Record
• Sue Ann Langley
• Sophomore
• 3/31/98
• 9999 Smith Ave, Anytown, USA 11111
• (555) 555-5555
Copyright © Texas Education Agency, 2011. All rights reserved.
8
Sample Database with Objects
Copyright © Texas Education Agency, 2011. All rights reserved.
9
What is a Database Management
System (DBMS)?
• A DBMS includes database information and
the tools to use the database.
• In a DBMS you are able to:
− Input
− Edit
− Verify
− Sort
− Find
− Analyze and much more.
Copyright © Texas Education Agency, 2011. All rights reserved.
10
Why DBMS are important?
• Reasons why…
− Customers records are able to be located in a timely
manner.
− Provide users with an abstract view of the data.
− Describes what data are stored
− Describes parts of the database that are relevant to
each user.
• Planning a Database
− Other means and factors must be discussed.
− Video: Planning an Access Database
Copyright © Texas Education Agency, 2011. All rights reserved.
11
Displaying Information
• When data is stored in an order that is easily
categorized, a user can sort by ascending and
descending order. Therefore, retrieving data, by
date, name, or ID can be found in a timely
manner. There are four common objects used
with a database tables, queries, forms, reports.
Copyright © Texas Education Agency, 2011. All rights reserved.
12
Access Maintains
• All the tools required for a database Access has
it, unlike other database software programs.
− File Extensions
• .accdb for mat files (Access 2007)
• .mbd (Access 2003 or earlier formats)
• Window Objects
− Tables: the only object in an database that contains data.
− Forms: primarily used to enter and edit data, it acts as a window
into the data in one or more tables
− Query: displays specific data from tables based on a criteria you
request.
− Report: a professional print-out that can be used from the data
inputted from the database.
Copyright © Texas Education Agency, 2011. All rights reserved.
13
Records in a Database
• Record: a set of information that belongs together, such
as a customer’s name, address and contact information,
or other details.
• Field: clarified in access is a column, contains a specific
piece of data for each record.
• Field name: when creating a table you will need to create
unique names to categorize parts of the record.
• Data Type: specifying what kind of data can be stored
into the field (text, number, date, etc.).
Database Design Basics
Copyright © Texas Education Agency, 2011. All rights reserved.
14
Entering Records
Field
Data to be entered
LastName
Langley
FirstName
Sue Ann
Classification
Sophomore
Birthday
03/31.98
Address
9999 Smith Ave
City
Anytown
State
USA
Zip
11111
PhoneNumber
(555) 555-5555
Copyright © Texas Education Agency, 2011. All rights reserved.
15
Recap
• A database management system (DBMS) is
designed to manage a large body of information.
• Management involves both defining structures
for storing information and providing
mechanisms for manipulating the information.
• The DBMS must be a secured and protected
system.
Copyright © Texas Education Agency, 2011. All rights reserved.
16