Transcript kjjhghgff - Folsom Lake College

Lesson 13
Databases
Computer Concepts
BASICS 4th Edition
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Objectives
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Define the purpose and function of database
software
Identify uses of databases
Identify and define the components of a
database
Plan a database
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Computer Concepts BASICS
Objectives (continued)
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Lesson 13
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Create a table using a wizard
Enter records in a table
Add a form using a wizard
Create a query using a wizard
Create a report using a wizard
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Computer Concepts BASICS
Vocabulary
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data
database
database
management
system (DBMS)
datasheet
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Datasheet view
data type
Design view
fields
forms
Computer Concepts BASICS
Vocabulary (continued)
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Information
object
primary key
query
records
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report
table
text filter
template
view
Computer Concepts BASICS
Database Software Defined
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Data is unorganized text, graphics, sound, or video.
Information is data that has been organized and
processed so that it is meaningful and useful.
A database is a collection of related information
organized in a manner that provides for rapid search
and retrieval.
A database management system (DBMS) is a
software program used to create, maintain, and
control access to data. A database provides more
comprehensive functions for manipulating the data
than a spreadsheet.
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Computer Concepts BASICS
Database Software Defined (continued)
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In Access, a database can consist of one table or a
collection of tables.
A table is composed of columns and rows, referred
to as fields and records. The rows in the table are
called records. Each record is a group of related
fields, such as all of the information regarding each
member in a membership database or each
customer in a customer table. The columns in the
table are called fields. Each field contains a specific
piece of information within a record.
The primary key, which is assigned to a field,
uniquely identifies each record in a table.
Wells
Computer Concepts BASICS
Database Software Defined (continued)
Table in a sample database
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Computer Concepts BASICS
Database Software Defined (continued)
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Lesson 13
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Access does not have a standard document view.
The Access window changes based on the object
that is being used.
Using the data stored in the table, you can use
Access to create the following objects: queries,
forms, and reports. A query asks a question about
the data stored in the table. You use forms to enter
data into a table, and a report to print selected data.
When creating a database, you can use an Access
template, a sample database that is contained within
the Access program, or create a database from
scratch.
Wells
Computer Concepts BASICS
Tables
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After creating and saving a new database, the next
step is to add fields and then add data to the table.
Tables are the primary objects in a database
because they contain the data. Most databases
contain multiple tables.
Access provides several ways to create a table,
including:
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Creating a table by creating a new database.
Add a table to an existing database using the Tables group
on the Create tab.
Create a table based on a table template using the Tables
group on the Create tab.
Computer Concepts BASICS
Tables (continued)
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Lesson 13
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Each field that a user adds to a table has a unique
name and a designated data type. The data type
indicates the type of data that can be entered into a
field.
Field properties are specifications that allow you to
customize the data type settings.
Access provides three options to add fields in
Datasheet view:
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Add fields to a table directly in the datasheet
Add fields using the Field Templates pane
Add a field from an existing table using the Field List pane
Computer Concepts BASICS
Tables (continued)
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Creating a table is the first step in a three-step
process, and adding fields is the second step. The
third step is to populate or add records to the table.
Access contains two basic views for working with
tables. Views are formats used to display and work
with the various objects.
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1) Use Design view to create a table, form, query, and
report
2) In Datasheet view
Computer Concepts BASICS
Tables (continued)
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Access displays a row-and-column view of the data
in tables, forms, and queries; the table is called a
datasheet and resembles an Excel worksheet.
You can use a text filter. A filter provides options to
change the data that a form or report displays
without altering the form or report design.
When data is entered in a cell, it is called an entry.
The data in a table can be sorted in ascending or
descending order. In ascending order, the records
are sorted smallest to largest. In descending order,
the records are sorted largest to smallest.
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Computer Concepts BASICS
Tables (continued)
Sorting records
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Computer Concepts BASICS
Modifying a Table Structure
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After you have created a table, you can modify it by
adding and deleting columns (fields) and rows
(records) in Datasheet view. When deleting a column
or a row from the table, all the data contained in the
column or row is deleted from the database.
Selecting a column and then right-clicking the
header row to display the shortcut menu provides
additional options for inserting or deleting columns.
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Computer Concepts BASICS
Forms
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In addition to adding and viewing records in
Datasheet view, you can create and use a data-entry
form.
A form provides a convenient way to enter and view
records in a table. When creating a form, users are
adding a new object to the database.
You can create the form manually or use the Form
Wizard.
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Computer Concepts BASICS
Forms (continued)
Choosing the option to start the Form Wizard
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Computer Concepts BASICS
Entering and Editing Data in a Form
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Entering data in a form is similar to entering data in a
table in Datasheet view. Use the same keys and
navigation buttons to make changes.
To add a new record, click the New (blank) record
button. To edit an existing record, use the navigation
keys to display the record and make the changes in
the fields on the form.
Wells
Computer Concepts BASICS
Queries
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A query enables users to locate records that match
specified criteria by providing a way to ask a
question about the information stored in a database.
Access provides four Query options:
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Simple Query Wizard: Creates a select query from
the selected fields
Crosstab Query Wizard: Displays data in a
spreadsheet format
Find Duplicates Query Wizard: Locates records with
duplicate field values
Find Unmatched Query Wizard: Locates records in
one table that have no related records in another table
Computer Concepts BASICS
Reports
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A report is a database object that allows you to
organize, summarize, and print all or a portion of the
data in a database.
You can create a report based on a table or a query,
and also decide on the formatting, including
headings, spacing, and graphics.
Although you can produce a report manually, the
Report Wizard, provides an easy and fast way to
design and create one.
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Computer Concepts BASICS
Summary
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Databases allow for organizing, storing,
maintaining, retrieving, and sorting data.
The components of a database are objects.
These include tables, queries, forms, and
reports.
You should plan the database structure first and
then create it.
After the table structure is created, you add
records to the table.
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Computer Concepts BASICS
Summary (continued)
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Records can be sorted in ascending or
descending order.
You can create a form or use the Form Wizard
to enter records in a table. Forms are designed
to simplify data entry.
You can design a query or use the Query Wizard
to find records that meet specified criteria.
A report is a formatted display of table records.
In a report, you can organize, summarize, and
print all or a portion of the data.
Wells
Computer Concepts BASICS