Transcript microsoft access - Calhoun County Schools

MICROSOFT ACCESS
Database Applications
Database Management System
• A database is a collection of organized data whose
elements are in some way related to each other
• A database stores and provides reference
information to make decisions.
• A filing cabinet filled with file folders of paper is
an example of a database management system.
• Access is the Microsoft Office program used to do
a computerized database management system
Manual vs. Electronic
• Card catalog in a library
– Manually list all books by an author vs. asking
the computer for a listing of all books by that
author
– Looking through a membership list to
determine if someone has renewed their
membership by paying dues vs. asking the
computer for a listing of members and their due
dates
Computerized Database
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Much faster
More flexible
More accurate
Cost effective
Example:
– Digging through records to find a certain ZIP
Code
Business and Personal Uses
• Business use their databases to answer
questions like:
– Which products make us a profit?
– Which products are selling poorly?
– How many items in that color and size do we
have in stock?
– When is a bill or dues for a club owed?
– What students ride bus 102?
Examples of a database
• Phone Book – What
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information is located in a
phone book?
Address Book – What
information is located in
an address book?
Club roster
Insurance company
records
DMV records
Student records at a school
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Library Card Catalog
Inventory
Recipe Files
Baseball Card or CD
Collection
• FBI
Database Organization
• Access uses the database window to
maintain database objects in one file
• All objects created in the database window
will show on the right side of the screen
• The object bar to create new objects is on
the left of the screen
• Data is organized into separate storage
containers called tables.
Database Organization, cont.
• Tables must be created first. All other
objects are based on the tables.
• Changes are automatically saved to objects
of the database.
• A change in a table will automatically
change the data in the related queries, forms
or reports.
Database Objects
• Tables – store information in a form similar to an
Excel worksheet
• Query – Asks for information that satisfies a
certain question
• Form – Can create a form that matches one
completed on paper
• Report – Reports allow you to summarize and
calculate the database data in an attractive form
for printing
Tables
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Also called datasheets
Data is formatted into a table
Each row represents one record.
Each column represents a field.
Each field must have a unique and
descriptive field name
• Example: The Phone Book
Queries
• Asking a question
• Retrieve data that meets certain conditions
or criteria
Forms
• Shows one record at a time
• Used for data entry
Reports
• Formats and analyzes data in a table
• Way to present information to others
• Can pick which fields are shown in the
report
• Examples
Database Terminology
• Field
• Record
– A complete set of data
– One member’s
information
– Part of a record
– Same information for
each person/thing in
your database
See Page IA-7, Fig.1-5
Field
Record
Claire
Smith
Senior
Anniston
Database Terminology
• Field Name
– Title of the field which
names the type of
information it holds
• Examples:
– Last Name
– First Name
– Zip Code
– Birth Date
• Entry
– The individual pieces
of information that are
included in your
database
• Examples:
– Smith
– Claire
– 36207
Database Example
First
Name
Last
Name
Birthday Class of Phone
John
Smith
3/12/64
1982
555-1234
Claire
Snodgrass 5/15/69
1987
555-6768
Mary
Timmons
1988
555-3333
1/1/70
Using Access
• Changes made to a database are saved
automatically. When you make changes, the
original data file you retrieve will be changed.
• A form, a query, a report and a table can all be
PART of one database.
• Your first step in creating a database is to create a
file that will hold all of your “objects” for that
database.
Planning a New Database
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Plan tables and define fields
Know what kind of information you plan to store
Know how you want to format it
Write down everything you want to accomplish
with your database
• Break down information into its smallest practical
units (For example, use last name and first name,
NOT just name.)