Transcript Create - McGraw Hill Higher Education

Extended Learning
Module J (Office
2007 Version)
Implementing a
Database with
Microsoft Access
McGraw-Hill/Irwin
Copyright © 2013 by The McGraw-Hill Companies, Inc. All rights reserved.
SOLOMON DATABASE

The steps to creating a database are
1.
2.
3.
4.
Define entity classes and primary keys
Define relationships among the entity
classes
Define fields for each relation (file)
Use a data definition language to
create the database, which is the focus
of this Module
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SOLOMON DATABASE

In Figure J.1 (p. 2) on the following 3
slides, we’ve recreated the correct
database structure from Extended
Learning Module C

Revisit Module C if you need a
refresher
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SOLOMON DATABASE
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SOLOMON DATABASE
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SOLOMON DATABASE
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Creating Solomon’s Database


Data dictionary - contains the
logical structure for the information
To create the Solomon Enterprise
database:
1.
2.
3.
4.
Start Microsoft Access
Click on Blank Database in the upper
left corner of the screen
Enter Solomon Enterprises.mdb as
the database name
Click on Create
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Creating Solomon’s Database
Enter a
database name
and click on
Create
Click on Blank
Database
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Creating Solomon’s Database

Our recommendation: Create a
relation (table) in Design view:




Must switch from Datasheet View to
Design View
Click on View in the upper left corner
and then Design View
Enter a table name
Use the Design View to enter the
specifications for the table
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Creating Solomon’s Database
This is Design View –
our recommendation
for creating the tables
in a database
To switch to
Design View, click
on View and then
Design View
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Creating the Raw Material
Relation

Enter the four fields of the Raw
Material relation





Raw Material ID
Raw Material Name
QOH
Supplier ID
Click on the Raw Material ID row and
then the key button to designate
Raw Material ID as the primary key
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Creating the Raw Material
Relation
Primary key identifier and
the Primary key button
Integrity constraints for
Raw Material ID
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Creating the Concrete Type
Relation
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Creating the Bill of Material
Relation

We created (in Extended Learning
Module C) the Bill of Material relation
to eliminate the many-to-many
relationship between the Concrete
Type and Raw Material relations
Mod J Web-14
Creating the Bill of Material
Relation

The Bill of Material relation has a
primary key composed of two fields
(composite primary key):



Concrete Type
Raw Material ID
Composite primary key - consists
of the primary key fields from the two
intersecting relations
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Creating the Bill of Material
Relation
Composite
primary key
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DEFINING RELATIONSHIPS
WITHIN SOLOMON’S
DATABASE



The final structural task is to define
how all the relations relate to each
other
That is, link primary and foreign keys
Foreign key - a primary key of one
file (relation) that appears in another
file (relation)
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Primary and Foreign Key
Logical Ties
Mod J Web-18
Defining Relationships
between Relations

To create relationships



Click on Database Tools in the menu
area and then click on the
Relationships button
Make each relation appear on the
palette by highlighting each relation
name and clicking on Add
Then click on the Close button
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Defining Relationships
between Relations
Select tables
and click on
Add
Relationship
palette
Mod J Web-20
Defining Relationships
between Relations
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ENTERING INFORMATION
INTO SOLOMON’S DATABASE

To enter information, you simply doubleclick on the appropriate relation name
Supplier relation
structure
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Entering Information
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Referential Integrity



Referential integrity ensures
consistency. For example, that you don’t
put a non-existent Supplier ID into the
Raw Material relation
The relationships we set up for
referential integrity guard against bad
information
Integrity constraints – rules that help
ensure the quality of the information
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Enforcing Referential Integrity
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Change the Structure of a
Relation
Click on View and
then Design View
and make the
necessary changes
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CREATING A SIMPLE QUERY
USING ONE RELATION


Query-by-example (QBE) tool -
helps you graphically design the
answer to a question
Suppose we wanted to see a list of
raw materials that shows


Raw Material Name
Supplier ID
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Creating a Simple Query
Using the Raw Material
Relation
Second, select the table,
click on Add, and then
close the box.
First, click on Create and
then Query Design
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Creating a Simple Query
Using the Raw Material
Relation
The result of the
query
Drag and drop the appropriate
field names and then click on the
exclamation point (Run).
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Creating a Simple Query with
a Condition
Set the condition
here
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CREATING AN ADVANCED
QUERY USING MORE THAN
ONE RELATION

Suppose we want a query that shows


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


All order numbers
Date of orders
Where the goods were delivered
The contact person
The truck involved in each delivery
The truck driver in each delivery
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Steps to Create an Advanced
Query
1.
2.
Click on Create in the menu area
and then Query Design
In the Show Table dialog box



Select and Add the relation names
Close the Show Table dialog box
Tables linked appear are joined by lines
with


1 beside the table with the primary key
The infinity sign by the table with the
foreign key
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Steps to Create an Advanced
Query
3.
4.
Drag and drop the fields that you
want from the appropriate relation
into the QBE grid in the order that
you want
Click on the exclamation point
(Run) in the button bar to see the
results of the query
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Steps to Create an Advanced
Query
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Steps to Create an Advanced
Query
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Steps to Create an Advanced
Query
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GENERATING A SIMPLE
REPORT
1.
2.
3.
Click on Create in the menu area
and then the Report Wizard
button
Choose tables and/or queries: Lets
you choose which table/query you
want
Choose fields: Lets you choose the
fields you want
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Grouping, Sorting, Layout of
Report
4.
5.
6.
Grouping: Lets you specify grouping
of information (we chose the
default)
Sorting: Allows you to specify
sorting (we chose the default)
Layout and orientation: Allows you
to select layout and page orientation
(we chose the default)
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Style and Header of Report
7.
8.
9.
Style: Allows you to choose from
among predefined report styles (we
chose the default)
Report header: Allows us to enter a
title for the report.
The Report: Shows all customers
and phone numbers.
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Choose Table/Query and Fields
2. Choose tables and/or queries
1. Start to create a report
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Choose Table/Query and Fields
4. Grouping
3. Choose fields
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Grouping, Sorting, Layout,
Style, and Title
6. Layout and orientation
5. Sorting
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Grouping, Sorting, Layout,
Style, and Title
8. Report Header
7. Style
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Grouping, Sorting, Layout,
Style, and Title
Mod J Web-44
REPORT WITH GROUPING,
SORTING, AND TOTALS

Say we want to create the Supply
Chain Management report from
Extended Learning Module C
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
First, create a query
Then, put the query into the report
generator
Mod J Web-45
Steps for Creating a Report
with Grouping, Sorting, and
Totals
1.
2.
3.
Click on Create in the menu area
and click on the Report Wizard
button
Choose tables/queries: Query:
Supply Chain Query
Choose fields: Select all fields by
clicking on the double greater-than
sign (>>)
Mod J Web-46
Specify Table/Query Fields
Mod J Web-47
Grouping and Sorting
Information
4.
5.
6.
Top-level grouping: Allows you to
choose ordering. Since we created a
query, Access has defaulted to the
first field
Further grouping: Lets you specify
groups within the top grouping of
Concrete Type, but we don’t want
any further grouping
Sorting: Next we have a chance to
sort our information
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Steps for Grouping Information
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Steps for Sorting Information
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Totaling Information in a
Report
7.
Totaling: The sorting screen also
has a Summary Options button

Within Summary Options you can
choose what type of summary you
want
Mod J Web-51
Totaling Information in a
Report
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Formatting the Report
8.
9.
10.
Overall structure of report: Allows
you to choose the layout and
orientation
Style of report: Allows you to
choose a style
Report heading: Allows you to enter
the title that will appear on the
report, then click on Finish
Mod J Web-53
Formatting the Report
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The Report
11.
The Report: Shows the information from
the wizard steps
Mod J Web-55
Refining the Report

Steps to adjust the report to make it
aesthetically pleasing



Open the report in Design View with
the triangle button
Adjust the boxes to the desired size
Delete unwanted entries
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Refining the Report
Click on Design
View to see the
report in design
format
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Adjusting the Page Header
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Adjusting the Concrete Type
Header
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Adjusting the Detail Section
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Adjusting the Concrete Type
Footer
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The Completed Report
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CREATING A DATA INPUT
FORM
1.
2.
Select the Order table
Click on Create and then Form
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Choose Table/Query
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Final Input Form
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