Office Access 2003
Lab 1
Creating a Database
McGraw-Hill Technology Education
© 2004 by the McGraw-Hill Companies, Inc. All rights reserved.
1-2
Objectives
1. Plan and create a database.
2. Create and save a table structure.
3. Define field names, data types, field
properties, and primary key.
4. Change views.
McGraw-Hill Technology Education
© 2004 by the McGraw-Hill Companies, Inc. All rights reserved.
1-3
Objectives continued
6. Enter and edit data in Datasheet view
and Data Entry.
7. Insert a picture.
8. Adjust column widths.
9. Use the Best fit feature.
McGraw-Hill Technology Education
© 2004 by the McGraw-Hill Companies, Inc. All rights reserved.
1-4
Objectives continued
10. Add records.
11. Delete records.
12. Preview and print a table.
13. Close and open a table and database.
McGraw-Hill Technology Education
© 2004 by the McGraw-Hill Companies, Inc. All rights reserved.
1-5
Concept Preview
•
•
•
•
Database
Object
Field Name
Data Type
McGraw-Hill Technology Education
•
•
•
•
Field Property
Primary Key
Graphic
Column Width
© 2004 by the McGraw-Hill Companies, Inc. All rights reserved.
1-6
Outline
• Introducing Access 2003
– Starting Access
– Exploring the Access Window
• Creating a New Database
– Planning and Designing a Database
– Creating and Naming the Database
McGraw-Hill Technology Education
© 2004 by the McGraw-Hill Companies, Inc. All rights reserved.
1-7
Outline continued
• Creating a Table
– Defining Field Names
– Defining Data Types
– Defining Field Properties
– Entering a Field Description
McGraw-Hill Technology Education
© 2004 by the McGraw-Hill Companies, Inc. All rights reserved.
1-8
Outline continued
• Creating a Table continued
– Defining a Primary Key Field
– Defining Date formats
– Defining Additional Fields
– Editing Field Definitions
– Saving the Table Structure
McGraw-Hill Technology Education
© 2004 by the McGraw-Hill Companies, Inc. All rights reserved.
1-9
Outline continued
• Entering and Editing Table Data
– Using Table Datasheet View
– Entering Data in a Datasheet View
– Editing Data
– Inserting a Picture
– Navigating a Datasheet
McGraw-Hill Technology Education
© 2004 by the McGraw-Hill Companies, Inc. All rights reserved.
1-10
Outline continued
• Changing a Column Width
– Resizing a Column
– Using Best Fit
• Adding Records in Data Entry
• Deleting Records
McGraw-Hill Technology Education
© 2004 by the McGraw-Hill Companies, Inc. All rights reserved.
1-11
Outline continued
• Previewing and Printing a Table
– Previewing the Table
– Changing the Page Orientation
– Printing a Selected Page
• Closing and Opening a Table and
Database
McGraw-Hill Technology Education
© 2004 by the McGraw-Hill Companies, Inc. All rights reserved.
1-12
Outline continued
•
•
•
•
Exiting Access
Key Terms
FAQs
Discussion Questions
McGraw-Hill Technology Education
© 2004 by the McGraw-Hill Companies, Inc. All rights reserved.
1-13
Introducing Access 2003
• Starting Access
– New file task pane is displayed
– Start by first creating a new database or
opening an existing one
• The Access Window features
– Database toolbar
– Taskpane
– Workspace
– Status bar
McGraw-Hill Technology Education
© 2004 by the McGraw-Hill Companies, Inc. All rights reserved.
1-14
DBMS
• Three most widely used database
programs
– Microsoft Access
– Corel Paradox
– Lotus Approach
McGraw-Hill Technology Education
© 2004 by the McGraw-Hill Companies, Inc. All rights reserved.
1-15
Lotus Approach
Corel Paradox
Try to read about these applications
McGraw-Hill Technology Education
© 2004 by the McGraw-Hill Companies, Inc. All rights reserved.
1-16
The Access Window
Title bar
Menu bar
Getting started
task pane
Database toolbar
Mouse Pointer
Workspace
McGraw-Hill Technology Education
© 2004 by the McGraw-Hill Companies, Inc. All rights reserved.
1-17
Creating a New Database
•
•
•
•
•
Plan
Design
Develop
Implement
Review
McGraw-Hill Technology Education
© 2004 by the McGraw-Hill Companies, Inc. All rights reserved.
1-18
Concept 1
Database
Database Management Systems
DBMS (Database Manager, relational Tables)
• Database – Organized collection of related information
• Table – Vertical columns & horizontal rows where information is
stored
• Record
– A row
DATABASE
– Information about one person, place, or thing
• Field
– A column
– Smallest unit of information
- Access database can contain multiple tables that can be linked
to produce combined output from all tables.
- This type of database is called relational database.
McGraw-Hill Technology Education
© 2004 by the McGraw-Hill Companies, Inc. All rights reserved.
1-19
Planning and Designing a
Database
• Analyze current record-keeping system
• What forms are currently used for data
entry?
• What reports are needed?
• What data will be in the tables?
• How will the tables be related?
McGraw-Hill Technology Education
© 2004 by the McGraw-Hill Companies, Inc. All rights reserved.
1-20
Creating and Naming the
Database File
• File New Database dialog box
– Database file name
• Default is db1
• Extension is .mdb
• Replace with new name
– Location of file
• Default is My Documents folder
• Database window
– Opens in workspace
– Name of database displayed in title bar
McGraw-Hill Technology Education
© 2004 by the McGraw-Hill Companies, Inc. All rights reserved.
Creating and Naming the
Database
Places bar
Default location
Default name is selected
McGraw-Hill Technology Education
Restricts to database files
© 2004 by the McGraw-Hill Companies, Inc. All rights reserved.
1-21
1-22
Concept 2
Object
Object
Use
Table
Stores data
Query
Finds and displays selected data
Form
View, add, and update data in
tables
Report
Analyzes and prints data in a
specific layout
McGraw-Hill Technology Education
© 2004 by the McGraw-Hill Companies, Inc. All rights reserved.
1-23
Database Objects
• There are seven main components of a database in MS Access:
• Tables. Use tables to store database information. Table is the heart of
the Database, since it contains the actual data and all other objects
are base on the Table. We use Tables to store all the data in the
database. Each row of the table contains one Record. Records are
made up of Fields that contain a particular piece of data in the table
• Forms. Use forms to enter or edit the information in your tables.
Forms let you view one record at a time. Easier to access and use
when entering or modifying Data than a Table
• Reports. Use reports to deliver a professional presentation or written
report to your class.
• Queries. Filter data so that you retrieve selected records or fields from
the database.
• Pages. Create HTML pages from a database quickly and efficiently.
• Macros. Automate tasks that you perform on a regular basis in a
database.Changes Modules. Automate a group of related procedures
in Access 2000.
McGraw-Hill Technology Education
© 2004 by the McGraw-Hill Companies, Inc. All rights reserved.
1-24
Creating a Table
• The table object is the basic unit of a
database
• Must be created first before other
objects
• Cannot open more than one database
file at a time
McGraw-Hill Technology Education
© 2004 by the McGraw-Hill Companies, Inc. All rights reserved.
1-25
Three Ways to Create a Table
1.
2.
3.
McGraw-Hill Technology Education
Datasheet View
Design View
Table Wizard
© 2004 by the McGraw-Hill Companies, Inc. All rights reserved.
1-26
Design View
Table Design Toolbar
Two open windows
Field definition grid used to define fields
McGraw-Hill Technology Education
© 2004 by the McGraw-Hill Companies, Inc. All rights reserved.
1-27
Table Design View
Primary
Key
Field Names
Data Type
Field
Properties
Description
McGraw-Hill Technology Education
© 2004 by the McGraw-Hill Companies, Inc. All rights reserved.
1-28
Concept 3
Field Name
• Used to identify data stored in the field
• Up to 64 characters long
• Cannot start name
with a space
• Examples:
– Last name
– First name
– Address
Check page 12 (design view buttons)
McGraw-Hill Technology Education
© 2004 by the McGraw-Hill Companies, Inc. All rights reserved.
1-29
Defining Field Names
Click to open drop-down list
Field
name
Default data type
Help information on data types
McGraw-Hill Technology Education
© 2004 by the McGraw-Hill Companies, Inc. All rights reserved.
1-30
Defining Data Types
Default data type
Data types
McGraw-Hill Technology Education
© 2004 by the McGraw-Hill Companies, Inc. All rights reserved.
1-31
Concept 4
Data Type
• Data type defines the type of data field
will contain.
• Used to ensure right kind of data is
entered
• Important to choose appropriate data
type
McGraw-Hill Technology Education
© 2004 by the McGraw-Hill Companies, Inc. All rights reserved.
Data Types
Text
(words, combination of words and
numbers, numbers that are not used in
calculation, names and phone
numbers) up to 255
Memo
Text that is too long to be stored in a text
field, up to 65536
Number
Used when you want to perform
calculations on the values in the field.
Date/Time
Currency
AutoNumber
Sequential number that is automatically
incremented by one when ever a new
record is added to a table.
Use patient file
McGraw-Hill Technology Education
Yes/No
Accepts only yes or no, T or F,
• OLE Object
An object (such as a Microsoft
Excel spreadsheet, a Microsoft
Word document, graphics,
sounds, or other binary data)
inked to or embedded in a
Microsoft Access table.
- insert object options
• Hyperlink
Accepts hyperlink entries that are
paths to an object.
The easiest way to insert a
hyperlink address in a field or
control is to click Hyperlink on
the Insert menu.
• Lookup Wizard
•
Creates a field that allows you
to choose a value from another
table or from a list of values by
using a list box .
• HW
© 2004 by the McGraw-Hill Companies, Inc. All rights reserved.
1-32
1-33
Concept 5
Field Property
• Characteristic that
defines a field
• Each data type has
a set of properties
• Enhances the way
table works
McGraw-Hill Technology Education
© 2004 by the McGraw-Hill Companies, Inc. All rights reserved.
1-34
Field Properties
•
•
•
•
•
Field Size
Format
Input Mask
Caption
Default Value
McGraw-Hill Technology Education
•
•
•
•
•
Validation Rule
Validation Text
Required
Allow Zero Length
Indexed
© 2004 by the McGraw-Hill Companies, Inc. All rights reserved.
Properties (1 of 2)
1-35
• Default Value
• Field size
Specifies a String value that is automatically entered in
Number of character
a field when a new record is created
• Format
‘<‘ , ‘>’ lower and upper case in text
• Validation Rule
• Input Mask
(student file) M or F in gender
You can use the InputMask property to
make data entry easier and to control the
values
(000) 000-0000
• Caption
• Validation Text
•
You must specify M or F
Specifies a field label other than the field name
McGraw-Hill Technology Education
© 2004 by the McGraw-Hill Companies, Inc. All rights reserved.
1-36
Properties (2 of 2)
• Required
Rejects any record that does not have a value entered for this field. (put required
field= yes)
• Allow Zero Length
Allows text or memo strings of zero length (“ ”),null
• Indexed
Increase the efficiency of a search on the designated field
• Unicode Compression
To store the data more efficiency , set to “yes”
McGraw-Hill Technology Education
© 2004 by the McGraw-Hill Companies, Inc. All rights reserved.
1-37
Entering a Field Description
Field description
Help information on current task
McGraw-Hill Technology Education
© 2004 by the McGraw-Hill Companies, Inc. All rights reserved.
1-38
Concept 6
Primary Key
•
•
•
•
•
•
A field that uniquely identifies each record
Most tables have a primary key
Key data MUST be unique
Prevents duplicate records
Used to control sorting order
Used to create a link between tables
One example of a field that should not used as the
primary key is the name Field.
McGraw-Hill Technology Education
© 2004 by the McGraw-Hill Companies, Inc. All rights reserved.
1-39
Defining a Primary Key
Defines field as primary key
Indicates field as primary key
Duplicate values in field not allowed
McGraw-Hill Technology Education
© 2004 by the McGraw-Hill Companies, Inc. All rights reserved.
1-40
Defining Date Format
Date/time data type
formats
Format sample
Format name
McGraw-Hill Technology Education
© 2004 by the McGraw-Hill Companies, Inc. All rights reserved.
1-41
Defining Additional Fields
11 fields defined
McGraw-Hill Technology Education
© 2004 by the McGraw-Hill Companies, Inc. All rights reserved.
1-42
More on Creating Tables
• Editing field
definitions
• Saving the table
structure
McGraw-Hill Technology Education
© 2004 by the McGraw-Hill Companies, Inc. All rights reserved.
1-43
ENTERING AND EDITING
TABLE DATA
Views
View
Design view
Datasheet view
Form view
Preview
McGraw-Hill Technology Education
Purpose
Used to create a table, form,
query, or report
Provides a row-and-column view
of data
Displays records in a form
Displays data as it will appear
when printed
© 2004 by the McGraw-Hill Companies, Inc. All rights reserved.
1-44
Using Table Datasheet View
•
•
•
•
•
Datasheet
Field selector
Record selector
Current record
Record number
indicator
• Navigation button
McGraw-Hill Technology Education
Table datasheet
toolbar
Datasheet containing one blank record
Record number indicator
© 2004 by the McGraw-Hill Companies, Inc. All rights reserved.
1-45
Entering Data in a Datasheet
View
Identifies end of table or where
new record can be entered or edited
Informs you that entry is not valid
McGraw-Hill Technology Education
© 2004 by the McGraw-Hill Companies, Inc. All rights reserved.
1-46
Datasheet View
• Entering data
– Should be accurate and consistent
– Typed exactly as you want it to appear
• Editing data
– Position insertion point in field
– Use ESC to cancel changes
McGraw-Hill Technology Education
© 2004 by the McGraw-Hill Companies, Inc. All rights reserved.
1-47
Concept 7
Graphic
We are pleased
to announce
the grand
opening of
Tom’s Deli
Photograph
Drawing Object
Clipart
McGraw-Hill Technology Education
© 2004 by the McGraw-Hill Companies, Inc. All rights reserved.
1-48
Graphics
• Graphic: is anon text element or
object such as a drawing.
• Drawing object: consisting of shapes
such as lines and boxes
• Picture: is an illustration such as a
scanned photograph
• Bound object: is stored in a table and
connected to specific record and field.
• Unbound object: is associated with
the table as a whole , not with the specific
record.
McGraw-Hill Technology Education
© 2004 by the McGraw-Hill Companies, Inc. All rights reserved.
1-49
Inserting a Picture
Create a new object
Insert existing object
McGraw-Hill Technology Education
© 2004 by the McGraw-Hill Companies, Inc. All rights reserved.
1-50
Preview
Changes dialog box view
Preview of
selected file
McGraw-Hill Technology Education
© 2004 by the McGraw-Hill Companies, Inc. All rights reserved.
1-51
Opening Inserted Object
Picture opened in
graphics program
McGraw-Hill Technology Education
© 2004 by the McGraw-Hill Companies, Inc. All rights reserved.
1-52
Navigating a Datasheet
Key
Voice
Movement
Right arrow key
or Tab
Left arrow key or
Shift +Tab
Tab or Right
Next field
Downward arrow
key
Upward arrow
key
Down
Home
Home
First field in record
End
End
Last field in record
McGraw-Hill Technology Education
Shift tab or left Previous field
Up
Current field in
next record
Current field in
previous field
© 2004 by the McGraw-Hill Companies, Inc. All rights reserved.
1-53
Changing a Column Width
Column width too small
to display entire entry
Column width larger
than needs to be
McGraw-Hill Technology Education
© 2004 by the McGraw-Hill Companies, Inc. All rights reserved.
1-54
Concept 8
Column Width
•
•
•
•
•
Size of a field column
Affects amount of data you can see
Default can display 15.6667 characters
Can adjust width for appearance
Use Best Fit: automatically adjusts the column widths of
all selected columns to accommodate the longest entry.
McGraw-Hill Technology Education
© 2004 by the McGraw-Hill Companies, Inc. All rights reserved.
1-55
Resizing a Column
Column width increased
and field entries are
fully displayed
McGraw-Hill Technology Education
Drag to size column width
© 2004 by the McGraw-Hill Companies, Inc. All rights reserved.
1-56
Using Best Fit
All fields selected
McGraw-Hill Technology Education
© 2004 by the McGraw-Hill Companies, Inc. All rights reserved.
1-57
Adding Records in Data Entry
All existing records are hidden
Number of records
entered in data
entry
McGraw-Hill Technology Education
© 2004 by the McGraw-Hill Companies, Inc. All rights reserved.
1-58
Adding Records in Data Entry
Records are displayed in
primary key order
McGraw-Hill Technology Education
© 2004 by the McGraw-Hill Companies, Inc. All rights reserved.
1-59
Deleting Records
Deletes selected
record
Message box asks you
to confirm deletion
McGraw-Hill Technology Education
© 2004 by the McGraw-Hill Companies, Inc. All rights reserved.
1-60
Previewing And Printing A
Table
• Preview table to save time
– Adjust magnification to best fit
– Can view multiple pages
• Page orientation
– Portrait
– Landscape
• Print table
– Use default settings
– Use Print command to change settings
McGraw-Hill Technology Education
© 2004 by the McGraw-Hill Companies, Inc. All rights reserved.
1-61
Previewing the Table
Print Preview toolbar
Table name and date
1-inch margin
Mouse pointer
Page number in footer
McGraw-Hill Technology Education
© 2004 by the McGraw-Hill Companies, Inc. All rights reserved.
1-62
More on Preview
Displays two pages
McGraw-Hill Technology Education
© 2004 by the McGraw-Hill Companies, Inc. All rights reserved.
1-63
Changing the Page
Orientation
Page orientation
changed to landscape
McGraw-Hill Technology Education
© 2004 by the McGraw-Hill Companies, Inc. All rights reserved.
1-64
Print Options
Option
Action
All
Prints the entire
document
Pages
Prints pages you
specify by typing page
numbers in the textbox
Selected Records
Prints selected records
only
McGraw-Hill Technology Education
© 2004 by the McGraw-Hill Companies, Inc. All rights reserved.
1-65
Printing a
Selected page
Selected printer
Enter page numbers to print
McGraw-Hill Technology Education
© 2004 by the McGraw-Hill Companies, Inc. All rights reserved.
1-66
Closing And Opening A Table
& Database
•
•
•
•
Close table and save any layout changes
Close database
Click OPEN to open existing database file
Select name of table to open
McGraw-Hill Technology Education
© 2004 by the McGraw-Hill Companies, Inc. All rights reserved.
1-67
Closing a Table
Table name appears in the table object list
McGraw-Hill Technology Education
© 2004 by the McGraw-Hill Companies, Inc. All rights reserved.
1-68
Closing the Database
Main menu
and toolbar
buttons are
available
Empty Access window
McGraw-Hill Technology Education
© 2004 by the McGraw-Hill Companies, Inc. All rights reserved.
1-69
Opening a Database
Student names document
Access file names
McGraw-Hill Technology Education
© 2004 by the McGraw-Hill Companies, Inc. All rights reserved.
1-70
Opening a Table
Open selected table object
Table name selected
McGraw-Hill Technology Education
© 2004 by the McGraw-Hill Companies, Inc. All rights reserved.
1-71
Exiting Access
• Click X in the upper right corner of the Access
window
• Menu equivalent is File/Exit
McGraw-Hill Technology Education
© 2004 by the McGraw-Hill Companies, Inc. All rights reserved.
1-72
• Quiz 3: Access Chapter
1
• Next Saturday
McGraw-Hill Technology Education
© 2004 by the McGraw-Hill Companies, Inc. All rights reserved.
1-73
Key Terms
•
•
•
•
•
•
•
•
active window
Best Fit
bound object
cell
clip art
column width
current field
current record
McGraw-Hill Technology Education
•
•
•
•
•
•
•
•
database
Database toolbar
drawing object
datasheet
data type
field
field name
field property
© 2004 by the McGraw-Hill Companies, Inc. All rights reserved.
1-74
Key Terms continued
•
•
•
•
•
•
•
•
field selector
field size
graphic
landscape
navigation buttons
object
orientation
picture
McGraw-Hill Technology Education
•
•
•
•
portrait
primary key
record
record number
indicator
• record selector
• relational database
• table
© 2004 by the McGraw-Hill Companies, Inc. All rights reserved.
1-75
Key Terms continued
• Unbound object
• view
McGraw-Hill Technology Education
• Wizard
• workspace
© 2004 by the McGraw-Hill Companies, Inc. All rights reserved.
1-76
FAQs
1. What is a relational database?
2. What is the difference between a table
and a file?
3. Does a database contain one table or
several tables?
McGraw-Hill Technology Education
© 2004 by the McGraw-Hill Companies, Inc. All rights reserved.
1-77
FAQs
4. The My Document folder has several
files called db1, db2, db3, etc. What
are these?
5. What other Access objects are in a
database besides tables?
6. What is a primary key?
7. I am ready to enter my data into
Access. What do I need to do first?
McGraw-Hill Technology Education
© 2004 by the McGraw-Hill Companies, Inc. All rights reserved.
1-78
FAQs
8. How can I get the state code of my
state to be entered automatically in a
field?
9. I want to enter dates using the MMDD-YY format. Is there an easy way
to do this?
10. I forgot a field in my table and now I
want it positioned in the middle of the
table. How can I do this?
McGraw-Hill Technology Education
© 2004 by the McGraw-Hill Companies, Inc. All rights reserved.
1-79
Discussion Questions
1. Discuss several uses you may have
for a relational database. Explain the
steps you would follow to create your
first table.
2. Discuss why it is important to plan a
database before creating it. How can
proper planning save you time later?
3. Discuss the difference between Edit
mode and Navigation mode.
McGraw-Hill Technology Education
© 2004 by the McGraw-Hill Companies, Inc. All rights reserved.
1-80
Discussion Questions
4. Design view and Datasheet view are
two views in Access. Discuss when it
would be appropriate to use each of
these views.
5. Discuss why it is important to choose
the correct data type for a field. What
may happen to the data if you change
the data type?
McGraw-Hill Technology Education
© 2004 by the McGraw-Hill Companies, Inc. All rights reserved.