IS 4420 - Access Lab 1
Objectives:
A. Launch Microsoft Access and create a new database
B. Understand Microsoft Access environment
C. Create tables and insert data
D. Setup ODBC
E. Connect Oracle database using ODBC
F. Use query by example
A. Launch Microsoft Access and Create New Database
1. Launch Microsoft Access using the Start menu
2. Select Blank Access database and click OK (Of course, in the future when you want to open an
existing database, you should choose open existing database)
3. Change the file name to myfirst.mdb or any other name you want and click Create
4. Congratulations! You’ve just created your first Access database when you see the window below:
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B. Understand Microsoft Access Environment
1. Explore the menu
2. Explain key objects: tables, queries, forms, reports, and macros
3. Understand Open view (to run an object) and Design view (to design an object)
C. Create Tables and Insert Data
We are going to create a relation database according to the logical schema below. But to save time, we
will just create the Department and Dept_Locations table and their relationship.
Employee
FName
Minit
LName
SSN
BDate
Address
Sex
Salary
SuperSSN
DepNo
Department
DName DepNo MgrSSN
MgrSDate
Dept_Locations
DepNo
DLocation
Project
PName
PNumber
PLocation
DepNo
Works_On
ESSN
PNo
Hours
Dependent
ESSN
Dependent_Name
Sex
BDate
Relationship
1. Double-click Create table in Design view
2. Type DName as the Field Name, and choose Text as the Data Type
3. In the General tab
a. Change Field Size to 15
b. Select Yes for Required (Not Null)
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c. Select Yes (No Duplicates) for Indexed (Unique)
4. Do the similar for the other three attributes in the Department table according to the requirements
below.
Attribute
Department Name
Department Number
Manager SSN
Manage Start Date
Data Type
VARCHAR(15)
INT
CHAR(9)
DATE
Primary
UNIQUE

Foreign
Constraint
NOT NULL
NOT NULL
NOT NULL
5. Right-click the DepNo field and select Primary Key
6. Save the table as Department and close the table.
7. Create the dept_locations table similar according the requirements below.
Attribute
Data Type
Primary
Department Number
INT

Department Location
VARCHAR(15)

Foreign
Constraint
Department (DepNo) ON
NOT NULL
DELETE CASCADE
NOT NULL
8. Create relationship between the two tables.
a. Click Relationships under the Tool menu
b. Select the two tables, click Add, and then Close
c. Select DepNo in the Dept_Locations table, hold the mouse left key, drag it onto the DepNo in
the Department table, and release the left key.
d. Check Enforce Referential Integrity
e. Check Cascade Delete Related Records
f. Click Create and you should be able to the window below
9. Double-click to open the Department table, enter the following records:
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Table Name: Department
DName
Manufacture
Administration
DepNo
1
2
MgrSSN
888665555
543216789
MgrDate
19-JUN-71
04-JAN-99
10. Close the Department table and enter the following records for Dept_Locations table.
Table Name: Dept_Locations
DepNo
1
1
2
3
DLocation
Houston
Chicago
New York
Salt Lake City
The system won’t allow you to enter the last record, why? Ignore the last record and carry on. Close
myfirst.dmb.
D. Setup ODBC
You have just learned how to create and populate tables in Microsoft Access. Alternatively, you can
access Oracle database from Microsoft Access. But you will need to setup ODBC first.
1. Click Control Panel from the Start menu
2. Double click Administrative Tools (For Windows XP, you may need to switch from Category
View to Classic View).
3. Double click Data Sources and then click Add button
4. Scroll down and select Oracle in OraHome92
5. Click Finish and Enter the following parameter values in the window below
Data Source Name: is4420 (or anything you want)
Description: Database Fundamentals (or anything you want)
TNS Service Name: select IS4420
User ID: your user id (example: user8)
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6. Click OK and then OK to exit, and you have successfully created an ODBC
E. Connect Oracle Database Using ODBC
The connection between a Microsoft Access and Oracle tables allows a linkage or reference to the data
stored in the Oracle tables. The data displayed in a Linkage Table (in Access) are actually stored on
the Oracle database server. Thus, all data manipulations (e.g., data insertion and data deletion) in
Access will be reflected to the actual table on Oracle database server.
1. Launch Microsoft Access, and select "Blank Access database"
2. Then, change the File Name to myodbc.mdb (or any other name you want)
3. To connect an Oracle table to Access, select "File", then "Get External Data", and then click on
"Link Tables"
4. A Link Table dialogue screen will pop up (see the following screenshot). To indicate the table that
you would like to link is from ODBC, please select "ODBC Databases" in the "Files of Type"
section, and click Link
5. Select the Machine Data Source tab, and select your data source (example: is4420). If the data
source if not available, refer to the “How to setup ODBC” instruction.
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6. Upon clink on “OK” for data source, an "Oracle ODBC Driver Connect" dialogue screen will
appear and ask you for "User Name" and "Password" for accessing the Oracle database server.
Please enter your user name and password (when you log on to SQL Plus Worksheet) and then
click on OK to continue.
7. Please select the tables you want to link, which are all the tables you created in Lab 2. Remember
to check the "Save password". By checking "Save password", you are exempted from re-entering
your password when attempting to connect Oracle tables to Access databases in the future. Click
OK
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8. You should be able to see the new tables with "Earth-like" icon in the Tables section (see the
following screenshot). If so, you have successfully connected a table on an Oracle database server
to the Access database environment.
9. Double click on one table you have just linked and you should be able to see all the data (records)
stored in that table (as shown in following screenshot).
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F. Use Query by Example
1. List department number, department name, and number of employees in each department, ordered
by number of employees in each department. We have done this in Oracle SQL Plus in Assignment 5.
Now let’s try it using Microsoft Access QBE.
2. Select Queries under Objects, and double click Create query in Design view
3. Select the Department and Employee table, and click Add
4. Design the query as shown below. Note: you can click the  sign to show or not to show the
aggregate functionality Total
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5. Click the ! sign to run the query, you should see the result below.
DEPNO
1
2
3
4
5
DNAME SSNOfCount
Manufacture
1
Administration
1
Headquarter
1
Finance
3
Research
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6. You can save this query as countemployee for future use, and you should see this query under the
Queries tab.
7. Select the SQL View under the View menu, you will see the SQL command below:
SELECT USER22_DEPARTMENT.DEPNO, USER22_DEPARTMENT.DNAME,
Count(USER22_EMPLOYEE.SSN) AS SSNOfCount
FROM USER22_DEPARTMENT INNER JOIN USER22_EMPLOYEE ON
USER22_DEPARTMENT.DEPNO = USER22_EMPLOYEE.DEPNO
GROUP BY USER22_DEPARTMENT.DEPNO, USER22_DEPARTMENT.DNAME
ORDER BY Count(USER22_EMPLOYEE.SSN);
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8. Let’s do another query, list the name of employees who both lives (address) and works (department
location) in Salt Lake City.
9. Select Queries under Objects, and double click Create query in Design view
11. Select the Dept_Locations and Employee table, and click Add.
12. You will find unlike the previous example, there is no connection between those two tables.
13. Drag the DEPNO attribute in the Dept_locations table unto the DEPNO in the Employee table to
create the join, and then design the query as below
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14. Run the query and here is the result:
FNAME LNAME
ADDRESS
DLOCATION
Doug
Gilbert 11 S 59 E, Salt Lake City, UT Salt Lake City
15. Go to the SQL View to see the SQL code:
SELECT USER22_EMPLOYEE.FNAME, USER22_EMPLOYEE.LNAME,
USER22_EMPLOYEE.ADDRESS, USER22_DEPT_LOCATIONS.DLOCATION
FROM USER22_DEPT_LOCATIONS INNER JOIN USER22_EMPLOYEE ON
USER22_DEPT_LOCATIONS.DEPNO = USER22_EMPLOYEE.DEPNO
WHERE (((USER22_EMPLOYEE.ADDRESS) Like "%Salt%") AND
((USER22_DEPT_LOCATIONS.DLOCATION) Like "%Salt%"));
16. Please save and keep a copy of the myodbc.mdb file for next lab.
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