IS 240
Access Presentation
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Relational Database Programs
Data organized into tables
Columns called fields
Rows called records
Tables can be linked by a common
field
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Advantages of Using a Database
Program
Ability to quickly locate specific
records
Search looks for a data match in a
specified field or fields
Same concept as a manual match, only
much faster
Records are easily added and
deleted
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Advantages of Using a Database
Program
Easy record sorting by various
criteria
Analyze data and perform
calculations on different fields
Queries to retrieve only those
records meeting specified criteria
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Advantages of Using a Database
Program
Quickly produce professional
reports and forms in a variety of
formats
 Multiple data access and data
updating
Elimination of duplicate data
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Database Terminology
 Database  Organized collection or
related data commonly
stored as a table in a file
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Database Terminology
 Database  Organized collection or
related data commonly
stored as a table in a file
 Delete
 Remove a record from
database file
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Database Terminology
 Database  Organized collection or
related data commonly
stored as a table in a file
 Delete
 Remove a record from
database file
 Edit
 Change or delete a record
from the database file
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Database Terminology
 Database  Organized collection or
related data commonly
stored as a table in a file
 Delete
 Remove a record from
database file
 Edit
 Change or delete a record
form the database file
 Field
 Smallest item of information
about a record, such as last
name
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Database Terminology
 Query
 To ask questions of the
database, which then
displays only those records
meeting specified conditions
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Database Terminology
 Query
 Record
 To ask questions of the
database, which then
displays only those records
meeting specified conditions
 Collection of related fields,
such as Social Security
number, first name and last
name
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Database Terminology
 Report
 Printed and formatted
presentation of specified
fields of data for specified
records in the file
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Database Terminology
 Report
 Search
 Printed and formatted
presentation of specified
fields of data for specified
records in the file
 Locate a specific record in a
file
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Database Terminology
 Sort
 Arrange a file’s records in a
specified order
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Database Terminology
 Sort
 Table
 Arrange a file’s records in a
specified order
 Collection of data organized
in columns (fields) and rows
(records)
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Loading Access 97
Start
Microsoft Access
Choose
Blank database
Open an existing database
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Planning a Database
Design of database tables
Number of tables
Data tables will contain
How tables will be related
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Database Development
 Plan
 understand purpose,
data it will contain,
output needed
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Database Development
 Plan
 Create
 understand purpose,
data it will contain,
output needed
 the tables by creating
the structure
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Database Development
 Plan
 Create
 Enter Data
 understand purpose,
data it will contain,
output needed
 the tables by creating
the structure
 to complete each
record
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Database Development
 Plan
 Create
 Enter Data
 Edit
 understand purpose,
data it will contain,
output needed
 the tables by creating
the structure
 to complete each
record
 correct spelling and
typing errors, change of
table structure
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Database Development
 Form Design
 creating a form for
easier data entry
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Database Development
 Form Design
 Data
Analysis
 creating a form for
easier data entry
 queries for selecting
specified data, or
viewing data in a
specified format
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Database Development
 Report
Design
 for printing in a
professional and
attractive format
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Database Development
 Report
Design
 Preview and
Print
 for printing in a
professional and
attractive format
 previewing onscreen
how document will
appear printed
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Creating a Database
Choose
Blank database, or
Database window appears - central
window for
Selecting a current object, or
Creating a new object
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Database Window
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opening screen
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Creating a Table
Defining a structure
Structure elements
Fields
Data types
Field properties
Primary Key
Saving the Table Structure
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Defining a Structure
Defining a structure to contain data
Three main ways to create a table
Datasheet View
Design View- The method we will use in
class
Table Wizard
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Table Design View
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Structure Elements - Fields
Fields - smallest unit of information
about a record
Field name - identifies data stored in
the field
Up to 64 characters long and can
consist of letters, numbers, spaces
and special characters
Examples: Last Name, First Name,
Address, Phone Number, etc.
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Structure Elements - Data Types
 Text
 words, combinations of
words and numbers and
numbers not used in
calculations
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Structure Elements - Data Types
 Text
 Memo
 words, combinations of
words and numbers and
numbers not used in
calculations
 variable length text, up
to a maximum of 65,535
characters
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Structure Elements - Data Types
 Text
 Memo
 Number
 words, combinations of
words and numbers and
numbers not used in
calculations
 variable length text, up
to a maximum of 65,535
characters
 digits for calculations
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Structure Elements - Data Types
 Text
 Memo
 Number
 Date/Time
 words, combinations of
words and numbers and
numbers not used in
calculations
 variable length text, up
to a maximum of 65,535
characters
 digits for calculations
 any valid date or time
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Structure Elements - Data Types
 Currency
 numbers formatted to
display $ sign and
decimals
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Structure Elements - Data Types
 Currency
 AutoNumber
 numbers formatted to
display $ sign and
decimals
 unique sequential
number, automatically
incremented with
addition of new records
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Structure Elements - Data Types
 Currency
 AutoNumber
 Yes/No
 numbers formatted to
display $ sign and
decimals
 unique sequential
number, automatically
incremented with
addition of new records
 accepts only Yes/No,
True/False, On/Off
entries
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Structure Elements - Data Types
 OLE Object
 object, such as picture,
sound, video,
spreadsheet, linked to,
or embedded in table
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Structure Elements - Data Types
 OLE Object
 Hyperlink
 object, such as picture,
sound, video,
spreadsheet, linked to,
or embedded in table
 hyperlinked pathway to
object, document, Web
page, etc.
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Structure Elements - Data Types
 OLE Object
 Hyperlink
 Lookup
Wizard
 object, such as picture,
sound, video,
spreadsheet, linked to,
or embedded in table
 hyperlinked pathway to
object, document, Web
page, etc.
 displays list of options
you choose from
another table in the
database
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Structure Elements - Field
Properties
Set of characteristics associated
with each field
Each data type has different set
Setting them enhances the way the
table works
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Structure Elements - Field Properties
 Field size
 Sets maximum number
of characters allowed
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Structure Elements - Field Properties
 Field size
 Format
 Sets maximum number
of characters allowed
 how data displays in a
table and prints
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Structure Elements - Field Properties
 Field size
 Format
 Input Mask
 Sets maximum number
of characters allowed
 how data displays in a
table and prints
 simplifies data entry by
controlling what data is
required in a field and
how the data is to be
displayed
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Structure Elements - Field Properties
 Caption
 specifies field label
other than field name
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Structure Elements - Field Properties
 Caption
 specifies field label
other than field name
 Default Value  automatically fills in a
certain value for this
field in new records
added to table
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Structure Elements - Field Properties
 Caption
 specifies field label
other than field name
 Default Value  automatically fills in a
certain value for this
field in new records
added to table
 Validation
 limits data entered in a
Rule
field to that meeting
certain requirements
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Structure Elements - Field Properties
 Validation
Text
 specifies message to be
displayed when
associated Validation
Rule not satisfied
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Structure Elements - Field Properties
 Validation
Text
 Required
 specifies message to be
displayed when
associated Validation
Rule not satisfied
 whether or not a field
must contain data
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Structure Elements - Field Properties
 Validation
Text
 Required
 Allow Zero
Length
 specifies message to be
displayed when
associated Validation
Rule not satisfied
 whether or not a field
must contain data
 whether or not no entry
in field is allowed
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Structure Elements - Field Properties
 Validation
Text
 Required
 Allow Zero
Length
 Indexed
 specifies message to be
displayed when
associated Validation
Rule not satisfied
 whether or not a field
must contain data
 whether or not no entry
in field is allowed
 sets a field as an index
field, speeds up
searches
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Structure Elements - Primary Key
A field that uniquely identifies each
record
Social Security number field a
popular example
Most tables have them
Prevents duplicate records from
being entered
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Structure Elements - Primary Key
Controls order of records displayed
in table
Used as a link to other tables in a
database
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Saving the Table Structure
In the Save As dialog box, enter new
table name
Table saved and included within the
database file
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Views
 Design view
 used to create a table,
form query or report
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Views
 Design view
 used to create a table,
form query or report
 Datasheet view  row and column view
of data in tables, forms
and queries
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Views
 Design view
 used to create a table,
form query or report
 Datasheet view  row and column view
of data in tables, forms
and queries
 Form view
 displays records in a
form
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Views
 Design view
 used to create a table,
form query or report
 Datasheet view  row and column view
of data in tables, forms
and queries
 Form view
 displays records in a
form
 Preview
 displays a form, report
or datasheet as it will
appear when printed
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Entering Data
For tables, enter in datasheet view,
or Form View
Enter data carefully and accurately
It will appear just as typed
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Entering Data
Data form should be consistent
If upper and lower case, don’t add
some records in all caps
No blanks before or after a field entry
Be consistent with abbreviations, like
St. for Street, Ave. for Avenue
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Adjusting Column Width
Column width size of each field
column in Datasheet View
Not the same as the field size
Does not affect on amount of data to
be entered
Does affect amount of data that can
be seen on screen
Default width is 15.7 characters
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Adjusting Column Width
Quick method for one column, click
and drag on right column border line
when mouse pointer is a two-headed
black arrow
For all columns
Highlight column headings
Click and drag on one right column
border line changes all widths
commensurately
Double-clicking for Best Fit
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Adding Records in Data Entry
Move to blank row at bottom
Click on new record button at
bottom of window
Click on Record, Data Entry
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Previewing and Printing the Table
File, Print Preview to view how table
will appear printed
File, Page Setup to change
orientation, if desired
Print
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Closing and Opening a Database
File, Open
File, Close
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Class on Thursday: ACCESS
DEMO
ACCESS Homework can be obtained
from www.csulb.edu\~athomaso
Excel homework due today.
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