DAY 22:
ACCESS CHAPTERS 5,6,& 7
Naman Kohli
November 5, 2013
UPCOMING DATES
• Homework 5
– Friday November 8th by 11:55pm
• Exam Review Session
– Friday November 8th at 12pm
• EXAM 2 – Access
– 12th November at normal class time
REPORT DESIGN
• Did not cover design themes in reports last class.
• The reports can have specific designs.
DATA VALIDATION
• Definition: A set of constraints or rules that help control
how data is entered into a field.
• Some data validation is done automatically
– Access won’t allow you to enter text into a number field
ESTABLISHING DATA VALIDATION
• Establish REQUIRED fields.
• Set DEFAULT VALUE for fields.
• Set VALIDATION RULE and generate VALIDATION
TEXT.
• Use INPUT MASK wizard.
• Look up Fields. ( already done in homework's )
ESTABLISH REQUIRED FIELDS
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The required fields must not be left blank.
Lets try
Open blank table in design view
Field 1 -> Student ID : Number
Field 2 -> Student Name : Text and in Properties set “REQUIRED” to “YES”
Switch to data sheet view and try to enter a record with out giving Student
Name, you will see an error
SET DEFAULT VALUE FOR FIELDS.
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Delete the records first
Switch to design view:
Field 3 -> Score : Number
Set DEFAULT VALUE property to 30
Observe records.
SET VALIDATION RULE AND GENERATE
VALIDATION TEXT.
• Validation rule is designed to restrict the data values that can be entered into
a field.
• Validation text informs users that the validation rule has been broken, and
how to correct it.
• Lets try : Set validation rule and text for SCORE FIELD
• Delete all the records first and remove the default value set.
• Validation rule: [Score] <= 60
• Validation Text: You can’t enter a value greater than 60. Please enter correct
value.
• Now try to enter 90 in Score field for a record and observe the warning
message.
SQL
• Stands for Structured Query Language
• Pronounced as "sequel”
• Specially created programming language used to manage
data in a relational database management system
• Whether or not you realize it, you’ve been using SQL in
Access all along!
WHAT WE SEE
WHAT ACCESS SEES
THE RESULT
WHY IS THIS USEFUL?
• On exams, and homework 5, SQL code will be given and
you need to copy and paste it into Access!
• (We will do this as part of an In-Class Example)
• You could, in theory, write these SQL statements from
scratch… but that would be another course entirely.
IN-CLASS EXAMPLE - SQL
IMPORTING DATA FROM EXCEL
• a. Open Access. In the File tab, click Save Database As, and
then type LastName_FirstName_Import. Click Save.
• b. Click the External Data tab, and click Excel in the Import
& Link group to launch the Get External Data - Excel
Spreadsheet feature. Select the Import the source data into
a new table in the current database option.
• c. Click Browse, and select the Data File. Click Open, and
then click OK to open the Import Spreadsheet Wizard.
The top of the first window shows all of the worksheets in the
workbook. This particular workbook contains only two worksheets:
Customers and Accounts. The Customers worksheet is active, and a
list of the data contained in the Customers worksheet displays in the
Wizard.
• e. Click Accounts, and then click Next.
• f. Ensure that the First Row Contains Column Headings check box
is checked to tell Access that column headings exist in the Excel file.
The field names, AID, CID, BID, and Balance, will import from Excel
along with the data stored in the rows in the worksheet. The field
names will be modified later in Access.
• g. Click Next.
The AID (AccountID) will become the primary key in this table. It
needs to be a uniqueidentifier, so we must change the properties to no
duplicates.
• h. Ensure that AID is displayed in the Field Name box
in Field Options. Then click the Indexed arrow, and
then select Yes (No Duplicates). Click Next.
• i. Click the Choose my own primary key option.
Make sure that the AID field is selected. Click Next.
The final screen of the Import Spreadsheet Wizard
asks you to name your table. The name of the Excel
worksheet was Accounts, and Access defaults to the
worksheet name.
• j. Click Finish to accept the Accounts table name.
A dialog box opens asking if you wish to save the
steps of this import to use again. If this were sales data
that was collected in Excel and updated to the database
on a weekly basis, saving the import steps would save
time. You do not need to save this example.
• k. Click the Close button.
The new table displays in the Navigation Pane and
resides in the Bank database.
• l. Close the table.
HOMEWORK 5
HINTS
HOMEWORK 5 HINTS
• Query 6E
– States, FraudRankings and Fraud Types Table
– Rank equal to 1
– Have to include rank (may not be immediately visible to some)
HOMEWORK 5 HINTS
• Query 6G
– FraudRankings and Fraud Types Table
– Rank equal to 1
– Use totals to count state abbreviation
ANALYSIS QUESTIONS
• If you run out of room to type responses, change the field
data-type to memo.
EXAM 2
GENERAL HINTS FOR ACCESS EXAM
• Read the instructions all of the way through
– Things that future steps ask you to do may give you a hint how
to complete earlier steps
GENERAL HINTS
• Examine given tables for good ideas of what to name your
fields
Another good reason to read the whole assignment first!
GENERAL HINTS
• Examine given tables to understand what the formatting
should look like
GENERAL HINTS FOR ACCESS EXAM
• Close tables as you are done with them.
– Remember, that Access is designed so multiple people can
work on a database at once
– This means that an open table is “locked” and nothing that
references it can have changes made to it
GENERAL HINTS FOR ACCESS EXAM
• The MOST IMPORTANT THING you can do is be positive
your tables are correctly designed
– Improper table design will render your database unusable.
– End of story.