Microsoft Office 2007- Illustrated Introductory, Windows Vista Edition Understanding Relational Databases

Microsoft Office 2007- Illustrated Introductory, Microsoft Office 2007- Illustrated Introductory, Windows Vista EditionWindows Vista Edition

Understanding Relational Understanding Relational DatabasesDatabases

ObjectivesObjectives

• Understand relational databasesUnderstand relational databases

• Open a databaseOpen a database

• Enter dataEnter data

• Edit dataEdit data

• Create a databaseCreate a database

(continued)(continued)

Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition 2

Objectives Objectives (continued)(continued)

• Create a tableCreate a table

• Create primary keysCreate primary keys

• Relate two tablesRelate two tables

• Print a datasheet Print a datasheet


Understanding Relational Understanding Relational DatabasesDatabases

• Lists of information are related to one Lists of information are related to one anotheranother

• Access provides tools that allow Access provides tools that allow sorting, grouping, analyzing and sorting, grouping, analyzing and reporting data in many different waysreporting data in many different ways


Advantages of AccessAdvantages of Access

• Minimizes duplicate data, increasing Minimizes duplicate data, increasing accuracy and consistencyaccuracy and consistency

• Data entry is faster and easierData entry is faster and easier

• Data can be viewed and sorted in Data can be viewed and sorted in many waysmany ways

• Data is more secureData is more secure

• Data can be shared and edited by Data can be shared and edited by several users simultaneouslyseveral users simultaneously


Access vs. ExcelAccess vs. Excel


Opening a DatabaseOpening a Database

• Access can be opened from the Start Access can be opened from the Start menumenu

• Access can be opened by clicking Access can be opened by clicking the Access icon on the desktopthe Access icon on the desktop

• Access can be opened by double-Access can be opened by double-clicking a specific database file in My clicking a specific database file in My Computer or Windows ExplorerComputer or Windows Explorer


Terminology to KnowTerminology to Know


Entering DataEntering Data

• Focus: Focus: • Always highlighted in a different color to Always highlighted in a different color to

make it easier to find on the pagemake it easier to find on the page• Refers to which data would be entered Refers to which data would be entered

or edited if you started typingor edited if you started typing


Moving the Focus to Navigate Moving the Focus to Navigate DataDataOptionsOptions

• [Tab][Tab]

• [Enter][Enter]

• Navigation buttons:Navigation buttons:

Previous recordPrevious record

Next recordNext record


Editing DataEditing Data

• Access automatically saves Access automatically saves new datanew data and and changes to existing datachanges to existing data as soon as soon as you move to another record as you move to another record OR close the datasheetOR close the datasheet

• The edit record symbol (looks like a The edit record symbol (looks like a pencil) appears in the record selector pencil) appears in the record selector box when you are editing a recordbox when you are editing a record


Keyboard Shortcuts for EditingKeyboard Shortcuts for Editing


Resizing & Moving Datasheet Resizing & Moving Datasheet ColumnsColumns

• Left-click and drag column Left-click and drag column separators to manually widen or separators to manually widen or narrow columnsnarrow columns

• Double-click the column separator to Double-click the column separator to automatically adjust width to the automatically adjust width to the widest entry in the fieldwidest entry in the field

• Click the field name and drag it left or Click the field name and drag it left or right to move a columnright to move a column


Creating a DatabaseCreating a Database

• Start by using an Access template or Start by using an Access template or by opening a blank databaseby opening a blank database

• Navigation Pane: Allows you to move Navigation Pane: Allows you to move between between objectsobjects

• The 4 primary objects are tables, The 4 primary objects are tables, queries, forms and reportsqueries, forms and reports

• A table is the most important object; A table is the most important object; it stores all of the datait stores all of the data


The 4 Primary Access ObjectsThe 4 Primary Access Objects


Creating a TableCreating a Table

• Start by using an Access template or Start by using an Access template or by creating a table from scratchby creating a table from scratch

• 3 essential tasks in creating a table:3 essential tasks in creating a table:

* Naming the table* Naming the table

* Naming the fields* Naming the fields

* Selecting data type for each field * Selecting data type for each field (e.g., numbers, text, dates)(e.g., numbers, text, dates)


The 10 Key Data Types in a The 10 Key Data Types in a TableTable

• AutoNumberAutoNumber

• Yes/NoYes/No

• OLE ObjectOLE Object

• AttachmentAttachment

• HyperlinkHyperlink


• TextText

• MemoMemo

• NumberNumber

• Date/TimeDate/Time

• CurrencyCurrency

Creating Primary Key FieldsCreating Primary Key Fields

• Primary key fieldPrimary key field: Contains data that : Contains data that uniquely identifies each record; no 2 uniquely identifies each record; no 2 records can have the same entry in records can have the same entry in this fieldthis field

• Primary key field relates one table to Primary key field relates one table to another in a another in a one-to-many relationshipone-to-many relationship; ; one record in the 1one record in the 1stst table is related to table is related to many records in the 2many records in the 2ndnd table table


Designating the Primary Key Designating the Primary Key FieldField


Understanding Field Understanding Field PropertiesProperties• Properties = characteristics of a fieldProperties = characteristics of a field

• 2 properties required for every field: 2 properties required for every field: Field Name and Data TypeField Name and Data Type

• You can add other properties, such You can add other properties, such as Field Size, Format and Captionas Field Size, Format and Caption

• More properties = more restrictions = More properties = more restrictions = more data entry accuracymore data entry accuracy


Relating Two TablesRelating Two Tables

• Tables must be linked before queries, Tables must be linked before queries, forms or reports can be created that forms or reports can be created that utilize fields from more than one tableutilize fields from more than one table

• Tables are linked in a Tables are linked in a one-to-many one-to-many relationshiprelationship


One-to-Many RelationshipsOne-to-Many Relationships

• The primary key field is in the table on The primary key field is in the table on the “one” side of the relationshipthe “one” side of the relationship

• A foreign key field is a field in the A foreign key field is a field in the “many” table“many” table


One-to-Many LineOne-to-Many Line

• The one-to-many line shows the link The one-to-many line shows the link between the primary key field of the between the primary key field of the table on the “one” side and the table on the “one” side and the foreign key field of the table on the foreign key field of the table on the “many” side“many” side

• The infinity symbol indicates the The infinity symbol indicates the “many” side“many” side


One-to-Many Relationship One-to-Many Relationship WindowWindow


Printing a DatasheetPrinting a Datasheet

• Use Print Preview before printingUse Print Preview before printing

• Click the Office button, then click Print Click the Office button, then click Print PreviewPreview

• You will be able to see if the You will be able to see if the datasheet fits on the page; if it does datasheet fits on the page; if it does not, you can adjust column sizes, not, you can adjust column sizes, page orientation and/or page marginspage orientation and/or page margins


Datasheet in Print PreviewDatasheet in Print Preview


SummarySummary

• Use Access to create and work with Use Access to create and work with relational databasesrelational databases

• The database window helps you work The database window helps you work with Access objectswith Access objects

• Access objects help you find, enter, Access objects help you find, enter, and manage informationand manage information

• Access Help provides additional Access Help provides additional informationinformation


Documents

Microsoft Office 2007- Illustrated Introductory, Windows Vista Edition Understanding Relational Databases