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Succeeding in Business with Microsoft Access 2013
Building The Database
Chapter 2
Succeeding in Business with Microsoft Access 2013
Chapter Introduction
• Learn different techniques for:– Creating tables – Entering data – Verifying data– Relating tables– Documenting database objects – Backing up database– Repairing database– Securing data
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Succeeding in Business with Microsoft Access 2013
Tools Covered in This Chapter
• Database Documenter• Database security• Datasheet view• Design view• Import Spreadsheet Wizard
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• Input Mask Wizard• Lookup Wizard• Relationships window• Subdatasheet
Succeeding in Business with Microsoft Access 2013
Level 1 Objectives: Creating the Database Tables
• Review the database design• Create the database tables using the database
design• Work in Design view
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Succeeding in Business with Microsoft Access 2013 5
Creating the Database Tables:Reviewing the Database Design
• Make sure that the database stores data in the correct format and outputs the correct queries, forms, and reports
• Analyze the client’s needs and make sure the design is easy to understand
• Limit the scope of a new system
Succeeding in Business with Microsoft Access 2013 6
Succeeding in Business with Microsoft Access 2013
Creating the Database Using the Database Design
• Start Access click New tab in the navigation bar on the File tab
• Database window – Main control panel for database
• Navigation pane– Located on the left side of the window– Lists all objects (tables, reports, etc.) in the
database
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Succeeding in Business with Microsoft Access 2013
Creating a Table by Entering Data in Datasheet View
• Datasheet view– Shows table’s records in rows and table’s fields in
columns• Table window– Indicates table’s name
• Just start entering data• Access adds ID field to datasheet
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Succeeding in Business with Microsoft Access 2013
Datasheet View
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Succeeding in Business with Microsoft Access 2013
Creating a Table by Entering Data in Datasheet View (cont’d.)
• Click save button– Save as dialog box– Enter table name
• Change to design view– Click view button in Views group on the Home tab
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Succeeding in Business with Microsoft Access 2013
Working in Design View
• Design view– Define table’s fields and field properties – Rearrange order of fields as necessary
• Table design grid– Top part of design view– Includes Field Name, Data Type, and Description
columns– Each row • Field in table
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Succeeding in Business with Microsoft Access 2013 12
Working in Table Design View (cont’d.)
• Field properties pane– Bottom part of design view– Displays field properties for selected field
• Rules when naming fields and database objects– Up to 64 characters and any combination of:
• Letters• Numbers• Spaces• Special characters except ., !, `, [, and ]
Succeeding in Business with Microsoft Access 2013
Working in Design View (cont’d.)
• Rules when naming fields and database objects (cont’d.)– Cannot begin with space
• Some organizations establish standards for naming objects and fields
• Field size property – Limit number of characters to store in Short Text field – Set the type of numeric data in Number field– Create a reasonable margin of error
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Succeeding in Business with Microsoft Access 2013
Adding Descriptions to Fields in Table Design View
• Description property – Document contents – Identify field as primary or foreign key – Provide users with instructions about entering
values into field• Primary Key button– Access adds a key symbol to indicate the table’s
primary key
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Succeeding in Business with Microsoft Access 2013
Creating a Table in Design View
• Click Table Design button on Create tab• Enter field names, data types, and properties
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Succeeding in Business with Microsoft Access 2013
Evaluating and Testing the Table Design
• By moving to next record – Access saves record in table– To cancel record • Press Esc key
• After designing table– Evaluate for potential problems
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Succeeding in Business with Microsoft Access 2013
Displaying Descriptive Field Names Using the Caption Property
• Caption property – Changes way field name is displayed– Specifies how field name will appear in different
database objects– Default caption property • Field name for all data types
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Succeeding in Business with Microsoft Access 2013
Formatting Field Values Using an Input Mask
• Input mask – Predefined format – Applied to field – Values are displayed using format specified– Ensures that all of necessary data entered
• Literal characters– Not stored in database– User does not need to type them
• Use the Input Mask Wizard18
Succeeding in Business with Microsoft Access 2013
Input Mask Characters and Descriptions
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Succeeding in Business with Microsoft Access 2013 20
Validating Fields to Ensure Accurate and Consistent Data
• Validation rule – Compares data entered by user against one or
more valid values• Validation Rule property – Specifies valid values that users can enter
• Validation Text property– Opens a dialog box that explains the valid values
Succeeding in Business with Microsoft Access 2013
Validating Fields to Ensure Accurate and Consistent Data (cont’d.)
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Succeeding in Business with Microsoft Access 2013
Automating Data Entry by Using a Default Field Value
• Default Value property – Enters default value into any type of field – Except for AutoNumber field
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Succeeding in Business with Microsoft Access 2013
Automating Data Entry by Using a Lookup Field
• Lookup field– Lets user select field value – From: • List of existing field values stored in database • List of values specified when lookup field
created• Change field’s data type to Lookup
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Succeeding in Business with Microsoft Access 2013
Level 1 Summary
• Create tables by:– Entering data– Using design view
• Customizing tables– Captions– Validation rules– Using Lookup
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Succeeding in Business with Microsoft Access 2013
Level 2 Objectives:Populating and Relating the Database Tables
• Create additional tables for the database• Import data into a database• Work with primary and foreign keys• Create one-to-many and many-to-many
relationships between tables• Use a subdatasheet to view related records
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Succeeding in Business with Microsoft Access 2013 26
Populating the Database Tables
• Populating database– Load tables with data– Enter data in Datasheet view– Import data• Copy and Paste• Import from Excel workbook
Succeeding in Business with Microsoft Access 2013
Importing and Copying Records from One Table to Another
• Import existing data from another Access table– Table structure must be identical– Open tables in Datasheet view– Select all of records– Click Copy button– Open target database table– Click Paste button
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Succeeding in Business with Microsoft Access 2013
Importing Data from an Excel Workbook
• Can import data and create table at same time– Review contents of workbook to understand how
it is arranged• If column heading names comply with rules
for naming fields in Access: – Access uses them as field names data imported
• If column headings are absent/do not comply:– Access assigns generic field names
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Succeeding in Business with Microsoft Access 2013
Importing Data from an Excel Workbook (cont’d.)
• Access can import most data from worksheet– But not graphics– Formulas converted to numbers– Hyperlinks imported as text data
• Usually, the entire worksheet is imported– Can import named ranges of data
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Succeeding in Business with Microsoft Access 2013 30
Succeeding in Business with Microsoft Access 2013
Setting a Primary Key Field
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Succeeding in Business with Microsoft Access 2013 32
Working with Primary and Foreign Keys
• Primary key and foreign key counterparts – Must have same data type, field size, and field values
• Primary key value – Must exist before entering corresponding record if
referential integrity is set– Cannot be null
• Required property– Nonprimary key field– Ensures that users enter value into field
Succeeding in Business with Microsoft Access 2013
Working with Primary and Foreign Keys (cont’d.)
• Works to make data retrieval faster– Access creates index for primary key field
• Index– List maintained by database– Associates field values in indexed field with
records that contain field values
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Succeeding in Business with Microsoft Access 2013
Creating an Index
• Increase speed at which access searches• Open table in design view– Select field to index– Click indexed property list arrow
• Create index for any field– Except fields of type• Calculated• Attachment• OLE object
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Succeeding in Business with Microsoft Access 2013 35
Succeeding in Business with Microsoft Access 2013
Creating an Index (cont’d.)
• View indexes created in table– Click indexes button on Show/Hide group on Design
tab• Create indexes for as many fields as necessary to
optimize searches in database– Records indexed when table saved– Updated automatically as records added, deleted, or
changed – As database grows
• Indexes might slow down database
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Succeeding in Business with Microsoft Access 2013
Creating an Index (cont’d.)
• Increases size of database • Slows down database – Must update index as users add, change, and
delete records• Add indexes as needed – When improved query performance is necessary
• Delete indexes to:– Increase speed – Reduce file size
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Succeeding in Business with Microsoft Access 2013
Creating One-to-Many Relationships Between Tables
• Open relationships window– Click relationships button on Database Tools tab
• Relationship has certain properties – Type• One-to-many• One-to-one• Many-to-many
– Attributes • Specify how to manage changes when records
updated or deleted38
Succeeding in Business with Microsoft Access 2013 39
Succeeding in Business with Microsoft Access 2013
Edit Relationships Dialog Box
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Succeeding in Business with Microsoft Access 2013 41
Creating a Many-To-Many Relationship Between Tables
• In Design view– A junction table to create the many-to-many
relationship– The primary key is a combination of fields• Referred to as a composite primary key
– Create the one-to-many relationship between individual tables involved
– Create the many-to-many relationship
Succeeding in Business with Microsoft Access 2013
Using a Subdatasheet to View Related Records
• After importing data into database– Open each table in Datasheet view – Check data for problems
• Expand indicator (box with the plus sign) appears for relationships– Click to view subdatasheet with the related
records
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Succeeding in Business with Microsoft Access 2013
Level 2 Summary
• Import data from – Other Access tables– Excel
• Index– Used to aid searches
• Create relationships using Relationships Window
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Succeeding in Business with Microsoft Access 2013 44
Quick Quiz
• What is a null value? – A null value is one that is unknown or unavailable or missing.
• Which property should be used to ensure that users enter a value into a field? – The required property
• True or False? Only two tables are required in a many-to-many relationship. – False
• True or False? A junction table will always have a composite key.– True
Succeeding in Business with Microsoft Access 2013 45
Level 3 Objectives:Maintaining and Securing a Database
• Learn about the role of the database administrator
• Compact repair and back up a database• Document the database design using the
Database Documenter• Secure a database from unauthorized use
Succeeding in Business with Microsoft Access 2013 46
The Database Administrator Role
• Database administration (DBA)– Responsible for maintaining database– Sets security and other features of database
• Default option for opening database– Available to other users at same time
• Open access database in four ways– Open mode, Open Read-Only mode, Open
Exclusive mode, Open Exclusive Read-Only mode
Succeeding in Business with Microsoft Access 2013
Compacting and Repairing a Database
• Compact– Data and objects reorganized– Unused spaces reassigned and deleted– Result• Decreased file size • Improved efficiency
– Can be done manually or every time database closed• Backing up the database before compacting and
repairing is good procedure
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Succeeding in Business with Microsoft Access 2013 48
Backing Up a Database
• Creates copy of database – Use to restore in event of loss
• Schedule database backups based on manageable amount of data loss
• Store copy in fireproof location offsite• Created on external media such as:– CD, DVD, USB flash drive, external hard drive
Succeeding in Business with Microsoft Access 2013 49
Backing Up a Database (cont’d.)
• Back up database– Click File tab, Share tab, Save Database As button– Under Advanced, click Back Up Database– Opens the Save As Dialog box for location to save
backup– Use default backup database name (add date)
• Might take few minutes to several hours• Backup copy can be opened like any other
Access database
Succeeding in Business with Microsoft Access 2013
Documenting the Database Design
• Database Documenter – Produces report of every object or just selected
objects in database• Click Database Tools tab, and then click the
Database Documenter button– Tabs at top of documenter dialog box – Select objects by type
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Succeeding in Business with Microsoft Access 2013
Documenter Dialog Box
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Succeeding in Business with Microsoft Access 2013
Securing a Database From Unauthorized Use
• Plan for and to prevent data loss• Protect database from unintentional or
malicious damage• DBA must open database with exclusive access
prior to setting protection features• Tools– Setting database password– Encrypting a database– Hiding database objects
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Succeeding in Business with Microsoft Access 2013
Using a Password to Protect a Database
• Password– Collection of characters that user types to gain
access to file• Database administrator sets database
password – Users cannot open database file in Access unless
they provide correct password
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Succeeding in Business with Microsoft Access 2013
Encrypting a Database to Prevent Unauthorized Use
• Access 2013 combines two tools for database security– Encryption and database passwords– When you encrypt a database with a password,
the data is made unreadable by other tools• Encrypt with Password option
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Succeeding in Business with Microsoft Access 2013
Hiding Database Objects From Users
• Casual users may damage database by:– Unintentionally altering object’s design – Deleting object entirely
• Hide objects from being displayed in Navigation Pane– User will not be able to accidentally or
intentionally damage database• Revealing hidden object not difficult• Hide using Properties dialog box
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Succeeding in Business with Microsoft Access 2013 56
Level 3 Summary
• Compact database• Backup database• Document database• Secure database– Password– Encryption– Hiding objects
Succeeding in Business with Microsoft Access 2013 57
Chapter Summary
• Create tables using one of three methods• Import data from other Access tables or Excel• Create relationships using Relationships
Window• Secure database– Password– Encryption– Hiding Objects