2. Course Contents Overview: Database basics Lesson 1: Benefits of using a database Lesson 2: Table that data Lesson 3: Analyzing, viewing, and reporting data

3. Do you want to manage a large collection of information? A database helps you enter data easily, find it quickly, use it to create labels or mailings, and summarize it in printed and online reports. Database Basics Notes: **A Row is considered one Record. **A Column is a Field.

4. How a database is structured Access databases consist of objects, such as the following four important ones: Objects: the most important part of a database Tables store data in rows and columns. Queries retrieve and process data. Reports summarize and print your data. Forms control data entry and data views.

5. Starting Microsoft Access Two Ways 1.Double click on the Microsoft Access icon on the desktop. 2.Click on Start --> Programs --> Microsoft Access

6. Creating New, and Opening Existing Databases The above picture gives you the option to: Create a New Database from scratch Use the wizard to create a New Database Open an existing database The white box gives you the most recent databases you have used. If you do not see the one you had created, choose the More Files option and hit OK. Otherwise choose the database you had previously used and click OK.

7. Create a database using the Database Wizard When Microsoft Access first starts up, a dialog box is automatically displayed with options to create a new database or open an existing one. If this dialog box is displayed, click Access Database Wizards, pages, and projects and then click OK. If you have already opened a database or closed the dialog box that displays when Microsoft Access starts up, click New Database on the toolbar. On the Databases tab, double-click the icon for the kind of database you want to create. Specify a name and location for the database. Click Create to start defining your new database

8. Create a database without using Database Wizard 1.When Microsoft Access first starts up, a dialog box is automatically displayed with options to create a new database or open an existing one. If this dialog box is displayed, click Blank Access Database, and then click OK. If you have already opened a database or closed the dialog box that displays when Microsoft Access starts up, click New Database on the toolbar, and then double-click the Blank Database icon on the General tab. 2.Specify a name and location for the database and click Create. (Below is the screen that shows up following this step)

9. Tables, the building blocks of databases Each table contains rows called records and columns called fields. Tables store data, so they’re essential building blocks of any database. A database should have a separate table for every major subject, such as employee records or customer orders. Data should not be duplicated in multiple tables. Separate tables make up a database. A record is a collection of facts about a particular person, event, CD, or other item of interest.

10. Tables, the building blocks of databases A field is a single kind of fact that may apply to each person, event, or other record. The Phone and other columns are fields. For example, Postal Code is a field in an Employees table. Phone is a field in a Shippers table.

11. Fields of data The fields in your database have settings that determine the type of data they can store, how the data is displayed, and what you can do with the data. Settings include the field name, data type, primary key, and field properties.

12. Fields of data Settings include the field name, data type, primary key, and field properties. 1.Field name. If an existing field name isn’t descriptive enough, you can rename the field. 2.Data type. A field’s data type limits and describes the kind of information you can enter in a field. It also determines the actions you can perform on a field and how much memory the data uses. 3.Primary key. The primary key is a unique identifier for each record in your table. 4.Field properties. These are a set of characteristics that provide additional control over the details inside the field and that make it easier to enter and manage data.

14. TABLES A table is a collection of data about a specific topic, such as students or contacts. Using a separate table for each topic means that you store that data only once, which makes your database more efficient, and reduces data-entry errors. Tables organize data into columns (called fields) and rows (called records ).

15. CREATE A TABLE IN DESIGN VIEW 1.If you haven't already done so, switch to the Database Window You can press F11 to switch to the Database window from any other window. 2.Double-Click on "Create table in Design view". (DESIGN VIEW) 3.Define each of the fields in your table. Under the Field Name column, enter the categories of your table. Under Data Type column, enter the type you want for you categories. For example, in a Microsoft Access database, the Text and Memo field data types allow the field to store either text or numbers, but the Number data type will allow the field to store numbers only. Number data type fields store numerical data that will be used in mathematical calculations. Use the Currency data type to display or calculate currency values. Other data types are Date/Time, Yes/No, Auto Number, and OLE object (Picture).

17. Primary Key One or more fields (columns) whose value or values uniquely identify each record in a table. A primary key does not allow Null values and must always have a unique value. A primary key is used to relate a table to foreign keys in other tables. Switching Views To switch views form the datasheet (spreadsheet view) and the design view, simply click the button in the top-left hand corner of the Access program. Datasheet ViewDesign View Displays the view, which allows you to enter raw data into your database table. Displays the view, which allows you to enter fields, data-types, and descriptions into your database table.

18. Print Databases that we are familiar with include: Encyclopedias & Dictionaries Address Books Telephone Directories CD-ROM Encyclopedias Automated Card Catalog SIMS (Student Information Management System) Computerized Databases you may be familiar with include:

19. Who uses Computerized Databases in the real world? Stores use them to keep track of inventory Travel Agents can keep up with their customers and reservations Hospitals track patient information

20. PARTS OF A DATABASE 1. Fields-categories of information

21. PARTS OF A DATABASE 2. Entry-data in a field

22. PARTS OF A DATABASE 3. Record-all of the information about one item. (such as tablets)

23. PARTS OF A DATABASE 4. File-document or all of the records

24. ADJUST COLUMN WIDTHS On the Format menu, click Column Width. In the Column Width dialog box, type the width that you want. The standard width depends on the type and size of the font that you are using. The standard width is the same for all the columns and is based on the first column. If you select Best Fit, each column is sized based on the text for that column. Click OK to apply the changes. Hold down the mouse button and drag to the right to adjust the column, so that the longest data in the column is all displayed. Release the mouse button. Point between the columns JOB TITLE and SALARY. Hold down the mouse button and drag to the right to adjust the JOB TITLE column. Release the mouse button. You can also double-click at the point where two columns are split. This will automatically adjust the column width to fit the longest entry. These processes are different ways to get the same result. You will probably adopt the one that is the easiest for you.

25. PAGE ORIENTATION On the File menu, click Page Setup. In the Page Setup dialog box, click the Margins tab. Note that you can adjust the page margins to increase or decrease the information that is printed on each page. Click the Page tab and note that you can set the Orientation to Portrait or Landscape, depending on how you want to see your information printed.

26. HOW TO PRINT A TABLE Under the Objects Tab, click Tables Double click the name of the table in Datasheet view. On the File menu, click Page Setup. In the Page Setup dialog box, click the Margins tab. Note that you can adjust the page margins to increase or decrease the information that is printed on each page. Click the Page tab and note that you can set the Orientation to Portrait or Landscape, depending on how you want to see your information printed. On the File menu, click Print. You can choose to print all pages, selected pages, or selected records, based on the option that you select for Print Range. Click OK to print the table. Note that the table is printed with the formatting options that you have applied.

27. DATABASE KEY TERMS And -used to connect all criteria being searched for Ascending Order -organizing (sorting) information in order from smallest to largest or A-Z Database -an organized collection of information Descending Order -organizing (sorting) information in order from largest to smallest or Z-A Design View - A form that allows records to be entered directly into a table similar to a spreadsheet. Entry -the information entered in a field File -one set of related records in a database Field -a category of information on a record Filter - to separate out and show only records that have a specific value. Form View- the view that allows you to view, add, delete, and change data, usually one record at a time. Forms- allows you to display data in a custom format. Using forms, you can both display the information in a table and add buttons, text boxes, labels and other objects that make data entry much easier. Or -used to search for any of the criteria Query- A query is a question you ask the database. Record - a record is a single block of information that contains all the information about one item. Reports- are suited for printing and summarizing data. Search -to look for specific information Sort -to arrange information in a specific order Tables contain the actual information in your database.