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Database Design Week 10.

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Presentation on theme: "Database Design Week 10."— Presentation transcript:

1 Database Design Week 10

2 Table Instance Charts

3 Create Tables For the tables for the sample in the Wk10_TableInstanceChart.xlsx

4 Types of Data

5 Common Data Types in Access
Autonumber Text Memo Number Currency Date/Time Yes/No

6 Autonumber Use for unique sequential numbering
Commonly used for PK (Primary Key) Increments by 1 Automatically inserted when a record is added.

7 Text Used for text or combinations of text and numbers, such as addresses, or for numbers that do not require calculations, such as phone numbers, part numbers, or postal codes. Stores up to 255 characters.

8 Memo Use for lengthy text and numbers, such as notes or descriptions.
Should be used “sparingly”, because it takes up too much room in database Stores up to 65,536 characters (if not more)

9 Number Use for data to be included in mathematical calculations, except calculations involving money (use “Currency” type). When you are creating a RELATIONSHIP with an “AUTOnumber” field with the “PARENT” table

10 Yes/No Use for data that can be only 1 of 2 possible values, such as Yes/No, True/False, On/Off. Null values are NOT allowed

11 Rule One chart completed for each table Wk10_TableInstanceChart.xlsx

12 Review Relationship Essentials
Need a primary key EVERY TABLE NEEDS A PRIMARY KEY Should be 1st field Need a foreign key a Foreign Key is a column in a table used to reference a Primary Key in another table. A table does NOT necessarily have to have a Foreign Key Whenever you see: “MANY”—this will be the Foreign Key Primary key and foreign keys are essential when you create relationships that join together multiple tables in a database

13 Build Time For each of the following scenarios:
Create and write out a business narrative Create list of ENTITIES/tables Create the attributes for the table Create the ERD and the relationship rules Create a table instance chart

14 HUMAN RESOURCES DEPT. 1 BUSINESS NARRATIVE: This database will collect names of employees, their contact info, skill sets, current salary, job titles and descriptions, hire date, and departments. TABLES” EMPLOYEE,



17 Create Tables in ms access

18 Table Design View Exercise: Create table for gender

19 Datasheet View Exercise: Add data to the gender table

20 Table Design View Exercise:
Create Ribbon > Table Design in the Tables grouping Identify your own PK Moving the order of the rows

21 Create Table with Lookups
Exercise: Add data to the city entity using a look up wizard as the data type for the province

22 Add Data to an Entity Based on another entity Exercise:
Create the students table (studentID, fname, lname and gender fields only)

23 Edit an Entity Exercise: Complete the Students table
Go back and look at your default value (note it was not added to previous records entered)

24 Edit Data in Datasheet View
Exercise: Go back and add the age group and city for each of the students previously entered Datasheet view Record count Add a new record Search for a record Sort the records

25 Importing “EXCEL” Files
EXTERNAL DATA tab > select the type of file you would like to import i.e. “Excel” Click on the BROWSE button, to select the location of the file you would like Double-click on the file > OK Select the checkbox: “First Row Contains Column Headings”, if you would like to use the “EXCEL” column headings Click on the NEXT button

26 APPEND A COPY External Data tab > Import & Link group > click the Excel button > Browse button > double-click the file you would like Click: Append a copy of the records to the table > OK > NEXT > FINISH > CLOSE

27 Importing “EXCEL” Files cont.
Select the field name, set the Indexed option to Yes (NO Duplicates) and then click NEXT. Select your PRIMARY KEY NEXT> key in a NAME FINISH > CLOSE, without Saving the IMPORT step

DATABASE TOOLS > COMPACT & REPAIR button •As you add, edit, & delete objects, a database changes in size •To minimize the size of a database & improve performance should be done on a regular basis •Rearranges how a fragmented database is stored on disk

29 Want More Information Visit the following site.

30 Queries

31 QUERIES: DEFINITION Is a QUESTION to the database-asking for a “set of records” from or more Tables/Queries MS Access responds by displaying the requested data is a stored question, rather than a stored response results automatically update, IF table is edited, it allows you to view & operate on “selected subsets” of your data

32 Northwind Database

33 Single Table Queries Select fields to display Sort by?
Simple Conditions When you enter text into the criteria cell your text should be enclosed in quotes ("") to distinguish it from other expressions and operators that you may need to add.

34 Working with Text

35 Matching Text From

36 OR Statement From

37 IN Statement From

38 NOT Statement From

39 NOT IN Statement From

40 LIKE “Text*” Statement

41 LIKE “*Text” Statement

42 Hybrid / Homework Read Calculating in Access Queries
Read Calculating Totals in Access Read Working out Someone’s Age Watch Multi-Table Queries Part 1 & 2 Database Assignment Part 2


44 Quiz Time

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