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WEEK 10 Database Design. TABLE INSTANCE CHARTS Create Tables For the tables for the sample in the Wk10_TableInstanceChart.xlsx.

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Presentation on theme: "WEEK 10 Database Design. TABLE INSTANCE CHARTS Create Tables For the tables for the sample in the Wk10_TableInstanceChart.xlsx."— Presentation transcript:

1 WEEK 10 Database Design


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


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 1 st 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: MANYthis 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,




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

28 COMPACTING & REPAIRING A DATABASE 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.


31 Is a QUESTION to the database-asking for a set of records from 1 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 QUERIES: DEFINITION

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.


35 Matching Text

36 OR Statement

37 IN Statement

38 NOT Statement

39 NOT IN Statement

40 LIKE Text* Statement

41 LIKE *Text Statement

42 Hybrid / Homework Read Calculating in Access QueriesCalculating in Access Queries Read Calculating Totals in AccessCalculating Totals in Access Read Working out Someones AgeWorking out Someones Age Watch Multi-Table Queries Part 1 & 212 Database Assignment Part 2


44 Quiz Time

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