5 Common Data Types in Access AutonumberTextMemoNumberCurrencyDate/TimeYes/No
6 Autonumber Use for unique sequential numbering Commonly used for PK (Primary Key)Increments by 1Automatically inserted when a record is added.
7 TextUsed 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 databaseStores up to 65,536 characters (if not more)
9 NumberUse 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/NoUse for data that can be only 1 of 2 possible values, such asYes/No,True/False,On/Off.Null values are NOT allowed
11 RuleOne chart completed for each tableWk10_TableInstanceChart.xlsx
12 Review Relationship Essentials Need a primary keyEVERY TABLE NEEDS A PRIMARY KEYShould be 1st fieldNeed a foreign keya 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 KeyWhenever you see: “MANY”—this will be the Foreign KeyPrimary 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 narrativeCreate list of ENTITIES/tablesCreate the attributes for the tableCreate the ERD and the relationship rulesCreate a table instance chart
14 HUMAN RESOURCES DEPT. 1BUSINESS 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 ViewExercise:Create table for gender
19 Datasheet ViewExercise:Add data to the gender table
20 Table Design View Exercise: Create Ribbon > Table Design in the Tables groupingIdentify your own PKMoving 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 enteredDatasheet viewRecord countAdd a new recordSearch for a recordSort the records
25 Importing “EXCEL” Files EXTERNAL DATA tab > select the type of file you would like to importi.e. “Excel”Click on the BROWSE button, to select the location of the file you would likeDouble-click on the file > OKSelect the checkbox: “First Row Contains Column Headings”, if you would like to use the “EXCEL” column headingsClick on the NEXT button
26 APPEND A COPYExternal Data tab > Import & Link group > click the Excel button > Browse button > double-click the file you would likeClick: 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 KEYNEXT> key in a NAMEFINISH > CLOSE, withoutSaving 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 QUERIES: DEFINITIONIs 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
33 Single Table Queries Select fields to display Sort by? Simple ConditionsWhen 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.