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All You Ever Wanted To Know About Access (that we can cover in three hours) Instruction and Tables Developed by Bob Thurman, Richardson ISD Instruction.

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Presentation on theme: "All You Ever Wanted To Know About Access (that we can cover in three hours) Instruction and Tables Developed by Bob Thurman, Richardson ISD Instruction."— Presentation transcript:

1 All You Ever Wanted To Know About Access (that we can cover in three hours) Instruction and Tables Developed by Bob Thurman, Richardson ISD Instruction Edited by Terence Peak, UIW

2 What You Will Learn Today Defining Tables, Queries, Reports and Forms Database Planning Developing Tables From Table Templates Manually From External Data In the Design View

3 What You Will Learn Today Setting the Primary Key Creating Relationships Running Queries Creating Forms Generating Reports Making Labels Creating Charts

4 Definitions Database: Tables, forms, queries, reports in one file. Record: A set of Data about a person or thing. Field: A category of information that pertains to all records (in a column format). Value: A single piece of data. Source- New Horizons source booklet ; Access Level 1, Course Edition11

5 Definitions Table: A group of records and fields stored as rows and columns. Query: A question the searches a database for information. Form: A document used to input table data, arranged in an order specified by the user. Report: Graphic interface used to display the output of a table or query. Primary Key: The Primary Key is a combination of fields that contain values that uniquely define records. Source- New Horizons source booklet ; Access Level 1, Course Edition11

6 Planning a Database Identify the Purpose of the Database What do you want the database to tell you. What kinds of data will be in the database. Describe who will use the database. Review Existing Data Existing databases, spreadsheets, documents, invoices, etc. Determine Fields Develop fields to generate information that is pertinent to the database. Fields should contain smallest meaningful value. Source- New Horizons source booklet ; Access Level 1, Course Edition11

7 Planning a Database Group Fields into Tables A table should contain information on ONE SUBJECT. Too many tables is not a problem, too few is. Normalize Data Once a table is complete, enter data to determine whether or not the data yields good information. This process assists in determine if you are asking for information as the smallest meaningful value. Determine Primary Key The Primary Key is a combination of Fields that contains values that uniquely define records. It establishes relationships between tables. Source- New Horizons source booklet ; Access Level 1, Course Edition11

8 Creating a Table

9 Blank Database Open Access Click on Start Click All Programs Click Microsoft Office Click Access When the page opens, locate and click New Blank Database

10 Blank Database Look on the right side of your screen Create a FileName Each word of the File Name is capitalized. Spaces may be used (in prior versions of Access, spaces were not allowed). This format us used for queries, forms and reports. Click Create

11 Table A Table is a group of records and fields stored in rows and columns In a table, a row is referred to as a record, and a column is referred to as a field. A Record is set of Data about a person or thing. A Field is a category of information that pertains to all records.

12 New Table The new table opens looking like the illustration above. As with all other Office 2007 products, all of the database functions are accessed through the Ribbon Click the Create tab to create a table

13 New Table In previous versions of Access new tables were created using one of three methods: Manually in the Design View Using the Table Wizard From external data In Access 2007, tables can be created: Manually Using a Table Template From (or as) a SharePoint list From external data In the Design View

14 Manually Create a New Table Click the Create tab Click Table

15 Manually Create a New Table By default the table has two fields ID and Add New Field. (ID will be used for the Primary Key) Double-click Add New Field to name the field Field names should accurately describe the data entered into the field Fields should contain smallest meaningful value

16 Manually Create a New Field To add a additional fields, move the mouse to the edge of the field and click Click the New Field icon and a new field template will appear

17 Add Field Template There are several categories of pre- formatted fields, Double-click on the name of the field template to add the field Continue the process until all of the necessary tables have been added.

18 Templates A table template is an empty table that you can start using as- is, or modify to suit your needs. Templates are designed to be used with Windows SharePoint Services 3.0 These are the available templates: Contacts A table for managing business contact information Tasks A table for tracking tasks Issues A table for tracking issues Events A table for managing events Assets A table for managing business assets After you create a table by using a table template, you may want to add fields by using field templates.

19 Create a New Table from a Template Click the Create tab Choose Table Templates Choose Contacts

20 Create a New Table from a Template This creates a pre- formatted table containing contact information, (first name, last name, etc.) The table can be edited to remove columns (fields) that are unnecessary Notice that ID is the first field

21 The ID Field The ID field is crated by Access to provide a uniquely defined record that can be used as the Primary Key A number is automatically assigned to the ID field once information is added to other fields within the table The records will be numbered sequentially

22 Editing a Field (Column) There are two choices for editing fields in a table; rename or delete Right-click on the field name Choose rename or delete If renaming, remember o name the field so that the name accurately describes the information in the field

23 Create a Table from External Data (Excel) Click the External Data tab Choose Excel (Data will be imported from Excel)

24 Create a Table from External Data On the next page, click Browse and locate the Excel file (Data.xls) Choose Import the source data… Click OK

25 Create a Table from External Data On the next page, click Next Click the box “First Row Contains Column Headings” Click Next Click Next again

26 Create a Table from External Data Check the box “Let Access choose the primary key” This will add an additional field (ID), and number it to create a primary key. If a primary key is not necessary, check No primary Key Click Finish Click Close

27 Edit and Create tables in Design View To edit the database in the design view, click on table Addresses: Table Click the Home tab Click the Design View Icon

28 Edit Fields in Design View Field Names are the Column headings in a data base. For example ID, First Name and Last Name are Field Names can me edited in Design View Double-click on Zipcode to select the field, and type Zip Code Repeat to change M/F to Gender Note the Primary Key Symbol in the ID Field

29 Edit Fields in Design View Data Types denote the types of information (number, date/time, text) contained in a Field Data Types can be edited Click on Zip Code Click the Data Type Field Click on the Drop Down List arrow Choose Text

30 Edit Field Properties in Design View Field Properties may also be edited for content. Field Properties are below the Fiend Name and Data type tabs Select Zip Code Click the General Tab Double click Field Size to change the Field Size to 20

31 Edit Field Properties in Design View Double-click required and change Required to Yes These edits now limit the size of the Zip Code field to 20 characters Since Yes is selected in the Required field, the field may not be left blank when adding data to the table

32 Input Mask The Input Mask allows for text added to a table in a pre determined format Select Zip Code Click the General tab Choose Input Mask and click on the toggle Click Save on the pop- up menu

33 Input Mask The Input mask will format numbers and spacing for Phone Numbers Zip Codes SSNsDateTime Choose an Input Mask Click Finish Zip codes will now be entered as a 10-digit format

34 Input Mask Add a second Input Mask so that the Phone Number is in the proper format. Be sure to change the Data Type to Text Change the Field Size to 15

35 Create a Table in Design View Click the Create tab Choose Table Design

36 Create a Table in Design View The Field Name and Data Type columns open along with Table Properties Double click Field Name tab to name the field Student ID Change Data Type to Auto Number

37 Create a Table in Design View Field Name Data Type StudentID Auto Number ExerciseLogIDNumber WorkoutDateDate/Time HoursNumber MinutesNumber SecondsNumber Add the following Field Names and Data Types to the table

38 Create a Table in Design View Click Save Name the table Workout Click OK. If asked to create the Primary Key click Yes

39 Create a Table in Design View The primary key may also be set by right- clicking in the column next to the field name Choose Primary Key from the list

40 Create a Table in Design View Rows may also be added or removed by right-clicking in the column next to the field name Click Insert Rows or Delete Rows

41 The Primary Key The Primary Key is a combination of Fields that contains values that uniquely define records. It is possible to set multiple Primary Keys is a table. It is possible to set multiple Primary Keys is a table. Relationships require a Primary Key to be set. Once you designate a primary key for a table, Access will prevent any duplicate or Null values from being entered in the primary key fields.

42 Types of Primary Keys AutoNumber: This Field can be set to automatically enter a sequential number as each record is added to the table. This is the simplest way to create a primary key. Single-field primary keys: If you have a field that contains unique values such as ID numbers or part numbers, you can designate that field as the primary key. Multiple-field primary keys: in situations where you can't guarantee the uniqueness of any single field, you may be able to designate two or more fields as the primary key. Common when a table is used to relate two other tables in a many-to-many relationship. Multiple-field primary keys: in situations where you can't guarantee the uniqueness of any single field, you may be able to designate two or more fields as the primary key. Common when a table is used to relate two other tables in a many-to-many relationship.

43 Change Primary Key Open the Addresses Table Notice that ID is the Primary Key, it needs to be changed to SSN Right-click on the Key Icon Click Primary Key Move to SSN Right-click on the Key Icon Click Primary Key There must be data in new Primary key field

44 Relationships

45 Types of Relationships One to One: An association between two tables in which one record a table relates to only one record in the other table. One to Many: An association between two tables in which one record in a table can relate to many records in the other table. Many-to-Many : An association between two tables in which one record in either table can relate to many records in the other table.

46 Creating Relationships Using the current Database Student Data – Tables Only Click the Database Tools tab Click Relationships All tables in a database must be closed to create relationships

47 One-to-One Relationships The Show Table menu opens. Be sure that the Tables tab is selected Click on the Students and click Add Click Workout and Click Add Both tables should be in the Relationship Window Close the Show Table menu

48 One-to-One Relationships Click and drag from StudentID in the Students table to ExerciseLogID in the Workout table. Note that both fields are Primary Keys The relationship type should be One-To-One Click Create Click OK

49 Editing Relationships To remove a relationship, Right- click on the relationship line Click Delete Click Yes The relationship is removed

50 One-to-Many Relationship Click on the Relationships icon on the toolbar and create a relationship between StudentID in the Students table and StudentID in the Workout table Click Enforce Referential Integrity & both boxes below it The relationship type is One to Many Click Create

51 One-to-Many Relationship Notice the “infinity” symbol-denoting a One-to-many relationship Save your work, then close the Relationships window

52 Relationships A relationship works by matching data in key fields - usually a field with the same name in both tables. In most cases, these matching fields are the primary key and a foreign key A foreign key indicates how the tables are related in the other table. If you want to change the Primary Key, you must first delete (remove) the relationship between the tables.

53 Queries

54 Queries A Query is a question the searches a database for information. If a relationship is established, a query can be run from two or more databases. Queries can be fine-tuned to; Give specific information about a data field. Summarize information over years, days or months. Review multiple tables to find duplicate information.

55 Running Queries Click on the Create tab Click Query Wizard (far right on the tab) The Query menu opens, choose Simple Query Wizard Click OK

56 Query Choose Table: Workout, click on the Tables/Queries dropdown menu Select the WorkoutDate and Distance fields from the Workout table By clicking the field name, then the > The field names will appear in Selected Fields Click Next

57 Query Click Summary Click Summary Options

58 Query Click Sum Click OK Click Next

59 Query Click Year Click Next

60 Query Name the query Workout Check Open the query to view information Click Finish Check your results, then close the window The result is a table that summarizes all of the runs for each year by total distance

61 Query in the Design View Using the Design View to create quires provides additional flexibility. Queries can be modified and to generate specific results. Click Query Design

62 Students by Zip Code Query Select the Students table Click Add Click Close

63 Students by Zip Code Query Click and drag these fields; StudentID, FirstName, LastName, and PostalCode to the first four columns

64 Students by Zip Code Query To sort by Zip Code, click under PostalCode in the Sort row Select Ascending. There should be check marks under each field.

65 Students by Zip Code Query Click on Run! on the ribbon to run the query. Click Save Save as Zip Code Click OK The result of this query is a list of all of the students sorted by zip code, lowest to highest

66 2001 Query Click Query Design Click Open. Select the Workout table Click Add Click Close

67 2001 Query Click and drag WorkoutDate and Distance to the first two fields under WorkoutDate Next to Criteria type Between 01/01/01 and 12/31/01 Save the query and run it. The result is a list of all runs for 2001

68 Long Runs Query Click Query Design Double-click the Students and Workout tables Click Close Click the fields window to open the dropdown menu Double-click Students:FirstName, and Students:LastName Click and drag Workout:WorkoutDate and Workouts:Distance to the next two columns.

69 Long Runs Query In the Criteria Row, in the Distance Field, type >10 Save Run the query What is the result?

70 This or That Query Click Query Design Double-click the Students table Click Close Click and drag FirstName, LastName, Address, City, StateorProvince, and PostalCode from the Students table to the first seven columns.

71 This or That Query Under LastName type Thurman in the first Criteria row and Jones in the second Criteria row. Under PostalCode type in the first Criteria row and in the second Criteria row Save your work Run the query The result is a list of everyone named Thurman or Jones who lives in the or75080 zip code

72 Find Duplicates in Queries Click Query Wizard Select Find Duplicates Query Wizard Click OK

73 Find Duplicates in Queries Select the Workout table Under View, click Table Click Next

74 Find Duplicates in Queries Select Distance Click Next

75 Find Duplicates in Queries Click >> to select all fields Click Next Click Finish What is the result?

76 Unmatched Query Click Query Design Select Find Unmatched Query Wizard Click OK

77 Students Without Matching Workout Query Select the Students table Click Next Select the Workout table Click Next Tables should be selected for both tables

78 Students Without Matching Workout Query Click >> to select all fields Click Finish Close all Queries

79 Forms

80 Forms A Form is document used to input add data to a table. It can be arranged in an order specified by the user. Forms can be developed so that someone accessing a database can input data into table, without being able to access the table.

81 Form Wizard On the Create tab, choose More Forms Click Form Wizard

82 Form Wizard Select the Students table, then select all fields by clicking >> Select the Workout table, then select all fields by clicking >>

83 Form Wizard Deselect the StudentID field in the Workout table by clicking on it, then on < Click Next

84 Form Wizard Accept the defaults by clicking Next twice. Choose Flow Click Next Click Finish

85 Forms For the purposes of this class, this is a brief exercise in creating a form. Forms can be much more complicated and can be modified to perform a significant number of functions To see some of the options available in a form open BikCitLuis.mdb and open the BikeCity Form

86 Reports

87 Reports A Report is the graphic or hardcopy output of a table or query. Reports are in a more legible format than a query Reports can be formatted to be easier to read and understand Data output from a report can be sorted and grouped according desired output Output can be as labels or as a chart

88 Report – Workout Total By Week On the Create tab Click Report Wizard.

89 Report – Workout Total By Week From the Students table, select FirstName and LastName, From the Workout table, select WorkoutDate and Distance Click Next Accept the defaults Click Next

90 Report – Workout Total By Week Double-click WorkoutDate as the Grouping Level Click on Grouping Options

91 Report – Workout Total By Week Select Week as the grouping interval Click OK Click Next

92 Report – Workout Total By Week Click on Summary Options, choose either Detail and Summary or Summary Only Click OK Click Next

93 Report – Workout Total By Week Choose Landscape Orientation Choose a Layout Click Next Choose Style Click Next Name the report Workout Total By Week Click Finish

94 Labels Click on the Students Table Click Labels in the Reports Group

95 Labels Choose 5260 as a Label type Click Next Accept the defaults Click Next

96 Labels Add the following fields in this format: FirstName > > LastName > Address > Address > City > State > City > State > ZipCode > ZipCode Click Next

97 Labels Sort by Zip Code Click Next Click Finish

98 Viewing Tables, Queries, Forms & Reports Click the down arrow next to Tables Select All Access Objects

99 Questions? Terence Peak, M.Ed. Coordinator of Technology Training Blackboard Certified Trainer The University of the Incarnate Word (210)


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