1. Microsoft Access
Ervin Ha

2. Content What is Microsoft Access Why use Access Limitations
Basic background information
Advanced features
Example
Conclusion

3. MS Access Microsoft Program Part of the Microsoft Office suite
Used to create relational database management system (RDMS)
consists of multiple tables, each storing specific information
relates information from one table to another
One-to-many relationships are the power behind a relational database
Query the database to find information
Enter information into forms
Display results in reports

4. Why use RDMS Facilitate information sharing Reduce data redundancy
data can be queried from multiple tables
joined and displayed in a subset of records
Reduce data redundancy
the same data is not stored over and over again
Keep data accurate
a change in data is made in one table but appears updated in all queries and reports

5. Why use MS Access Easy to use Stand-alone Lots of support
GUI, Looks good
Stand-alone
Do not require any other program to run or use
Lots of support
Help File, Message boards
Relatively cheap
Comes with MS Office Suite
Integration
Can be integrated with other MS Office applications

6. Limitations It’s a Microsoft product Overly user- friendly
Bugs galore
Overly user- friendly
Tried too hard to predict what you what to do
Not suited for large databases
Takes up lots of computer resources
Expensive
Must buy from Microsoft. Not open source
Complicated to use for connectivity to other types of databases

7. Basics of Access The key window in Access is known as
the ‘database window’.
Seven objects can be launched from this window:
Tables
Queries
Forms
Reports
Pages
Macros
Modules
These objects, in turn, become their own windows.

8. Basics of Access
The smallest piece of information in a database is called a field
customer name
A group of related fields is called a record
customer name, address, phone number
A table is a collection of records about a particular subject
customers
A relational database consists of a set of related tables
Customers and Orders and Products

9. Basics of Access Primary Key Composite Key Foreign Key
A field used to uniquely identify each record
Every table in a database must have a primary key defined
Composite Key
More than one field used in combination to uniquely identify each record
Foreign Key
A field (in one table) that is related to a primary key in another table within the same database.

10. Basics of Access Queries A subset of table information
Similar to filter or find operation within table
searches for records according to specified criteria and displays these records
Also like a sort operation
can change the order of records
Differs from filter and sort in that a query can be run against several tables

11. Basics of Access Forms Reports
Used to easily view, enter, and change data directly in a table
retrieves the data from one or more tables, and displays it on the screen
also display pictures and other objects
can contain a button that prints, opens other objects, or otherwise automates tasks
Reports
Used to analyze your data or present it a certain way

12. Advanced Features Microsoft Jet database engine
The part of the Access database system
Retrieves and stores data in user and system databases.
Thought of as a data manager upon which database systems, such as Access, are built.

13. Advanced Features Open Database Connectivity (ODBC)
A standard method of sharing data between databases and programs.
ODBC drivers use the standard Structured Query Language (SQL) to gain access to external data.
Use to connect
Microsoft SQL Server databases
Microsoft FoxPro databases
other programs that provide 32-bit drivers in compliance with ODBC Level 1 to access their data files (Oracle RDMS, Paradox, dBASE, Lotus)

14. Advanced Features Data Access Objects (DAO) A data access interface
communicates with Microsoft Jet and ODBC-compliant data sources
Used to connect to, retrieve, manipulate, and update data and the database structure.
Enable you to manipulate the structure of your database and the data it contains from Visual Basic

15. Advanced Features The following code creates a new
TableDef object and sets its Name
property:
Dim dbs As DAO.Database
Dim tdf As DAO.TableDef
Set dbs = CurrentDb
Set tdf = dbs.CreateTableDef
tdf.Name = "Contacts"

16. Advanced Features Connectivity OLE DB ActiveX Data Objects (ADO)
A component database architecture
provides efficient network and Internet access to many types of data sources
relational data, mail files, flat files, and spreadsheets.
ActiveX Data Objects (ADO)
manipulate the structure of your database and the data it contains from Visual Basic.
Many ADO objects correspond to objects that you see in your database

17. Advanced Features The following code creates a new
TableDef object and sets its Name
property:
Dim tbl As New ADOX.Table
Dim cnn As ADODB.Connection
Set cnn = CurrentProject.Connection
tbl.Name = "Contacts"

18. Example Building from scratch Other examples
Staticfree Technology relationship diagrams
Student Courses database
Other examples
FLI (Forms, Data entry)
Bookstore (SQL queries, Reports)

19. Conclusion Explained MS access Basics you need to know
Relational Database Management System
Basics you need to know
Keys, Tables, Queries, Forms, Reports
Advanced features
Jet Engine, ODBC, DAO, ADO, OLE
Examples

20. Questions