1. Microsoft Access 2010 Chapter 3 Maintaining a Database

2. Add, change, and delete records Search for records Filter records Update a table design Use action queries to update records Use delete queries to delete records Specify validation rules, default values, and formats Objectives Maintaining a Database2

3. Create and use single-valued lookup fields Create and use multivalued lookup fields Add new fields to an existing report Format a datasheet Specify referential integrity Use a subdatasheet Sort records Maintaining a Database3 Objectives

4. Create a Chapter 3 folder under the Access folder Copy the Camashly Design database from your Chapter 2 folder into your chapter 3 folder as a starting point for this chapter. Maintaining a Database4 Prepare

5. Maintaining a Database5 Project – Maintaining a Database Read the project on pg. 138

6. Determine when it is necessary to add, change, or delete records in a database Determine whether you should filter records Determine whether additional fields are necessary or whether existing fields should be deleted Determine whether validation rules, default values, and formats are necessary Determine whether change to the format of a datasheet are desirable Identify related tables in order to implement relationships between the tables Maintaining a Database6 General Project Guidelines

7. What is a split form? A form that allows you to simultaneously view both simple form and datasheet views of the data. Now you will create a split form to add, search, update, and delete records. Maintaining a Database7 Creating a Split Form

8. Maintaining a Database8 Creating a Split Form Do pages 142-147

9. Filtering is simply looking at a subset of the data… Not just a single record, link searching, but a group of records. Maintaining a Database9 Using Filter By Selection

10. Maintaining a Database10 Using Filter By Selection Do pages 148- 154

11. A field is no longer necessary, additional information is needed, a change in information is needed. These all require you to make changes to the tables’ structure. Maintaining a Database11 Changing the database structure

12. We will begin by placing lookup fields in our tables. Lookup field- you type the values that will be a part of a drop-down box – Multivalued field – More than one value is stored in t he field Calculated field – can be calculated from other fields Normally not a good idea to store these, but you have the ability to do so. Users CAN NOT update this type of field. Access updates it automatically as data that affects it changes. Maintaining a Database12 Adding fields

13. Maintaining a Database13 Creating a Lookup Field Do pages 155-161

14. Update query – allows you to make the same change to all records that satisfy some criterion. – If there is no criterion, the changes will be made to ALL records. Delete query – query that will delete all the records satisfying any criterion. Append query – add a group of records from one table to the end of another table. Make-table query – add records from one table to create a totally new table. Do pages 162-164 Maintaining a Database14 Making Mass changes to a table

15. Changing the field size – simply change the maximum number of characters a user can enter in a field. Validation rules – rules a user MUST follow when entering data. Validation text – message that will appear if the rules are broken! Required field – user MUST enter data. Range of values – data MUST be within a certain range Default values – value that will be displayed on the screen in a field before the user begins adding data. Can force uppercase characters, etc. Maintaining a Database15 Making changes to table structure

16. Do pages 165-174 Maintaining a Database16 Modifying data in the table

17. The form we created in chapter one isn’t valid anymore. We have added additional fields. The easiest way to reflect these changes is to create a new form. We will also reflect the table changes in our reports. Adding totals to a datasheet is also commonly done. Changing the appearance of a datasheet may also be necessary. Do pages 174-182 Maintaining a Database17 Updating a Form, datasheet view, and reports to reflect table changes

18. How do we include Multi-value fields on a single row in a query? Do pages 183-185 Maintaining a Database18 Querying a Multivalued Field Showing Multiple Values on a Single Row

19. What is referential integrity? The property that ensures that the value in a foreign key must match that of another table’s primary key. Foreign key – field who values are required to match the primary key of another table. In the Client table, the Business Analyst Number field is a foreign key that must match the primary key of the Business Analyst Table. Do pages 187-189 Maintaining a Database19 Specifying Referential Integrity

20. Any number in the Business Analyst Number field will be rejected if it doesn’t match in the Business Analyst table Can’t change an existing # to one that doesn’t exist Notice the plus (+) sign by each business analyst in their table. Click on it. This is called a subdatasheet! Try to change the BA # in the client table to one that doesn’t exist! Try to delete a business analyst that has clients! Maintaining a Database20 What is the effect of referential integrity?

21. Do pages 194-195 Maintaining a Database21 Ordering Records

22. Homework/Labs Homework Do Wheel of Terms for Chapter 3 due at the beginning of the next class period. www.scsite.com/ac2010 Labs Copy your database from Chapter 2 and place it in chapter 3 before beginning these 2 projects! In the Lab: Lab 3 Philamar Cases and Places 1: Chamber of Commerce 22Maintaining a Database