Microsoft Office Access 2010 Lab 1 2016 Creating a Database In this lab, you will learn how to create a database and table objects with proper field definitions; how to enter and edit data in a table; and how to preview and print information.

Access Lab 1 Objectives Plan, create, and modify a database Create and save a table structure Define field names, data types, field properties, and primary key fields Enter and edit data Add attachments

Objectives continued… Change views 7. Adjust column widths Use the Best Fit feature Create a second table Navigate among records

Objectives continued… Add, copy and move fields Add and delete records Document a database Preview and print a table Change page orientation Close and open a table and database

Concept Preview Database Object Data Type Field Property Primary Key Relationship Subdatasheet Database - An organized collection of related information Typically, the information in a database is stored in a table consisting of vertical columns and horizontal rows Object - An object is an item, such as a table or report, that can be created, selected, and manipulated as a unit. Field Name - Used to identify the data stored in the field Data Type - Defines the type of data the field will contain Field Property - A characteristic that helps define a field A set of field properties is associated with each field Primary Key - A field that uniquely identifies each record Relationship – establishes the association between common fields in two tables. Subdatasheet – a data table nested with a main data table that contains information that is related or joined to the main table.

Concept 1 Database Table Record Field Continue on page 32 of IM Concept 1 Database Database Organized collection of related information Table Vertical columns & horizontal rows where information is stored Record A row Information about one person, place, or thing Field A column Smallest unit of information Access databases can contain multiple tables that can be linked to produce combined output from all tables Table – Contains data like a file contains data Record – A row containing information about a thing, person or place Field – Each column is a field which is the smallest piece of information about a record

Examples Registration - UDSIS Continue on page 32 of IM Examples Registration - UDSIS Course Descriptions – UD Course Inventory - http://www.udel.edu/registrar/ Shopping – Gemplers.com (and others) Contacts in a Phone - Access databases can contain multiple tables that can be linked to produce combined output from all tables Table – Contains data like a file contains data Record – A row containing information about a thing, person or place Field – Each column is a field which is the smallest piece of information about a record

Designing a New Database Explain that planning is a must for creating a database Plan - The first step in the development of a database is to understand the purpose of the database Design – Using the information gathered during the planning step, you can create an implementation plan and document functional requirements, which can then be used to build a conceptual data model, data dictionary, logical data models, screens, report formats, programs, and so on Develop –Using the design you created, you are ready to create tables to hold the necessary data Implement –After setting up the table, you enter the data to complete each record You should continue to test the data and design during this step Review –The database should be reviewed periodically to ensure that the initial objectives have been met and to identify required enhancements

Concept 2 Object The table object is the basic unit of a database and must be created first, before any other types of objects are created Please stress that all major Access objects are based on tables Access displays each different type of object in its own tab. You can open multiple objects from the same database file in the work area; however, you cannot open more than one database file at a time in a single instance of Access To open a second database file, you need to start another instance of Access and open the database file in it

Concept 3 Data type defines the type of data the field will contain Used to ensure right kind of data is entered Important to choose appropriate data type Access needs to know the data type of a field in order to manage it correctly Data type helps assure that the correct data is entered in the field Before you create your table, carefully look over the data that will be entered and decide on the correct data types Note: Fields such as social security number, telephone number and zip codes are entered with a data type as TEXT, since these fields are not used in calculations Numeric fields are used for calculations

Concept 4 Characteristic that defines a field Field Property Characteristic that defines a field Each field has a set of properties Enhances the way table works A field property is a characteristic that helps define a field A set of field properties is associated with each field Each data type has a different set of field properties Setting field properties enhances the way your table works

Concept 5 A field that uniquely identifies each record Primary Key A field that uniquely identifies each record Used to associate data from multiple tables Most tables have at least one primary key Requirements Key data MUST be unique Field cannot be empty or null Data in the field rarely changes A primary key is a field that uniquely identifies each record Most tables have at least one field that is selected as the primary key The data in the primary key field must be unique for each record. For example, a Social Security number field could be selected as the primary key because the data in that field is unique for each employee Other examples of a primary key field are parts numbers or catalog numbers (One example of a field that should not be used as the primary key is a name field, because more than one person can have the same last or first name.) A primary key prevents duplicate records from being entered in the table and is used to control the order in which records display in the table This makes it faster for databases to locate records in the table and to process other operations The primary key is also used to create a link between tables in a database

1-13 Concept 6 Relationship Establishes the association between common fields in two tables Related fields Must be the same data type Must contain the same kind of information Can have different field names Special exceptions for the AutoNumber data type Once a relationship is established, referential integrity rules can be enforced The rules ensure that a record in a primary table cannot be deleted if matching records exist in a related table and a primary key value cannot be changed in the primary table if that record has related records

Concept 7 A data table nested in a main data table 1-14 Concept 7 Subdatasheet A data table nested in a main data table Contains information related or joined to the main table Allows easy viewing and editing Created automatically when relationships are established Employee Records Maldin Jobs Subdatasheets are created automatically whenever relationships are established between tables Database

Creating and Naming the Database File 1-15 Creating and Naming the Database File Several methods can be used to create a database: Use a template Start with a blank database Import data from another source

Access Application Window 1-16 Access Application Window The Access 2007 Ribbon, located below the title bar, currently consists of five tabs These tabs contain the commands and features used to create and modify a database Most tabs appear automatically as you perform different tasks and open different windows The Table Tools Datasheet tab is open and contains buttons that are used to access basic database features The large area below the Ribbon is the work area where different Access components are displayed as you are using the program When the new database file is created, it includes one empty table named Table1 A table is one of several different database components or objects that can be included in the database file

Using the Navigation Pane 1-17 Using the Navigation Pane The Navigation pane along the left edge of the work area displays all the objects in the database and is used to open and manage the objects When there are many different objects, the pane organizes the objects into categories and groups within each category Used to quickly access the different objects. The Navigation pane is always displayed, but can be collapsed to a bar to provide more space in the work area. The Shutter Bar close button, located in the upper-right corner of the pane, is used to show or hide the pane.

Stop Here!