Microsoft Access Ervin Ha

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

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

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

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

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

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.

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

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.

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

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

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.

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)

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

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"

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

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"

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

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

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