Access 2007 Database Application Managing Business Information Effectively BCIS 1 and 2

What do you know about Access Access

What is a database? (DB)  Organized collection of facts or data about a subject  A way to organize vast amounts of data  Access 2007 is a database management system  Access 07 provides functions to store, search, filter, query, and report data in a DB  Data management can be done manually with index cards, files, folders  Access is an electronic file cabinet

Database

Define  Field  Record  Table  Data  Datasheet  Database  File  Sort  Primary Key  Query  Report  Database Object  Form  Design View  Datasheet View  Form View

Database Terms  Field – a category or type of information Ex: first name; last name; address; city, state A field name can be up to 64 characters including spaces.  Data - Distinct pieces of information, usually formatted in a special way.formatted  Database - Often abbreviated DB. A collection of information organized in such a way that a computer program can quickly select desired pieces of data. You can think of a database as an electronic filing system.computerprogramselectdatadatabasesystem

Database Terms  Database objects are tools that are created to store, maintain, search, analyze, and report data. (Ex: table, form, query)  Table appears in spreadsheet format. Each row in the table represents a record.  Tables are referred to as datasheets.  Fields are items of data that make up a record. (each field has a field name)  A table can have up to 255 fields.  Field content is specific data in a field.

Database Terms  When designing a DB you should create at least one field in each table that provides a unique code or number to identify each record. This is a primary key.  Forms are used to display one record at a time and can contain fields from several different tables. It is easier & more accurate to update data using the form.  Queries are a structured way to tell Access to search the records and retrieve data that meets certain criteria from one to more DB tables.

Database Terms  Reports display information retrieved from databases.

Relational Database Management System  Data is divided into separate, subject- based tables that you can bring together in reports.  Link data in the 2 tables together by customer number & create reports with information from both tables.  Prevents data redundancy (repeating data) Names & Addresses Sales Info

What is a Relational Database?

Ribbon of Tabs Navigation Pane Work Pane Status Bar displays current view in work pane Golf Member Table Close Button

Fields and Records Records Fields are columns (up & down)--Records are rows (left & right)

Create a new table in Design View

Creating Fields in Design View

Friends Table – Home Tab

Form

Field Types  Text  Memo  Number  Date/Time  Currency  AutoNumber  Yes/No  Ole Object  Hyperlink  Attachment  Lookup Wizard

Design View Data Type

Input Mask for Zip Code 1 – Click on phone 2 – Click on Input Mast at the bottom under General Tab 3 – Click next 4 – Follow prompts but read selections. 5 – Be sure to select data symbols

Lookup Wizard for City Name Look-up Wizard

Create a Report Using the Wizard

Real world examples of database applications  Credit Cards  You are a customer in your favorite Dept. Store.  Your favorite CDs or DVDs  Data in a school  Address Book on your account

What have you learned?