MICROSOFT ACCESS 2007 BTA – Spring 2011. What is Access?  Microsoft Access is a database management system…this means that it contains database information.

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Presentation transcript:

MICROSOFT ACCESS 2007 BTA – Spring 2011

What is Access?  Microsoft Access is a database management system…this means that it contains database information and the tools used to input, edit and verify data.

BUT, what is a DATABASE?  A database is an organized collection of information about a subject.  A database allows you to store information related to a specific topic in an organized way.  Access is a database software that allows you to create RELATIONSHIPS between fields or columns in two tables.

BUT, what is a DATABASE? (cont.)  An old fashioned database would be a file cabinet. The advantage of an electronic database would be that you could sort, extract and summarize data quickly. ***What are some examples of databases you use everyday???***

Why would I need a DATABASE?  So that you can QUICKLY sort through and manipulate information… WHY NOT USE EXCEL???  Excel is a single, flat file. This means that it cannot recognize relationships. For example: If you entered every song you have on iTunes into a spreadsheet, you may have redundant information because you may have more than one song per artist…

Why would I need a DATABASE? (cont.)  Excel Example

Why would I need a database? (cont.)  ACCESS stores information in tables that are linked, or related. SO… for your iTunes list, you could have an artist table, a song table and maybe a genre table.  The relationship is established through the primary key – which is a UNIQUE identifier.

Why would I need a DATABASE? (cont.)  With an iTunes database, you can quickly query your information to generate reports such as how many songs you have in a specific genre or what songs you have by a specific artist…

Definitions you need to know…  A record is a set of details about a specific item – In an Access table, a ROW is a RECORD.  A field provides the categories for the details describing each record. In an Access table, a COLUMN is a FIELD.

Definitions you need to know…cont.  A form displays information for a single record – reduces input error.  A query sorts data for analysis.  A report is used to create printed summaries of data.

Creating an Access Database:  Database Design:  Setting up Tables and Fields: