XP Chapter 2 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 1 Building The Database Chapter 2 “It is only the farmer who faithfully plants seeds in the Spring, who reaps a harvest in the Autumn.” —BC Forbes

XP Chapter 2 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 2 Level 2 Objectives: Populating and Relating the Database Tables Import data into a database Set a table’s primary key Create foreign keys Create one-to-many and many-to-many relationships Use a subdatasheet to view related records in a table

XP Chapter 2 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 3 Populating the Database Tables Populating database  Load tables with data  Enter data in datasheets  Import data

XP Chapter 2 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 4 Copying Records from One Table to Another Import existing data from another table  Table structure must be identical  Select all of records  Click copy button  Click edit on menu bar  Click paste append Correct errors with AutoNumber field record numbers that should be incremented sequentially  Delete AutoNumber field from table  Add it back

XP Chapter 2 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 5 Importing Data from an Excel Workbook Can import data and create table at same time  Review contents of workbook to understand how it is arranged If column heading names comply with rules for naming fields in access  Access uses them as field names data imported If column headings absent or do not comply  Access assigns generic field names

XP Chapter 2 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 6 Importing Data from an Excel Workbook (continued) Access can import most data from worksheet  Not graphics  Formulas converted to numbers  Hyperlinks imported as text data Usually entire worksheet imported  Can import range of data

XP Chapter 2 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 7 Import Spreadsheet Wizard

XP Chapter 2 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 8 Setting a Primary Key Field

XP Chapter 2 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 9 Working with Primary and Foreign Keys Primary key and foreign key counterparts  Must have same data type and field size  Fields must contain identical values Primary key value must exist before entering corresponding record  If referential integrity set User cannot enter null value into primary key field Required property  Nonprimary key field  Ensure that users enter value into field

XP Chapter 2 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 10 Working with Primary and Foreign Keys (continued) Works to make data retrieval faster  Access creates index for primary key field Index  List maintained by database  Associates field values in indexed field with records that contain field values

XP Chapter 2 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 11 Creating an Index Increase speed at which access searches Open table in design view  Select field to index  Click indexed property Create index for any field  Except fields of type Memo Hyperlink OLE object

XP Chapter 2 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 12 Creating an Index for a Nonprimary Key Field

XP Chapter 2 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 13 Creating an Index View indexes created in table  Click indexes button Create indexes for as many fields as necessary to optimize searches in database Records indexed when table saved Updated automatically as records added deleted, or changed As database grows  Indexes might slow down database

XP Chapter 2 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 14 Creating an Index (continued) Increases size of database Slows down database  Must update index as users add change and delete records Add indexes as needed  When improved performance necessary Delete indexes to  Increase speed  Reduce file size

XP Chapter 2 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 15 Creating One-to-Many Relationships Between Tables Open relationships window  Click relationships button Relationship has certain properties  Type One-to-many One-to-one Many-to-many  Attributes Specify how to manage changes when records updated or deleted

XP Chapter 2 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 16 Relationships Window

XP Chapter 2 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 17 Edit Relationships Dialog Box

XP Chapter 2 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 18 Creating a Many-to-Many Relationship Between Tables Use junction table to create many-to-many relationship Create 1:M relationships between both tables and junction table

XP Chapter 2 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 19 Using a Subdatasheet to View Related Records After importing data into database  Good idea to open each table in datasheet view  Check data for problems Plus box appears for relationships  Click to view subdatasheet

XP Chapter 2 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 20 Level 2 Summary Import data from  Other Access tables  Excel Index  Used to aid searches Create relationships using Relationships Window