CSS/417 Introduction to Database Management Systems Workshop 2

Access 2000 Session 3 Relating Tables, Modifying Table Structures, and Generating Reports

CSS/417 Workshop 23 Relating Tables - p. 74 Command sequence - Tools, Relationships Parent table - table used as the main table for a relationship Child table - the related table, often has several records for each record in the parent table Relationships for tables in the Membership database (Table 3.1) Parent/Child table relationships (Table 3.2)

CSS/417 Workshop 24 Referential Integrity - p. 74 Orphan record - a child record without a corresponding parent record Referential integrity - makes certain that related records are present

CSS/417 Workshop 25 Table Links - p. 75 Permanent link - established using the Relationships command is always in effect once defined Transient link - defined using the query- by-example feature of Access

CSS/417 Workshop 26 Subdatasheets Automatically created when a relationship between tables is created Indicated by a column of plus signs (+) Click a plus sign to see the related records for the record containing the plus sign Click the minus sign to close the display of the related records

CSS/417 Workshop 27 Controlling Data Entry and Display Field Properties box of a field Format - can be used to control how dates display Input Mask - can be used to control how you enter data (Table 3.4) Default Value - can be used to specify the automatic contents of a field Validation Rule/Validation Text Validation Rule - expression that is used to evaluate data entered Validation Text - text that appears in an alert box if the data entered does not meet the validation rule requirements These two fields are typically used together

CSS/417 Workshop 28 Replace - p. 92 Replacing Text In A Table Accomplished using the Replace in field dialog box Accessed using the Edit, Replace command sequence Access does not display a record before the contents of a field are altered

CSS/417 Workshop 29 Deleting Records - p. 92 Commands Edit, Delete Del key Delete toolbar button Timely Tip on p. 92 Access displays the prompt shown in Figure 3.29 for verification Deleted records cannot be restored to the data table

CSS/417 Workshop 210 Creating Reports - p. 94 Report template - contains the report format, headings, and fields to be included in a report Building a Report by Using a Report Wizard Use the Report tab of the database window Report Wizard - a series of dialog boxes that steps you through the process of building a report

CSS/417 Workshop 211 Report Design Window Menu Bar and Toolbar Rulers - vertical and horizontal Report Layout (Figure 3.38) Toolbox (Table 3.5) Field List Box - Figure used for adding fields to a report template Properties Sheet or Section Detail Sheet - controls the appearance of a report object Scroll Bars

CSS/417 Workshop 212 Redesigning a Report Able to move field and title boxes around the design template via a drag operation Able to resize the report bands using selection handles Able to add additional titles Able to align text as well as change the font and size of type used

Access 2000 Session 4 Creating Queries and Forms

CSS/417 Workshop 214 Definitions - p. 120 Query - a set of instructions that specifies how Access should organize or change your data Query Wizards - dialog boxes that step you through the query development process

CSS/417 Workshop 215 Dynasets Dynaset - contains the results of a query in a window Can be used like a regular table Most useful when you work with fields from several tables Any changes that are made to a dynaset field are also made to the original record If you save a dynaset as a table, any changes that you make to it are not automatically reflected in the tables that were originally used as input

CSS/417 Workshop 216 Creating a Query Activate the Queries tab of the Database window Click the New button Select the type of query Interact with the dialog boxes

CSS/417 Workshop 217 Query Design Window - p. 124 QBE grid - controls which fields appear in the dynaset Parts of the grid Field - contains the name of the field Table - contains the field’s table name Sort - controls the order of displayed data Show - displays a field in the dynaset Criteria - enter a relationship condition to display selected records - Table 4.1 and Table 4.2, 4.4

CSS/417 Workshop 218 Query Calculations - p. 130 Able to embed calculations in a query SQL aggregate functions (Table 4.5) Activated by clicking the Total toolbar button Adds a Total line to the QBE query grid

CSS/417 Workshop 219 Joining Tables Tables can be joined for performing a query Tables being joined must have a common field (a field with the same values from table to table) Linking performed via a drag operation

CSS/417 Workshop 220 Forms - p. 141 Form - provides for customized data entry instead of using the datasheet window Found on the Forms tab of the database window Form Wizards - a series of dialog boxes prompting you about your form requirements

CSS/417 Workshop 221 Conditional Formatting Format, Conditional Formatting commands Can be used for forms or reports Examines the contents of a field Based upon field’s contents able to specify: Font/Font size/Font color Background color Text attributes (boldface, underline, italics)

CSS/417 Workshop 222 Calculations in a Form A text box must be created to hold the calculated field The calculation itself is specified using that field’s Properties box Get to Data tab Enter formula in the Control Source text box Can be built using the Expression Builder

CSS/417 Workshop 223 Building a Chart Use a Form Wizard Specify the field to be used The chart appears as the form