1 CSS/417 z zIntroduction to Database Management Systems Workshop 1

2 Access 2000 Session 1 Introduction to Databases and Access 2000

3 Database Terminology - p. 2 zDatabase - repository in which tables, reports, queries, and other objects are stored zTable - storage entity for a database zRecord - contains related information about an entity (single transaction) zField - contains a fact about an entity zRelational database - allows you to link records from two or more tables based on the contents of a common field

4 Database Terminology (cont.) zKey - used to order, identify, and retrieve record in the database zPrimary key - unique identifier for a particular record zSecondary key - allows multiple occurrences of the same value zTable structure - set of instructions regarding the arrangement of information within a record, the type of characters, field length, and any limitation you want to impose on the data to be entered

5 Database Terminology (cont.) zForm - paper-like method of accessing and entering data in a table zQuery - provides the ability to answer a question about the data in a table(s) zReports - provides the ability to arrange table data as well as to perform calculations and then print a paper-based report

6 Determining Outputs zAn integral part in building a database. The desired outputs must be determined before the database is built yAllows you to determine the type of data to be stored in the database yAllows you to determine the data transformations (calculations and so forth) that have to be executed against the data

7 Designing Fields - p. 3 zDesign the structure with an eye for future use zEach field should contain the smallest piece of data as possible zTwo or more data elements should not share a field zWell-designed fields provide flexibility when you are creating secondary keys

8 Access 2000 Modes - p. 5 zMenu-driven interface - allows you to interact with a database and its objects using menu commands zProgram mode - lets you store instructions in a Visual Basic program file and execute them by executing the program zThis book concentrates on the menu interface

9 Creating a Database zWays to create a database yCreate a blank database and then insert your own objects yCreate a database using an Access template or Wizard xSwitchboard - provides easy access to a number of different database features yUse the database that accompanies the text for assigned exercises

10 Interacting with Access zAccess Window zToolbars zContext Menus zDatabase window yObjects bar yTabs - provide access to database objects zStatus bar

11 Creating a Table Structure - p. 12  Naming a Table yUp to 64 characters can be used (letters, numbers, spaces, and special characters, except the period (.)) yDo not use an extension yNo leading spaces or control characters zDefine Field Types - p. 13  Set Field Properties in Field Properties box yIncludes such things as field length, default values, field checks and so forth

12 Adding Records to Table - p. 19 zDatasheet window - used to display the contents of a table yEach row contains a record yEach column contains a record field zSpeedbar - appears at the bottom of the window and is used to navigate through the records in a table

13 Entering Data in a Table - p. 20 zRecords are entered in the Datasheet window yPress the Enter key after entering data in a field to progress to the next field yWhen the last field of a record is finished, pressing Enter adds a blank record yTable 1.5 contains various commands zArrow keys can be used to move from one record or field to another

14 Editing Records - p. 25 zTable 1.6 shows the various commands used to edit records in a table zMemo fields are accessed using the Zoom (Shift +F2) command zCrude reports can be generated using the Print button

15 Printing zAccess allows you to create “quick and dirty” reports by clicking the Print toolbar button yA row/column presentation is used yField names appear along the top yRecords are rows yFields are columns yA grid is printed around each field

16 Access 2000 Session 2 Manipulating and Sorting Tables

17 Deleting and Restoring Grid Lines zGridlines - automatically included around each field zControlled by the Cells Effects dialog box zAccessed via the Format, Cells command sequence

18 Changing Field Display Width zFormat, Column Width command sequence zDragging - drag right margin of field name cell zPointing - clicking field name selects the entire column zWhen exiting the datasheet, Access prompts you about saving any changes (Figure 2.8)

19 Moving a Field - p. 44 zSelect a field by clicking the column title cell zUse a drag operation to move the selected field zA square appears next to the mouse pointer zPosition at the desired location

20 Hiding a Field - p. 45 zSelect the field(s) zUse the Format, Hide Column command sequence zYou can also use the context menu

21 Locking a Field - p. 47 zFreeze identifying fields on the datasheet zUse the Format, Freeze Columns command sequence zA black line appears to the right of the frozen fields zFrozen fields now stay on the screen as you pan across the fields of a record

22 Record Pointer - p. 49 zRecord pointer (thick black arrow head) helps you keep track of where you are with a table zThe character is used in the left-hand table cells to indicate the pointer location zThe pointer moves by using keyboard, scrollbar, or speedbar commands

23 Find Command - p. 53 zActivation - use the Edit, Find command sequence or click the Find toolbar button (Timely Tip top of p. 53) zEither command activates the Find in field dialog box zSearch feature Wildcards zSubsequent searches - Timely Tip bottom of p. 54

24 One Field Sort - p. 56 zCan be accomplished using the Sort Ascending or Sort Descending toolbar buttons zSelect the field to be used in the sort zClick the desired sort button

25 Multiple Field Sort - p. 58 zFilter - process used to process or rearrange data in a table zUse the records, Filter, Advanced Filter/Sort command sequence zActivates the filter window zSpecify the fields and sort order zExecute by clicking the Apply Filter/Sort button of the toolbar

26 Display Selected Records - p. 63 zUse the filter to display records that meet certain criteria zEnter criteria in the filter cells  Execute by clicking the Apply Filter/Sort button of the toolbar yFilter By Form yFilter By Selection