INTRODUCTION TO DATABASES USING MICROSOFT ACCESS Basic Database Terms Create A Database Creating Table Fields Populating a Table Modifying Data Create Queries © 2004 Indiana University Division of Labor Studies

BASIC DATABASE TERMS Database – A collection of interrelated data. Worker Personal Information – name, address, phone numbers, address Worker’s Job Information – trade/skill, primary occupation, shift, department, supervisor, manager, years of employment, years as apprentice, etc. Organizing Interaction With Worker – first date of contact, union support, number of union meetings worker has attended. Managers – personal information, job information, interaction with workers during organizing campaign.

BASIC DATABASE TERMS (CONT’D) Table – A collection of related data. Workers table Managers table Data is arranged into rows and columns Each column represents a field Each row represents a record Field – A single piece of data Examples of fields: first name, last name, address, city, state, zip code, home phone number, etc.

BASIC DATABASE TERMS (CONT’D) Record – A group of fields combined to make one complete set of information. First NameMiddle NameLast Name Fields ToddDavidMcDaniel Record

BASIC DATABASE TERMS (CONT’D) Primary Key – A field that uniquely identifies a record. Examples: Worker ID, Worker Number, Order Number First NameMiddle NameLast Name ToddDavidMcDaniel Worker ID 1 JohnRobertSmith2

BASIC DATABASE TERMS (CONT’D) Query – A request for information from a database. General Query: Request all data on a specific worker Specific Query: Request the names and phone numbers of all workers that live in Indianapolis. Database Management System (DBMS) – A program that allows you to create a database, populate a database, modify a database, and query a database.

CREATING A DATABASE 1)In Windows, click on the Start button 2) Go to Programs >> Microsoft Access 3) In the resulting screen and small box that appear, select Blank Access Database and then select OK. 4) In the resulting small box that appears, you will need to give a name for the database. From the Save in: drop-down box, select Desktop – the location where the database will be saved. In the File name: box, enter the word Test, which will be the name of the database. When ready, click on the Create button.

CREATING A DATABASE (CONT’D) Resulting Screen: Database Main Menu

CREATING TABLE FIELDS Overview 1) In the Database Main Menu, make sure Tables is selected in the Objects bar. 2) Then select Design at the top of the Database Main Menu

CREATING TABLE FIELDS (CONT’D) Resulting Screen: Design View – Used to create and modify table fields

CREATING TABLE FIELDS (CONT’D) 3) To create new fields, type in a name that describes the field (single piece of data) in the Field Name column. Example: First Name 4) The first field entered should be the field that will represent the primary key (i.e. Worker ID). 5)Once a field name has been entered, specify the data type. Ask yourself: Will the data in the field be: Text A Number A Date/Time Currency

CREATING TABLE FIELDS (CONT’D) 6) When ready, make the appropriate data type selection from the drop-down in the Data Type column. 7) Specify which field will represent the primary key (will be shown in following demonstration). 8) Save the table, giving it an appropriate name (will be shown in following demonstration).

CREATING TABLE FIELDS (CONT’D) Creating Fields Demonstration Create the following fields in Design View: Field NameData Type Worker IDAutoNumber First NameText Last NameText AddressText CityText StateText Zip CodeText First Date of ContactDate/Time Union SupportNumber

CREATING TABLE FIELDS (CONT’D) 1)Right-click in the small box just to the left of the field named Worker ID 2) Select Primary Key from the drop-down. This will set the Worker ID field as the primary key. 3) Go to File and then select Save from the Microsoft Access File menu at the top, left-hand corner. 4) In the resulting small box, save the table as Workers. Then, click on the OK button. This action will save the table and the fields you created.

POPULATING A TABLE Overview 1)Find the table icon in the top, left-hand corner, just underneath the Microsoft Access File menu. 2) Click on the table icon. 3)The Datasheet View will now display. The Datasheet View is where all data entry takes place. Records are created here. 4) Enter data into each field. As the first piece of data is entered, a record will be created.

POPULATING A TABLE Populate Demonstration 1)Create six records using the fields available and the following criteria: For the first two records, enter Indianapolis into the City field. For the next two records, enter Beech Grove into the City field. For the last two records, enter Greenwood into the City field. Use each union support number (1,2,3,4) at least once. For all other fields, enter made-up data.

MODIFYING DATA 1) Simply go to the Datasheet View corresponding to the table you are working with. You can directly update data for any record.

CREATE QUERIES Overview 1)From the Database Main Menu, select Queries in the Objects bar. 2) Select New at the top of the Database Main Menu. 3)In the resulting small box that appears, make sure Design View is highlighted. Then, click the OK button. 4)In the resulting small box called Show Table, select the Tables tab. Then select the table you created – Workers. Click the Add button and then click Close. This step will allow you to query information from the Workers table.

CREATE QUERIES (CONT’D) When creating queries, you can request for specific records and accompanying fields to be shown based on certain criteria. In Microsoft Access, there are six areas that can be utilized in creating a query. Field – Used to specify which fields should be apart of the query (either for display and/or to be used as criteria. Table – Used to specify the table that houses the fields that will be a part of the query. Sort – Used to specify how the records will be sorted when the query is run. (i.e. Sort by last name A to Z).

CREATE QUERIES (CONT’D) Show – Used to indicate whether a field involved in the query should show in the query results. Criteria & Or – Used to specify criteria that will limit the query results returned.

CREATE QUERIES (CONT’D) Query Demonstration 1)Show all records and fields where the worker’s City is Indianapolis 2) Show the first name, last name, and address fields where the worker’s Union Support is 3.