1. Review: ACCESS Database Systems
Chapter 1: Finding Your Way Through a
Database
Chapter 2: Relational Databases and
Multi-Table Queries
Chapter 3: Customize, Analyze, and
Summarize Query Data
Chapter 4: Create, Edit, and Perform
Calculations in Reports

2. Chapter 1
Tables
Queries
Reports
Forms
Macros
Modules
Objects

3. Field Record Table Database A database is made up
of one or more tables
Field
Record
Table
Database
Individual fields
Individual tables in a database
Records

4. Work with Table Views
Design View
Datasheet View

5. Datasheet View Primary key field Navigation buttons Scroll bar
Navigation bar

6. Design View Click F6 to switch between the upper and lower panes
Key symbol identifies primary key field
Click F6 to switch between the upper and lower panes
Set field properties in the
lower pane

7. Primary & Foreign Keys
Primary Key (PK)- Uniquely identifies each record in a table. It is needed for searching the database.
Some times if there is no unique value in a table the database designer may use a auto number in Access to use a unique serialized number as the primary key.
Examples: SIN, Student Number, heath card number.

8. Primary & Foreign Keys
Foreign Key (FK)- A field in one table that is a primary key in another table. It is with these values we can build relationships between tables.
The values of an FK must satisfy one of two conditions:
- any FK-value is a value appearing in the referenced table or a null value.
Non Key- a regular field in a database.

9. Forms, Queries, and Reports
Query
Form

10. Filters Create a subset of records Do not change underlying table data
Two types
Filter by Selection
Filter by Form

11. Filter by Selection Table before filter by selection Results of filter
Filter by selection being applied from pre-determined criteria

12. Filter By Form Inequity setting used in a Filter by Form process
Selection of criteria during Filter by form process

13. Sorting Table Data Last Name field sorted descending
Last Name field sorted ascending

14. Establishing Relationships
Click and drag to create a relationship
Primary Key
Foreign Key

15. Establishing Relationships
Infinity symbol notes referential integrity has been applied

16. Referential Integrity
Enforce Referential Integrity

17. Chapter 2 Five different ways to create tables Using Table Wizard
Using data sheet view
Using design view
Creating tables with queries
Creating tables by importing external data sources

18. Data Types of Fields
Attachment    Files, such as digital photos. Multiple files can be attached per record. This data type is not available in earlier versions of Access.
AutoNumber    Numbers that are automatically generated for each record.
Currency    Monetary values.
Date/Time    Dates and times.
Hyperlink    Hyperlinks, such as addresses.
Memo    Long blocks of text and text that use text formatting. A typical use of a Memo field would be a detailed product description.
Number    Numeric values, such as distances. Note that there is a separate data type for currency.
OLE Object    OLE objects (OLE object: An object supporting the OLE protocol for object linking and embedding.
Text    Short, alphanumeric values, such as a last name or a street address.
Yes/No    Boolean values.

19. Work with Properties
Field Size property
Caption property

20. Properties Field size- Adjusts the size of the text field
Format- changes the way field is displayed. Does not effect the value.
Input Mask- facilitates data entry
Caption- Label used for the field
Default Value- the automatically entered value
Validation Rule- Rejects records that do not conform to rules entered.
Validation Text- Error returned when validation rule is broken.
Required- Forces user to enter in value if selected.
Allow Zero Length- Allows text length of 0.
Indexed- increases efficiency of search on the field

21. Table Design Considerations
1. Field Size Property 2. Validation Rules 3. Store Data in its Smallest part 4. Avoid Calculated Fields 5. Plan for Date Arithmetic 6. Design Multiple Tables

22. Create Tables – Primary Key
Primary Key icon
Primary Key Field

23. Query Types
A select query retrieves data from one or more tables and displays the recordset in a datasheet. You can also use a select query to group data, and to calculate sums, counts, averages, and other types of totals.
A parameter query displays a dialog box when it runs, prompting the user to enter information to use as criteria for the query.
A cross-tab query arranges a recordset to make it more easily visible, using both row headings and column headings. Data can be seen in terms of two categories at once.
An action query creates a new table or changes an existing table by adding data to it, deleting data from it, or updating it.
An SQL query is created by using a statement in Structured Query Language (SQL).

24. Wizard/Design View
As with forms and reports, Access provides two basic ways to create queries: by using a wizard, and in Design view.
The wizard, also known as the Simple Query Wizard, gives you a head start in setting up your query's structure by making some arrangements for you.
In Design view you have total control when creating a query. You drag the fields you want to a grid, and then you enter the criteria for selecting the data to be retrieved.

25. Specifying Criteria in a Select Query
Fields in design grid allow us to specify criteria for the dataset
Field row – displays the field name
Sort row – enables you to sort the dataset
Show row – controls whether or not you see a field in the dataset
Criteria row – determines the records that will be selected for display

26. Specifying Criteria – And and Or
Or Criterion and resulting dataset
And criterion and resulting dataset
OR finds records that can match one or more conditions
AND finds records that must match all criteria specified

27. Database Analysis Tools
SELECT fname FROM customer
WHERE lname=“Smith”
ORDER BY fname
Returns records in the fname field only where the lname field is equal to Smith. Records are sorted in ascending order by first name
Clauses
- Added to statements to restrict/specify records
WHERE clause
- Specifies which records to return
ORDER BY clause
- Specifies sort order

28. Structured Query Language
SELECT Orders.CustomerID, Orders.EmployeeID, Orders.OrderDate, Orders.Freight
FROM Orders
WHERE (((Orders.OrderDate)>#3/25/2010#)) OR (((Orders.EmployeeID)<7));

29. Structured Query Language
SELECT Orders.CustomerID, Orders.EmployeeID, Orders.OrderDate, Orders.Freight, [Order Details].Quantity
FROM Orders INNER JOIN [Order Details] ON Orders.OrderID = [Order Details].OrderID
WHERE (((Orders.OrderDate)>#3/25/2010#) AND (([Order Details].Quantity)>7)) OR (((Orders.EmployeeID)<7));

30. Structured Query Language
SELECT DISTINCTROW Account.BID, Sum(Account.Balance) AS [Sum Of Balance]
FROM Account
GROUP BY Account.BID;

31. Data Aggregates Use a Totals Query to Group
Grouping field
Field to be totaled
select Location, sum(Balance)
where Account, Branch
group by Location
Organizes query results into groups
Only use the field or fields that you want to total and the grouping field

32. Creating Queries – Using the Query Wizard
Query Wizard icon
Select Simple Query Wizard

33. Creating Queries – Using the Query Wizard: continued

34. Chapter 3
Create a calculated field in a query
Create expressions with the Expression Builder
Perform date arithmetic
Create and work with data aggregates

35. Parts of an Expression Constants: a named item whose value remains
Identifiers
Value
[Price] * [Quantity_On_Hand] * 0.7
Operator
Constants: a named item whose value remains
constant while Access is running
Values: literal values such as the number 1,75 or
the word “Hello”

36. What Are Expressions Used For?
You can use an expression to:
perform a calculation
retrieve the value of a field or control
supply criteria to a query
create calculated controls and fields
define a grouping level for a report
Result of a calculation in a query formed by using an expression

37. What Are Expressions Used For?
You can use an expression to:
perform a calculation
retrieve the value of a field or control
supply criteria to a query
create calculated controls and fields
define a grouping level for a report
Result of a calculation in a report formed by using an expression

38. Creating a Calculated Field
Expression using existing fields in a database
Total Value: [Price] * [Quantity_On_Hand]
Descriptive name for new field preceded with colon (:)
Use correct syntax
Assign a descriptive name to the field
Enclose field names in brackets

39. Calculated Field in a Query
Query Design View
Calculated Field
A calculated field is added to a blank column in the design grid

40. Add a Total Row in a Query
The total row can be added to the design grid by clicking the Totals Icon
Totals Icon
Total row added to the query

41. Expression Builder
Expand folders by clicking plus sign
Fields available in current query
Use expressions to add, subtract, multiply, and divide the values in two or more fields/ controls

42. Variations of DatePart Function
=DatePart(“q”, “01/22/2007”)
Displays the quarter in which the given date falls
=DatePart(“h”, Now())
Displays the hour part of the current date
=DatePart(“d”, Now())
Displays the day part of the current date

43. Variations of the DateDiff Function
=DateDiff(“d”, [orderdate],[shippeddate])
Displays the number of days between ordering and shipping
=DateDiff(“m”,#01/06/2006#, #07/23/2007#)
Displays the number of months between the two dates
=DateDiff(“d”,[dateborn], Now())
Displays the number of days between the dateborn field and the current date

44. Reports Chapter 4 seven sections: - report header - page header
- group header
- details
- group footer
- page footer
- report footer