1. http://www.cse.msu.edu/~cse103 U:/msu/course/cse/103 Day 06, Slide 1 CSE 103 103 students: Do not log in yet. Review Day 6 in your textbook. Think about why you might want to import data into a database. Others: Please save your work and log out by 10:15.

2. http://www.cse.msu.edu/~cse103 U:/msu/course/cse/103 Day 06, Slide 2 Housekeeping BT Feedback –Most of your BTs are graded. Please save comments or questions about your BTs until after class. Office hours –Carl: by appointment only Suggested times: M, W 11-12; T, R: 1-2 –Someone qualified: MW 3-5; TR 2-4 Helprooms –120 CC, Monday and Tuesday nights, 9-11

3. http://www.cse.msu.edu/~cse103 U:/msu/course/cse/103 Day 06, Slide 3 Importing Data Read Day 06 in your textbooks, then discuss the following question in your groups: –Why would you need or want to import data into a database? (The answer is not going to be spelled out in the book; you’ll have to think about it.)

4. http://www.cse.msu.edu/~cse103 U:/msu/course/cse/103 Day 06, Slide 4 Importing into a Database Two formats of text files can be used: –Fixed width Each field has a constant width –Delimited Fields are separated by delimiters Example delimiters: commas, tabs, spaces Open files Schools-1-06.txt and Schools-2-06.txt in the Day06 class folder. Assess their formats. What are the advantages of each format?

5. http://www.cse.msu.edu/~cse103 U:/msu/course/cse/103 Day 06, Slide 5 Colleges & Universities db Copy the c&u database from the Day 06 AFS space to your personal space Open it in Access and explore the tables. –What information is stored in each table? –What information is stored in two places? In one spot, it will be a primary key of the table (check Design View), in another, it will be used to represent the record in the other table (this is called a foreign key, we'll study it more later) How will this affect our import?

6. http://www.cse.msu.edu/~cse103 U:/msu/course/cse/103 Day 06, Slide 6 Importing into tbl_Schools From file, choose Get External Data, then choose Text File, navigate to the Day06 folder, and select Schools-1-06.txt. Select Fixed Width and then click Next. Adjust the breaks if needed, then click Next. Select an existing table like tbl_Schools and click Next again. Select an existing table like tbl_Schools and click Next again. Click Finish. Check the table contents. Make sure the data has ended up in the right fields!

7. http://www.cse.msu.edu/~cse103 U:/msu/course/cse/103 Day 06, Slide 7 Second Import Exercise Import the data from Schools-2-06.txt into a new table in the C&U database. Use HELP if you need it. Most of the steps are the same as before. In a new table, you can name the fields, and you can select data types. Click Next when done. If you cannot select a primary key, you can let Access add one. Click Next to advance and name the new table. In a new table, you can name the fields, and you can select data types. Click Next when done. If you cannot select a primary key, you can let Access add one. Click Next to advance and name the new table. Check the new table and be sure that the information ends up in appropriate fields.

8. http://www.cse.msu.edu/~cse103 U:/msu/course/cse/103 Day 06, Slide 8 Import Exercise Questions In your import, pay attention to the following questions: –What format style is used in this text file? –What is the role of the first line in the file? –What data types and key are appropriate? –Is the order of the fields the same between the table tbl_Schools and the text file Schools-2-06.txt?

9. http://www.cse.msu.edu/~cse103 U:/msu/course/cse/103 Day 06, Slide 9 Import Problems What problems did your group run into when trying to import? What problems did your group run into when trying to import? How did you solve them? How did you solve them? Which format style of text file was easiest to import from? What good does it do to have the data from Schools-2 in a new table? Can we move the data over somehow?

10. http://www.cse.msu.edu/~cse103 U:/msu/course/cse/103 Day 06, Slide 10 Action Queries What are action queries? What new SQL commands are needed to perform action queries? How do you create action queries in Access’ Query Design View? What happens if you make a mistake in running an action query?

11. http://www.cse.msu.edu/~cse103 U:/msu/course/cse/103 Day 06, Slide 11 Favorite music Open your musicdemo database We want to label some of our tracks as "favorites," so using design view on that table, add a new field called Favorite –What data type should we use if we just want to indicate whether or not the track is a favorite? We really like long songs, but we don't like live recordings, so construct a select query to list all tracks over 8 minutes long that don't have LIVE in their titles –(qry_day06_long_nonlive_tracks) [15] Test your query!

12. http://www.cse.msu.edu/~cse103 U:/msu/course/cse/103 Day 06, Slide 12 Update Query Switch to SQL or DesignView Change the SELECT query to an UPDATE query to mark these tracks as favorites –See pages 6-3 and 6-6 of the textbook Save the query as qry_day06_favorites Run the query to update the records Check the results of the update by looking at the table!

13. http://www.cse.msu.edu/~cse103 U:/msu/course/cse/103 Day 06, Slide 13 More on importing, moving data Import the file mp3s_06.txt from the Day 6 AFS space to a new (temporary) table in your musicdemo database What would we have to do if we wanted to get this data completely into our database in the right spots?

14. http://www.cse.msu.edu/~cse103 U:/msu/course/cse/103 Day 06, Slide 14 Append queries (1) Different parts of this file need to go to different places in our database, and some are unnecessary or redundant We can construct an append query to copy data from one table to another We'll practice with Artists, since it's a simple table

15. http://www.cse.msu.edu/~cse103 U:/msu/course/cse/103 Day 06, Slide 15 Append queries (2) Start a new query in design view, close the add tables dialog, and change the query type to an append query –Asked where to append (copy) the data TO, select tbl_Artists Now right-click to Show Table… –We have to select where to get the data FROM, select your temporary table Select each field you want to copy –Under each, use the Append To row to tell Access what field in the destination table to copy into Preview your query by switching to datasheet view –Do not actually run the query yet

16. http://www.cse.msu.edu/~cse103 U:/msu/course/cse/103 Day 06, Slide 16 Removing duplicate records: SQL DISTINCT Notice any problems here? –Scroll down for more problems We have a lot of duplicate records (Artist name is repeated with each track) and a lot of blank (no artist known, bad tags on the MP3s, etc.) –Switch to design and filter out blank Artists To remove duplicate records, we use SQL keyword DISTINCT right after SELECT –Enter in SQL view –Removes all records where all selected fields are an exact duplicate of another record

17. http://www.cse.msu.edu/~cse103 U:/msu/course/cse/103 Day 06, Slide 17 Append queries (3) SQL INSERT INTO…SELECT Go to SQL view to add the word DISTINCT (it goes right after SELECT) Notice the new keywords: INSERT INTO –These are used in all INSERT and APPEND queries, for adding new records to a table –Syntax is: INSERT INTO table (field1, field2…) –The rest is a normal SELECT query Preview the query in datasheet view Save & run the query! Then open tbl_Artists to check your results.

18. http://www.cse.msu.edu/~cse103 U:/msu/course/cse/103 Day 06, Slide 18 Next steps: Albums Look at the table albums in Design view Then look at it in datasheet view Compare this to mp3s_06 imported data How would you construct an append query to move data from mp3s_06 to tbl_Albums –What can we do about artists? Bottom line: You can't… yet. So don't!

19. http://www.cse.msu.edu/~cse103 U:/msu/course/cse/103 Day 06, Slide 19 Homework Do NOT finish importing data from mp3s.txt (we have not covered all skills you would need) Check the link on today’s classwork page for homework to do in advance of Day 07 Read Days 7 and 8 in the textbook, covering relationships and the JOIN operator –We will discuss relationships, and use JOIN to do our first multiple-table SELECT queries