1. IST 220 – Intro to Databases Lecture 2 Touring Microsoft Access

2. 8/27/2002IST 220 -- Intro To Databases2 Microsoft Access As A DBMS Basic objects are provided to support common DBMS functionality Multiple views are used to provide graphical interfaces to different users User friendly graphical interfaces make define and implementation DB’s easy Macros (and modules) facilitate convenient application capabilities

3. 8/27/2002IST 220 -- Intro To Databases3 Main Objects In Access Table – defines and stores data Query – provides a custom view of data from one or more tables Form – provides a convenient way to enter, display, and/or print data Report – presents selected data in attractive fashion Page – formats selected data in HTML file so that is can be displayed by a Web browser Macro – analogous to a program

4. 8/27/2002IST 220 -- Intro To Databases4 Objects & Their Relationships Tables Queries DA Pages FormsReports Macros Trigger Open/Filter Print/View/Filter

5. 8/27/2002IST 220 -- Intro To Databases5 Typical Usages Administrators/Developers Use all objects End users with read/write permission Use forms to display, add or modify data entries they are allowed to access End users with read-only permission Read data from reports End users have no knowledge of macros

6. 8/27/2002IST 220 -- Intro To Databases6 The Database Window

7. 8/27/2002IST 220 -- Intro To Databases7 Tables Tables contain columns and rows, or Fields – store different types of data, and Records – collect all the information of a particular instance of the subject (or an entity) No two records may be identical A set of attributes which can uniquely identify a record is referred to as a primary key of the entity. For two different records, their primary keys may have the same value.

8. 8/27/2002IST 220 -- Intro To Databases8 Design & Normal Views Design view is used during development Normal view is used By end users during operation By developers during development, to make sure their product looks right For tables, normal view is the datasheet view, in which data are represented in a tabular format

9. 8/27/2002IST 220 -- Intro To Databases9 Table Window In Datasheet View

10. 8/27/2002IST 220 -- Intro To Databases10 When Is Data Saved?

11. 8/27/2002IST 220 -- Intro To Databases11 Table Window In Design View

12. 8/27/2002IST 220 -- Intro To Databases12 Find & Replace

13. 8/27/2002IST 220 -- Intro To Databases13 Data Validation Data validation is a crucial part of any database system Some simple validations are supported automatically by Access A non-numeric value is entered to a field which is integer by definition More sophisticated validation are implemented by user Garbage In, Garbage Out (GIGO) – no system can produce valid output from invalid input

14. 8/27/2002IST 220 -- Intro To Databases14 Forms Forms are used to Control and enhance the way the data looks Perform extensive editing using macros Link multiple forms or reports by using macros that are run from buttons on a form Forms can be displayed in Design view, or Form view

15. 8/27/2002IST 220 -- Intro To Databases15 Form Window In Form View

16. 8/27/2002IST 220 -- Intro To Databases16 The Clubs Table

17. 8/27/2002IST 220 -- Intro To Databases17 Queries Queries can be used to select data from one or more tables E.g., to select club names and addresses from the club table The outcome of a query can also be represented by a table Queries can be displayed in two views Design view Datasheet view

18. 8/27/2002IST 220 -- Intro To Databases18 Filters & Sorting Filter by selection Filter by form Specify multiple criteria simultaneously Specify logical relationship among criteria Logical AND or logical OR Remove filters Sorting in Ascending order, or Descending order

19. 8/27/2002IST 220 -- Intro To Databases19 Example – Filter By Form Filter definition Original data Filtered data

20. 8/27/2002IST 220 -- Intro To Databases20 Query Window In Design View

21. 8/27/2002IST 220 -- Intro To Databases21 Reports Reports help to format your data in an attractive fashion & be ready for printing They can also help to carry out Calculating Grouping and summarizing Features frequently used include Page header and footer Grouping and summarization

22. 8/27/2002IST 220 -- Intro To Databases22 Report Window In Print View

23. 8/27/2002IST 220 -- Intro To Databases23 Data Access Pages Data access pages can publish your data as Web pages To display them, Access is needed on the user’s local machine Used by employees on the company’s intranet, to view and/or modify data The two views are Design view Page view

24. 8/27/2002IST 220 -- Intro To Databases24 Page Window In Page View

25. 8/27/2002IST 220 -- Intro To Databases25 Macros A macro cannot be displayed, it can only be run No normal view, only design view available A macro doesn’t relate to data directly, but to actions on data Take effects only through forms and reports on which a macro is embedded

26. 8/27/2002IST 220 -- Intro To Databases26 Objects & Their Relationships Tables Queries DA Pages FormsReports Macros Trigger Open/Filter Print/View/Filter

27. 8/27/2002IST 220 -- Intro To Databases27 Macro Window In Design View

28. 8/27/2002IST 220 -- Intro To Databases28 Objects & Their Relationships Tables Queries DA Pages FormsReports Macros Trigger Open/FilterPrint/View/Filter Modules Trigger Run Data flow Action Run