© 2002 by prentice hall 1 database processing with microsoft access david m. kroenke database...
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© 2002 by Prentice Hall 1
Database Processing with Microsoft Access
David
M.
Kro
enke
Database Concepts 1e Appendix
A
© 2002 by Prentice Hall 2
Chapter Objectives
• Learn how to use Microsoft Access to:– Create tables– Create relationships– Create queries using the query design
tool– Create basic forms– Create forms with lookup combo boxes– Create basic reports– Create parameterized reports
© 2002 by Prentice Hall 3
Creating the Database Design
• Before you begin using Microsoft Access, you must know what to create
• This entails creating a data model and the corresponding data schema
• The DBMS will not help you in this process
© 2002 by Prentice Hall 4
Create the E-R Diagram (no help from the DBMS)
Category
Description
ItemNumber
ITEM
Phone
Address
SuppID
SUPPLIER
Comment
Date
OrdNumber
ORDER
1:N N:M | | 0 0
© 2002 by Prentice Hall 5
Database Schema
• A database schema is a design of database tables, relationships, and constraints
• Schemas are developed by analyzing user requirements such as forms, queries, and reports, and then constructing a data model
© 2002 by Prentice Hall 6
Create the Schema Design (no help from the DBMS)
SuppID (FK)
Category
Description
ItemNumber
ITEM
Phone
Address
SuppID
SUPPLIER
Comment
Date
OrdNumber
ORDER
1:N
1:N
| 0
0
Quantity
OrdNumber
ItemNumber
ORD_ITEM
0
N:1
|
|
© 2002 by Prentice Hall 7
Create the Data Dictionary (no help from the DBMS): ITEM TABLE
Category
SuppID
Description
ItemNumber
Text(5)
Long Integer
Text(30)
Autonumber
ITEM
Foreign Key refers to SUPPLIER
Not Null
© 2002 by Prentice Hall 8
Create the Data Dictionary (no help from the DBMS): ORDER TABLE
MemoComment
Date/TimeDate
Not NullAutonumberOrdNumber
ORDER
© 2002 by Prentice Hall 9
Create the Data Dictionary (no help from the DBMS): SUPPLIER TABLE
Text(12)Phone
Text(30)Address
Not NullAutonumberSuppID
SUPPLIER
© 2002 by Prentice Hall 10
Create the Data Dictionary (no help from the DBMS): ORD_ITEM TABLE
Quantity
OrdNumber
ItemNumber
Long Integer
Long Integer
Long Integer
ORD_ITEM
Not Null, Foreign Key refers to ORDER
Not Null, Foreign Key refers to ITEM
© 2002 by Prentice Hall 11
Enter the DBMS
• Now that the tables and relationships have been conceptually defined, the DBMS may be used to actually create the database objects.
© 2002 by Prentice Hall 12
Creating a Table with Microsoft Access
Double-Click the “Create table in Design view” Option
© 2002 by Prentice Hall 13
Entering Field Characteristics
• Enter the Field Name, Data Type, and Description (optional) for each field
• Click and Drag to include all Fields that are part of the Primary Key
• With all fields making up the Primary Key highlighted, click the Primary Key Button
© 2002 by Prentice Hall 14
Table Define View Microsoft Access
Primary Key Button
© 2002 by Prentice Hall 15
Close the Table Design View and Save
• To save the table, simply close the design view window and type a name for the table.
© 2002 by Prentice Hall 16
Microsoft Access Saving the Table
© 2002 by Prentice Hall 17
Creating the Remaining Tables
• Following the above procedure for the remaining tables
© 2002 by Prentice Hall 18
Defining a Composite Primary Key
All fields defining the Primary Key are highlightedBefore clicking the Primary KeyButton
© 2002 by Prentice Hall 19
Informing the DBMS of the Foreign Key Constraints
• The DBMS must be informed regarding what Primary Key is mapped to what Foreign Key.
• This defines the database’s Referential Integrity
© 2002 by Prentice Hall 20
Microsoft Access: Relationships View
• Within Microsoft Access the referential integrity constraints are defined in the Relationship View Window by:– clicking on the Primary Key– dragging to the Foreign Key– and dropping on the Foreign Key
© 2002 by Prentice Hall 21
Relationships View
Click to enter the Relationships View
© 2002 by Prentice Hall 22
Select the Tables to be Included
Add each table to the Relationships View Window by highlighting and clicking the Add button
© 2002 by Prentice Hall 23
Arrange Tables in Relationships View
Click and Drag to arrange the tables to avoid crossing relationship lines.
© 2002 by Prentice Hall 24
Creating a Relationship
Table Names
Field Names
Enforce ReferentialIntegrity = Checked
Define Cascading Rules
© 2002 by Prentice Hall 25
The Resulting Relationship
© 2002 by Prentice Hall 26
Create the Remaining Relationships
• Drag the Primary Key Field and Drop on the Foreign Key field and enforce referential integrity for each remaining relationship
© 2002 by Prentice Hall 27
The Final Relationships View Window
© 2002 by Prentice Hall 28
Creating Queries
Click the Queries Tab
© 2002 by Prentice Hall 29
Creating a Query in the Design View
Double-Click“Create query in Design view”
© 2002 by Prentice Hall 30
Defining the Query
Sorting and Specifying Search Criteria
Drag & Drop Fields to Display
Click to Show results
© 2002 by Prentice Hall 31
Changing the View to see the SQL Statement
Dropdown ButtonClick SQL View
© 2002 by Prentice Hall 32
The SQL View of the Query
© 2002 by Prentice Hall 33
Action Queries
Dropdown ButtonChoose Action type
© 2002 by Prentice Hall 34
Forms
A form a graphical display for adding, updating, viewing, and deleting data from one or more tables
© 2002 by Prentice Hall 35
Creating a Form
Click to Create a Form
© 2002 by Prentice Hall 36
Create Form using the Form Wizard
Double-Click to Launch the Form Wizard
© 2002 by Prentice Hall 37
Choosing the Table/Query and Fields to Include
Select the Tableor Query
Select the Field(s)to include on the Form
© 2002 by Prentice Hall 38
Select the Form Style and Colors
A finished form
© 2002 by Prentice Hall 39
Creating a Report
Click to Create a Report
© 2002 by Prentice Hall 40
Create a Report using the Report Wizard
Click to Create a Report using the Report Wizard
© 2002 by Prentice Hall 41
Choosing the Table/Query and Fields to Include
Select the Fields toInclude in the Report
Select the Table or Querythat provides information for the Report
© 2002 by Prentice Hall 42
Select the Report Style and Colors
A finished Report
© 2002 by Prentice Hall 43
Database Processing with Microsoft Access
David
M.
Kro
enke
Database Concepts 1e Appendix
A