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Databases & Access 2000

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Page 1: Databases & Access 2000. Today’s Topic: Databases Define: Database Software Examine the different uses of database software Define the four components

Databases & Access 2000

Page 2: Databases & Access 2000. Today’s Topic: Databases Define: Database Software Examine the different uses of database software Define the four components

Today’s Topic: Databases

Define: Database Software Examine the different uses of database

software Define the four components of database

software: Tables Queries Forms Reports

Page 3: Databases & Access 2000. Today’s Topic: Databases Define: Database Software Examine the different uses of database software Define the four components

Database Software

Software designed to store, sort, sift through, manipulate, and display large amounts of data.

Page 4: Databases & Access 2000. Today’s Topic: Databases Define: Database Software Examine the different uses of database software Define the four components

Database Software A Database table looks very similar to a

spreadsheet, it has rows and columns, and data is entered into cells, but databases have a different purpose.

Page 5: Databases & Access 2000. Today’s Topic: Databases Define: Database Software Examine the different uses of database software Define the four components

Database Software

Database software is used for storing and

manipulating large amounts of data of any

kindPostal Code Country Phone

EC1 4SD UK (171) 555-2222

70117 USA (100) 555-4822

48104 USA (313) 555-5735

100 Japan (03) 3555-5011

33007 Spain (98) 598 76 54

545 Japan (06) 431-7877

3058 Australia (03) 444-2343

M14 GSD UK (161) 555-4448

S-345 67 Sweden 031-987 65 43

Spreadsheet software is used to store and run

calculations on numeric data

$11,678.00 Yearly Total

  

$ 959.00 Monthly Totals

$ - Misc.

$ 260.00 Loans

$ 699.00 Wages

Jan 

 

Jane Strickland's Income

Page 6: Databases & Access 2000. Today’s Topic: Databases Define: Database Software Examine the different uses of database software Define the four components

Consider This….

What software would logically be used to store the following data:

Spreadsheet DatabaseStudent Transcripts & GPA’s

Spreadsheet DatabaseFSU’s Schedule of Classes

Spreadsheet DatabaseFinancial Aid Reports

Spreadsheet DatabaseAmazon.com’s product catalogue

Page 7: Databases & Access 2000. Today’s Topic: Databases Define: Database Software Examine the different uses of database software Define the four components

Solution Not Always Apparent

Often times users will transfer data between a spreadsheet and database to accommodate different needs.

The registrar might use a spreadsheet to calculate a student’s

GPA

The registrar might use a spreadsheet to calculate a student’s

GPA

Then transfer the results to the

student’s database record.

Then transfer the results to the

student’s database record.

Page 8: Databases & Access 2000. Today’s Topic: Databases Define: Database Software Examine the different uses of database software Define the four components

Database Components

MS Access Object Bar

Tables: Store the data. For example, the Customers table will store customer-related data for all customers

Page 9: Databases & Access 2000. Today’s Topic: Databases Define: Database Software Examine the different uses of database software Define the four components

Database Components

Queries: Allow you to sift through the data stored in Tables to find useful information. For example, you might query your Customer Table to find your 10 best customers.

MS Access Object Bar

Page 10: Databases & Access 2000. Today’s Topic: Databases Define: Database Software Examine the different uses of database software Define the four components

Database Components

Forms: allow users to easily and securely enter new records into a Table.

MS Access Object Bar

Page 11: Databases & Access 2000. Today’s Topic: Databases Define: Database Software Examine the different uses of database software Define the four components

Database Components

Reports: provide tools to create attractive output from Tables and Queries.

MS Access Object Bar

Page 12: Databases & Access 2000. Today’s Topic: Databases Define: Database Software Examine the different uses of database software Define the four components

Database Components: Tables

Page 13: Databases & Access 2000. Today’s Topic: Databases Define: Database Software Examine the different uses of database software Define the four components

File or Table

A collection of data organized to meet user’s needs.

Records (Entities)

Fields(Attributes)

Database Components: Tables

Page 14: Databases & Access 2000. Today’s Topic: Databases Define: Database Software Examine the different uses of database software Define the four components

Database Components: Tables

Database Tables are created and Fields defined using Design View.

Database Tables are viewed and used using Datasheet View.

Page 15: Databases & Access 2000. Today’s Topic: Databases Define: Database Software Examine the different uses of database software Define the four components

Database Components: Tables

1. Type field names in this column.

2. Set each field’s data type by selecting it

from the list.

3. Set one or more fields to act as the primary key……

Creating a Table

Page 16: Databases & Access 2000. Today’s Topic: Databases Define: Database Software Examine the different uses of database software Define the four components

Database Components: Tables

The Primary Key field must contain unique data for each record. Data used to identify that record.

Example: SSN’s are used as primary keys in IRS records

Primary Keys

Page 17: Databases & Access 2000. Today’s Topic: Databases Define: Database Software Examine the different uses of database software Define the four components

Consider This….

What data field could be used as primary key for the following database tables?

A credit card company’s customer records.

FSU student records

A personal address book

Account number

Social Security Number or FSUCard NumberCombined first name and last name

Table Primary Key

Page 18: Databases & Access 2000. Today’s Topic: Databases Define: Database Software Examine the different uses of database software Define the four components

Relationships

Databases typically consist of several related tables. Fields are selected to define how the tables are related.

Page 19: Databases & Access 2000. Today’s Topic: Databases Define: Database Software Examine the different uses of database software Define the four components

Relationships

In this example the CardNumber field is used to relate these tables so that the identity of the customer can be established.

Page 20: Databases & Access 2000. Today’s Topic: Databases Define: Database Software Examine the different uses of database software Define the four components

Relationships

This is called a one to many relationship since the primary key guarantees that their will be only one customer with any specified cardnumber.

Page 21: Databases & Access 2000. Today’s Topic: Databases Define: Database Software Examine the different uses of database software Define the four components

Relationships

…and each customer can make many –even and infinite amount of, purchases.

Page 22: Databases & Access 2000. Today’s Topic: Databases Define: Database Software Examine the different uses of database software Define the four components

Database Components: Queries

Page 23: Databases & Access 2000. Today’s Topic: Databases Define: Database Software Examine the different uses of database software Define the four components

Database Components: Queries

Creating a Query using Design View

Select the table(s) you

wish to query

Page 24: Databases & Access 2000. Today’s Topic: Databases Define: Database Software Examine the different uses of database software Define the four components

Database Components: Queries

Creating a Query using Design View

Select the fields that you wish to include in the query along with the table to which they

belong

Page 25: Databases & Access 2000. Today’s Topic: Databases Define: Database Software Examine the different uses of database software Define the four components

Database Components: Queries

Creating a Query using Design View

Specify the Criteria used to filter the data. In this query, only records with

the Course Number CGS2060 will be

displayed.

Page 26: Databases & Access 2000. Today’s Topic: Databases Define: Database Software Examine the different uses of database software Define the four components

Database Components: Queries

Creating a Query using Design View

Define which field(s) will be used to sort the

data

Page 27: Databases & Access 2000. Today’s Topic: Databases Define: Database Software Examine the different uses of database software Define the four components

Database Components: Queries

Creating a Query using Design View

Check the fields that you would like to display in

the query

Page 28: Databases & Access 2000. Today’s Topic: Databases Define: Database Software Examine the different uses of database software Define the four components

Database Components: Queries

Viewing the results of a query with Datasheet

View

Only records for CGS2060 are displayed.

Page 29: Databases & Access 2000. Today’s Topic: Databases Define: Database Software Examine the different uses of database software Define the four components

Database Components: Forms

Page 30: Databases & Access 2000. Today’s Topic: Databases Define: Database Software Examine the different uses of database software Define the four components

Database Components: Forms

Forms provide an

attractive and secure

interface for entering data

into a table.

Page 31: Databases & Access 2000. Today’s Topic: Databases Define: Database Software Examine the different uses of database software Define the four components

Database Components: Reports

Page 32: Databases & Access 2000. Today’s Topic: Databases Define: Database Software Examine the different uses of database software Define the four components

Database Components: Reports

Create a report to present data from a table or

query in an attractive and

meaningful manner.

Page 33: Databases & Access 2000. Today’s Topic: Databases Define: Database Software Examine the different uses of database software Define the four components

Summary

Tables store the data. Queries sort and filter data in one or more

tables Forms are used to input data into a table. Reports are used to output the data. Tables and Queries are best created using

Design View Forms and Reports are easiest created using

Wizards

Page 34: Databases & Access 2000. Today’s Topic: Databases Define: Database Software Examine the different uses of database software Define the four components

Time to Practice