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INTRODUCTION TO DATABASE CONCEPTS
AND MICROSOFT ACCESS 2007
Eyad M. AlMassri
BGMS4101
Introduction
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ORGANIZING DATA Your first step in organizing data is to identify
the individual fields The specific value, or content, of a field is called
the field value A set of field values is called a record
Next, you group related fields together into tables
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DATABASE CONCEPTS AND ACCESS 2007
Introduction Database Microsoft Access
Design and CreationPlan Tables Queries Forms Reports
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WHAT IS A DATABASE? A structured collection of related data An filing cabinet, an address book, a
telephone directory, a timetable, etc. In Access, your Database is your
collection of related tables
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DATA VS. INFORMATION
Data – a collection of facts made up of text, numbers and dates:
Murray 35000 7/18/86
Information - the meaning given to data in the way it is interpreted:
Mr. Murray is a sales person whose annual salary is $35,000 and whose hire date is July 18, 1986.
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BASIC DATABASE CONCEPTS
Table A set of related records
Field
Record– A collection of data
about an individual item
– A single item of data common to all records
Name: Barry HarrisCollege: MedicineTel: 392-5555
Name: Barry HarrisCollege: MedicineTel: 392-5555
Name: Barry Harris
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AN EXAMPLE OF A TABLE
Records
Fields
Name GatorLink Phone College
Graff rgraff 392-3900 Pharmacy
Harris bharris 392-5555 Medicine
Ipswich zipswich 846-5656 PHHP
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DESIGN AND DOCUMENT YOUR DATABASE
A designers best tools are a pencil and paper It is important to plan what you are going to do
The sooner you touch the computer the sooner you’ll make a mistake If you don’t plan you will often have to
start again
Document what you are doing, will you remember what you did in three months time?
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QUESTIONS TO ASK YOURSELF
What have I got? (Inputs)
What do I want? (Outputs)
What do I need to do to get there? (Process)
How am I going to build it? (Application/Program)
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DATABASE OPTIONSFreeware/ Shareware
Microsoft Excel
Microsoft Access
Oracle/SQL
Simplicity Basics
Intermediate
AdvancedHire a
programmer
# of Users 1 1 Multiple
Multiple of Multiples
Multiple datasets No No Yes Yes
SecurityAlways consult with your security team if you are going to put any sensitive data on the internet.
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WHY USE ACCESS?Familiar look and feel of
Windows
Easy to start building simple databases
Can build sophisticated systems
It’s already on your computer
True relational database11
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WHAT IS A RELATIONAL DATABASE?
A relational database is a collection of tables from which data can be accessed in many different ways without having to reorganize the database tables. That is, once relationships are created, tables can
“talk” to each other. We can link (relate) the tables to find:
Which doctors have seen a patient Which students are in a class Which item is selling the most on Friday’s
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BASIC DESIGN RULES Data is broken down into Smallest Logical Parts
PT ID # Home Address
987 123 West Main Street, Gainesville, FL 32601
654 456 South 3rd Road, Apt 12, Newberry, FL 32684
321 846 West Newberry Road, Gainesville, FL 32609
Putting all of the home address in one field may make for convenient data entry, but it makes it very difficult to work with the data. For example, what if I needed to sort by City or Zip Code? Pulling fields together is fairly simple, pulling them apart is very difficult.
You can join fields together in queries, forms and reports. 13
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BASIC DESIGN RULES Unique Field Names
PATIENT TABLE
First Name Last Name
Annie Adams
April Appleton
Arnold Arlington
Bobbie Brown
Butch Bruce
You also want to be aware of the field names across tables. For example several tables may use the Field LastName. When you use those fields in other parts of the database things can become very confusing very quickly. DOCTOR TABLE
First Name Last Name
Sallye Shapiro
Samuel Smith
Sidney Samueson
When these two Last Name fields are pulled into the same Query/Form/Report they will appear with the table name in front of the field name: Patient Table.Last Name 14
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BASIC DESIGN RULES No Calculated or Derived Fields
EmployeeID Num
HourlyRate
StandardHours
StandardPay
Dept IDNum
Dept Name
123 $10.00 40 $390.00 12 Editing
789 $10.00 20 $200.00 12 Edit
Calculations - If we give an employee a raise, we will need to change both the Hourly Rate and the Standard Pay, and we need to make sure our calculations are correct.
Derivations - Since we have the Dept ID, there is no need to include the Dept Name, it can be pulled from the Dept Table. Listing it in both places leads to data entry errors.
Access will let you create calculations in queries, forms and reports. 15
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BASIC DESIGN RULES Unique Records
LastName GatorLink Phone College
Smith rsmith 3-5051 Pharmacy
Smith rsmith 273-5051 COP
Smith rsmith 273-5051 Pharmacy
Thomas bthomas 392-5555 Medicine
Van Winkle sleepyguy 846-5656 PHHP
If you don’t have unique records, your database can’t tell which record you may be referring to.
LastName
EmergencyContact
Smith Mary Anne Smith16
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PRIMARY KEYSLastName GatorLink Phone College
Smith rsmith 273-5051 Pharmacy
Thomas bthomas 392-5555 Medicine
Van Winkle sleepyguy 846-5656 PHHP
To ensure that each record is unique in each table, we can set one field to be a Primary Key field.
A Primary Key is a field that that will contain no duplicates and no blank values.
Looking at the table above, what would be the best Primary Key? 17
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PRIMARY KEYSLastName GL ID Phone College
Smith rsmith 273-5051 Pharmacy
Thomas Bthomas 392-5555 Medicine
Van Winkle sleepyguy 846-5656 PHHP
While each column in this particular data set has unique data, the field that will work best for us is GL ID (GatorLink). Many employees will work for the same college, have the same last name and possibly even share telephone numbers, but each employee should have a unique GatorLink ID.
When there is not a unique field in your data set, you can use an AutoNumber. Access can create incremented or random AutoNumbers for your primary key. 18
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BASIC DESIGN RULES Unique Records
ID LastName GatorLink Phone College
1 Smith rsmith 3-5051 Pharmacy
2 Smith rsmith 273-5051 COP
3 Smith rsmith 273-5051 Pharmacy
4 Thomas bthomas 392-5555 Medicine
5 Van Winkle sleepyguy 846-5656 PHHP
We use the unique primary key as our link between our tables, this helps ensure we connect to the correct record.
Emp ID EmergencyContact
2 Mary Anne Smith 19
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LET’S START PLANNING
Patients Appointments
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NAVIGATING A DATASHEET
The navigation buttons provide another way to move vertically through the records
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DATABASE TERMINOLOGY
Field Record Table Database
A database is made up of one or more tables
Individual tables in a database
Records
Individual fields
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OBJECTS
Tables Queries Reports Forms Macros Modules
Objects
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OPENING A DATABASE
To open a database when you start Access
– Choose the database you wish to open from the left hand panel, or choose More… to browse for another database
To Create a database, click on the Blank Database at the top of the middle panel
You can also use the Microsoft button to open existing databases or create new ones.
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THE ACCESS DATABASE WINDOW
The menu on the left hand side provide access to all database objects
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DATA VIEW/DESIGN VIEW
Datasheet View
Design View
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NAVIGATING FIELDS AND RECORDS
To move through records and fields
To move through records
First Record
Previous Record
Last Record
New Record
Current Record
Next Record
Tab Shift+Tab Enter
Home/End Ctrl+Home Ctrl+End
Page Up Page Down The Arrow Keys
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INTRODUCING TABLES Database is a collection of TABLES Tables store the data
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INTRODUCING QUERIES A means of asking questions (querying) of your data Can look across a number of Tables and other Queries Can perform Calculations and Combine fields
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INTRODUCING FORMS A friendlier view of the database Used for data input, menus, display and printing Can perform Calculations and Combine fields
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INTRODUCING REPORTS Output of information in a printed report
Allows you to group and summarize data
Can perform Calculations and Combine fields
Cannot Edit Data
Can Make Labels
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WORKING TOGETHER
Employees
Customers
Tables Queries
Customer
Company Name
Address
City
Telephone
Contact Name
Forms
Reports
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VIEWING OBJECTS IN THE NAVIGATION PANE
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COMPACTING AND REPAIRING A DATABASE Compacting a database rearranges the data
and objects in a database to decrease its file size
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COMPACTING AND REPAIRING A DATABASE Make sure the database file you want to
compact and repair is open Click the Office Button, point to Manage, and
then click Compact and Repair Database
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BACKING UP AND RESTORING A DATABASE Backing up a database is the process of
making a copy of the database file to protect your database against loss or damage
The Back Up Database command enables you to back up your database file from within the Access program, while you are working on your database
To restore a backup database file, you simply copy the backup from the drive on which it is stored to your hard drive
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ACCESS OR EXCEL?
You are working with large amounts of data
You need to create relationships between your data
You rely on external databases to analyze data
Your data is of a manageable data size
There is no need for relationships between data
You are primarily creating calculations and statistics
Use Access when: Use Excel when: