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Introduction to Access
BUS 782
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Creating a New Database
• MS Office button/New– Blank database– New database name and location
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Access Objects
• Tables– Create a new table: Create/Table Design– Open a table:
• Double click the table name
– Home/View:• Datasheet view• Design view
• Queries– Create a new query: Create/Query Design
• Others: Forms, Reports, Pages
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Creating a Table• Create/Table Design:
– Field name– Field data type
• Create table by using table templates– Create/Table Templates/select template
• Create a primary key– Never let Access to create a primary key for
you.– How to create a composite key?
• Enter data
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Create a new Query
• Create/Query design/Show table– Select fields– Add criteria
• Sorting
• Total and subtotal– Query design tools/Total– A Total row is added to the design view– Select function from the total row’s dropdown
list
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Creating a New Form
• Using Form Wizard– Create/More Forms/Form Wizard
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Querying Database
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Basic Query Language Operations
• Selection
• Projection
• Join
• Aggregates: Max, Min, Sum, Avg, Count– Totals and SubTotals– GroupBy
• Calculated fields
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Selection
• Selection operation retrieves records that satisfy user’s criteria.
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Projection
• Projection operation defines a vertical subset of a table and retrieves only the specified fields.
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Join
• The two tables must have common attributes:– Key and foreign key.
• Combines two tables to form a new table where records of the two tables are combined if the common attributes have the same value.
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Join Example
Faculty File: FID FnameF1 ChaoF2 SmithF5 Boxer
Student File:SID Sname FIDS1 Peter F1S2 Paul F2S3 Smith F1
Faculty Join Student =
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Join Example
Student File:SID Sname FIDS1 Peter
F1S2 Paul
F2S3 Smith
F1
StudentCourse File:SIDCIDS1ISYS263
S1Acct101S3ISYS363S2ISYS263S2Fin350S2Acct101
Course File:CID Cname
UnitsISYS263 IS Intro 3ISYS363 MIS Intro
3Acct101 accounting
3Fin350 Finance Intro
3
(Student Join StudentCourse) Join Course
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Aggregate Functions
• Max, Min, Sum, Count, Avg
• QueryTools/Totals
• Ex. Student: SID,Sname, GPA, Sex, Major– How many students in this University?– What is the overall average GPA?
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Aggregates by Group
– How many students in each major?– Compare male students and female students
average GPA.
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Examples
• Customer: CID, Cname, City, Rating• Orders: OID, Odate, SalesPerson, CID• Queries:
– Find customers live in San Francisco.– Produce a customer report that shows CID, Cname,
and Rating.– Number of customers in each city
• City, NumbeOfCustomers
– Produce a report that shows the number of orders for each customer:
• CID, Cname, TotalNumberOfOrders
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University Database
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ERD Notations
Student Account
Faculty Course
Has1 1
EnrollM MAdvise
M
1
TeachMM
SID Sname Major SID Balance
FID Fname CID CnameUnitsPhone
Grade
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Examples• Q1: Display students’ ID, name and account
balance who owe university more than $2000.
• Q2: Display student’s ID, name and total units.
• Q3: Find students taking at least 9 units and display their ID, Name and total units.
• Q4: Display CID, Cname, SID, Sname• Q5: Display CID, Cname, number of
students in each course.• Q6: Display faculty’s name and phone if the
faculty advises at least three students.
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Order Processing Database Examples
• Order Processing Database:– Customer, Orders, OrderDetail, Product– MIS report– Total amount for each order– Criteria applied to subtotal
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Calculated Fields
• Rename a field:– NewName:OldName
• Define a calculated field:– Tax:salary*.15– Age:Year(Now()) – Year(DOB)– IIF function
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Criteria
• >, >=, <, <=, =, <>
• Range: BETWEEN 1/1/03 AND 12/31/03
• Wildcard:– ? – match any one character
• “K?NG”
– * - Match any number of characters• “C*”
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Sorting
• One field sorting
• Two fields sorting
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Other Queries
• Update query:– Query tools/Design/Query type/Update
• Delete query
• Parameter query
• CrossTab query– Crosstab row
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Access Tools for Import/Export
• Import from Excel:– The first row of Excel’s list should contain field
names– External Data/Import/Excel
• Export to Excel:– External Data/Export/Excel
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Open Database Connectivity (ODBC)
• Provide a standard to retrieve data from a database.
• It manages one or more "database drivers“ that enables the communication between database and applications.
• To access a database, we use ODBC facilities to define a ODBC data source name for the database.