microsoft access 2010 chapter 3 maintaining a database
TRANSCRIPT
MicrosoftAccess 2010
Chapter 3
Maintaining a Database
Maintaining a Database 2
• Add, change, and delete records• Search for records• Filter records• Update a table design• Use action queries to update records• Use delete queries to delete records• Specify validation rules, default values, and
formats
Objectives
Maintaining a Database 3
• Create and use single-valued lookup fields• Create and use multivalued lookup fields• Add new fields to an existing report• Format a datasheet• Specify referential integrity• Use a subdatasheet• Sort records
Objectives
Maintaining a Database 4
• Create a Chapter 3 folder under the Access folder• Copy the Camashly Design database from your
Chapter 2 folder into your chapter 3 folder as a starting point for this chapter.
Prepare
Maintaining a Database 5
Project – Maintaining a Database
Read the project on pg. 138
Maintaining a Database 6
• Determine when it is necessary to add, change, or delete records in a database
• Determine whether you should filter records• Determine whether additional fields are necessary or
whether existing fields should be deleted• Determine whether validation rules, default values, and
formats are necessary• Determine whether change to the format of a datasheet
are desirable• Identify related tables in order to implement relationships
between the tables
General Project Guidelines
Maintaining a Database 7
• What is a split form? A form that allows you to simultaneously view both simple form and datasheet views of the data.
• Now you will create a split form to add, search, update, and delete records.
Creating a Split Form
Maintaining a Database 8
Creating a Split Form
Do pages 142-147
Maintaining a Database 9
• Filtering is simply looking at a subset of the data… Not just a single record, link searching, but a group of records.
Using Filter By Selection
Maintaining a Database 10
Using Filter By Selection
Do pages 148-154
Maintaining a Database 11
• A field is no longer necessary, additional information is needed, a change in information is needed.
• These all require you to make changes to the tables’ structure.
Changing the database structure
Maintaining a Database 12
• We will begin by placing lookup fields in our tables. • Lookup field- you type the values that will be a part
of a drop-down box– Multivalued field – More than one value is stored in t he
field• Calculated field – can be calculated from other fields
Normally not a good idea to store these, but you have the ability to do so. Users CAN NOT update this type of field. Access updates it automatically as data that affects it changes.
Adding fields
Maintaining a Database 13
Creating a Lookup Field
Do pages 155-161
Maintaining a Database 14
• Update query – allows you to make the same change to all records that satisfy some criterion. – If there is no criterion, the changes will be made to ALL records.
• Delete query – query that will delete all the records satisfying any criterion.
• Append query – add a group of records from one table to the end of another table.
• Make-table query – add records from one table to create a totally new table.
• Do pages 162-164
Making Mass changes to a table
Maintaining a Database 15
• Changing the field size – simply change the maximum number of characters a user can enter in a field.
• Validation rules – rules a user MUST follow when entering data.
• Validation text – message that will appear if the rules are broken!
• Required field – user MUST enter data.• Range of values – data MUST be within a certain range• Default values – value that will be displayed on the screen in
a field before the user begins adding data.• Can force uppercase characters, etc.
Making changes to table structure
Maintaining a Database 16
• Do pages 165-174
Modifying data in the table
Maintaining a Database 17
• The form we created in chapter one isn’t valid anymore. We have added additional fields.
• The easiest way to reflect these changes is to create a new form.
• We will also reflect the table changes in our reports.• Adding totals to a datasheet is also commonly done.• Changing the appearance of a datasheet may also be
necessary.• Do pages 174-182
Updating a Form, datasheet view, and reports to reflect table changes
Maintaining a Database 18
• How do we include Multi-value fields on a single row in a query?
• Do pages 183-185
Querying a Multivalued Field Showing Multiple Values on a Single Row
Maintaining a Database 19
• What is referential integrity? The property that ensures that the value in a foreign key must match that of another table’s primary key.
• Foreign key – field who values are required to match the primary key of another table.
• In the Client table, the Business Analyst Number field is a foreign key that must match the primary key of the Business Analyst Table.
• Do pages 187-189
Specifying Referential Integrity
Maintaining a Database 20
• Any number in the Business Analyst Number field will be rejected if it doesn’t match in the Business Analyst table
• Can’t change an existing # to one that doesn’t exist• Notice the plus (+) sign by each business analyst in
their table. Click on it. This is called a subdatasheet!• Try to change the BA # in the client table to one that
doesn’t exist!• Try to delete a business analyst that has clients!
What is the effect of referential integrity?
Maintaining a Database 21
• Do pages 194-195
Ordering Records
22Maintaining a Database
Homework/Labs
• Homework• Do Wheel of Terms for
Chapter 3 due at the beginning of the next class period.
• www.scsite.com/ac2010
• Labs• Copy your database from
Chapter 2 and place it in chapter 3 before beginning these 2 projects!
• In the Lab: Lab 3 Philamar• Cases and Places 1: Chamber
of Commerce