Microsoft Access II

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Microsoft Access II

• Information Technology Services
• User Services
• User Training Support

2
Review What is a Database?

• A collection of related data
• Database is the overall container
• Database object include
• Tables
• Queries
• Forms
• Reports
• Macros
• Modules

3
Flat database vs Relational database

• Flat database consists of 1 table
• Since real-life databases can have up to millions
  of records relational databases with smaller
  related tables can become essential.
• Relational database
• Use more than one table to decrease the amount of
  redundant data.

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Relational Database

• Problems that can be encountered in setting up a
  relational database
• Losing information
• Dangling references
• Bringing the data back together correctly
• Problems can be prevented by correct database
  design.

5
Relational Database

• Todays workshop will include
• How to Define Relationships between tables
• How to Enforce Referential Integrity- prevent a
  child table from having orphans
• Cascade Update Related Fields A primary key
  field changed in a primary table will cause the
  foreign key in the related table to be updated.

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Queries

• Two main categories of queries
• Select - Select Data
• Retrieves data based on specified criteria and
  then displays it.
• Select Relational queries Queries that draw
  from two tables then display the data.
• Action Alter Data
• Crosstab, Delete, Update, Append, Make Table

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Action Queries

• Crosstab Summarized values are displayed based
  on two fields.
• Delete specified records are deleted from your
  table(s)
• Update specified records are updated in your
  table(s)
• Append - records from 1 table are added to
  another
• Make Table a new table is created based on
  specified criteria
• Using Make Table, Delete and Append queries you
  can archive records

8
Forms

• Forms are used to make data entry easy. To
  improve the functionality and usability of your
  forms further, controls can be added on to your
  forms. Controls are placed on your forms as
  buttons.
• There are controls for
• Record Navigation Next, Previous, Search
• Record operations-Add new record, print record,
  save record, delete record, duplicate record

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Forms

• Form Operations-Open form, close form
• Report Operations-Preview report, print report
• Applications-Run MS Excel, Run MS Word
• Miscellaneous-Run queries, print table, run
  macro, run query

10
Switchboard

• A special type of form
• Place buttons on a blank form.
• Persons unfamiliar with Access can use your
  database
• Switchboard Manager - Automatic switchboard

11
Macros

• With the check of a button run a series of
  Access commands
• Actions make up a macro
• There are close to 50 macro actions
• Open forms reports
• Manipulate data
• Automate tasks

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