Productivity with Microsoft Access 2000

1
Productivity with Microsoft Access 2000

• Information Technology Services
• User Training Support
• User Services

2
What is a Database?

• A database is a collection of facts, called data,
  related to a particular topic which you want to
  refer to repeatedly for making calculations or
  decisions
• Nothing more than an automated version of the
  filing retrieval functions of a manual filing
  system.
• Computer databases store information in a
  structured format that you define.
• Useful output with queries and reports.

3
Methods to Store and Manipulate Data

• Word processors
• Form letters, mailing lists, tables
• Spreadsheets
• Cells, Advanced mathematical functions
• Databases
• Designed to manipulate large quantities of data
• Provides functionality of word processors
  spreadsheets

4
When to Use a Database?

• Large quantity of data to organize and report
• Differing data types that must be interrelated
• Require large amount of data entry
• Databases help you organize this related
  information for easy access retrieval

5
Example Use of a Database

• Supplier contact information in a card file
• Order information in a spreadsheet
• Customer mailing addresses in a mailing list
• Product information in a card file

6
Data Can Consist of

• Text
• Numbers
• Dates
• Pictures

7
Types of Databases

• Flat-file
• Relational

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Flat-file Databases

• Collection of records, each consisting of related
  data
• i.e. Last name, first name, college, address,
  city, state, zip
• All information must be in one file
• Each record must contain all information
• i.e. Each college record must contain full
  spelling of college name

9
Relational Databases

• Several collections of records, each consisting
  of related types of data
• i.e. collection of customers, collection of
  purchases
• Master file does not contain all the data, in the
  master file there are references to other tables.
• Everytime a customer purchases an item you dont
  need to repeat customers name address, just a
  pointer to it.

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Relational Databases (cont.)

• Easily link two or more tables (files) so they
  appear as one table
• Minimize information duplication by requiring
  repetition of only those data items, such as
  customer ID, by which multiple files are linked
• A table look-up saves you from having to store
  data in two places.

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Access2000

• Unique in storage method
• Single file contains all related tables, indexes,
  forms and report definitions
• .mdb file even includes VBA programming code you
  can add
• Access manages details of relating elements
  (unlike Paradox or FoxPro)

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Elements of Access2000 Database

• Tables
• Forms
• Queries
• Reports
• Pages
• Macros
• Modules
• Groups

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References

• Microsoft Access 2000 - Help
• Using Access 2000, by Roger Jennings
• Microsoft Office 2000 - Introductory Concepts and
  Techniques, Shelly Cashman Series