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Introduction
Database Microsoft Access
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Things to Do
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What is a Database?
A structured collection of related data An address book, a telephone directory, a timetable, etc.
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Database Structure
Store
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Database Options
0$ - $200
$239 - $479
$105 - $40,000
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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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Table
A set of related records
Name: Barry Harris College: Medicine Tel: 392-5555 Name: Barry Harris College: Medicine Tel: 392-5555
Record
A collection of data about an individual item
Field
A single item of data common to all records
Name: Barry Harris
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An Example of a Table
Fields
Records
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The sooner you touch the computer the sooner youll make a mistake
If you dont 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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(Inputs)
What do I want?
(Outputs)
(Process)
(Application/Program)
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Familiar look and feel of Windows Easy to start building simple databases Can build sophisticated systems Its already on your computer True relational database
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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 are seeing a patient Which students are in which class Which item is selling the most on Fridays
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Ipswich zipswich
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Ipswich zipswich
12/15/1999
4 yrs, 7 mo
Access will let you create calculations in queries, forms and reports.
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Ipswich zipswich
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Unique Records
If you dont have unique records, your database cant tell which record you may be referring to.
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Primary Keys
Name Graff Harris GatorLink rgraff bharris Phone 392-3900 392-5555 College Pharmacy Medicine
Ipswich
zipswich
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?
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Primary Keys
Name Graff Harris GL rgraff bharris Phone 392-3900 392-5555 College Pharmacy Medicine
Ipswich
zipswich
846-5656
PHHP
While each column in this particular data set has unique data, the field that will work best for us is GL (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.
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Or if you have set up a shortcut on your Desktop, click on the Access shortcut icon
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Opening a Database
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Employees
Customers Reports Forms
Customer
Company Name
Address City Telephone Contact Name
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Icons down the left hand side provide access to all database objects
Select the object by clicking the icon
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First Record
Last Record
New Record
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Introducing Tables
Datasheet View
Design View
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Properties
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Introducing Queries
A means of asking questions of your database Can look across a number of Tables
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Introducing Forms
A friendlier view of the database Used for data input, menus, display and printing
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Introducing Reports
Output of information from your database in the form of a printed report Allows you to group and summarize information Can be previewed to the screen prior to printing
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