ms access 2007 it user services - university of delaware
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MS Access 2007
IT User Services - University of Delaware
Choosing between Excel and Access
Relational database concepts◦Relational Database Management System
Getting started with MS Access 2007◦Demos
IT User Services - University of Delaware
Based on Consider using Access Excel
• Data type Mainly text Mainly numeric
Examples - Demographic data- Address lists
- Student grades- Accounting data
IT User Services - University of Delaware
Based on Consider using Access Excel
• Data type Can categorize in different tables
(Data usually results in very wide worksheets with repeating data by row and many empty cells.)
Examples - Course enrollments by student - Record of event attendance over time
IT User Services - University of Delaware
Based on Consider using Access Excel
• Data type Link to external data
Examples - Shared accountingl database- Any database requiring data entry, update, or retrieval by more than one person at a time
(Workbooks can be shared for editing but under those conditions, users cannot be protected from each others’ data changes.)
IT User Services - University of Delaware
Based on Consider using Access Excel
• Usage Data entry, storage, management
Calculations, data analysis
Multiple users
• Reporting Variety of layout and grouping options
Pivot table reports, charts
IT User Services - University of Delaware
Database: Organized collection of data
Purpose: Store , modify, and retrieve data.
Database table: Holds and organizes the data.◦Rows (records) for each unique data instance; uniqueness
provided by primary key. Examples: Check #, date, amount, payee (check register) Student ID, first and last names, address, phone # (student records)
◦ Columns (fields) for each type of data. Examples: Amounts Last names
IT User Services - University of Delaware
Flat file database: Single table (looks similar to Excel spreadsheet.)
Relational database: Two or more tables with a defined relationship between or among them◦Relationships between tables are defined by physical or
business rules.
Primary key in one table relates to equivalent column in another table (foreign key).
IT User Services - University of Delaware
Relationship types: one-to-one◦ E.g.: Information about states and state capitals
IT User Services - University of Delaware
State CapitalsState Code
City Name
Mayor
City Population
Year Founded(etc.)
StatesState Code
State Name
Governor
State Population
Major Industry
State Motto(etc.)
Relationship types: one-to-many◦ E.g.: Database for tracking student financial transactions
IT User Services - University of Delaware
TransactionsTransaction ID
Transaction Type
Transaction Date
Amount
Student ID(etc.)
StudentsStudent ID
First Name
Last Name
Street Address
City
Zip Code(etc.)
Relationship types: many-to-many◦ E.g.: University student judicial database (students
involved in events leading to judicial hearings) Requires “bridging” or “linking” table in the database.
IT User Services - University of Delaware
StudentEvents
Event ID
Student ID
Involvement
(etc.)
StudentsStudent ID
First Name
Last Name
Street Address
City
ZIP Code(etc.)
EventsEvent ID
Event Date
Event Time
Location
Reported By
Description(etc.)
Relational Database Management System◦ Contains related tables for storing data and tools and
interfaces for data manipulation. For example:
Relationship management tools Forms (data entry) Mechanism to enforce design rules Queries (data retrieval) Reporting tools Programming environment
IT User Services - University of Delaware
Relational Database Management System◦MS Access provides all the tools listed below. In other
database management systems the tools may have to be licensed or purchased separately (e.g., forms and reports for Oracle or SQL Server)
Relationship management tools Forms (data entry) Mechanism to enforce design rules Queries (data retrieval) Reporting tools Programming environment
IT User Services - University of Delaware
MS Access is a relational database management system.
It is a file-based system, not a client-server system (like Oracle or SQL Server), and is not ideal for data sharing across large work groups.
IT User Services - University of Delaware
Create a new database
Create tables and enter data◦ Copy and paste◦ Import or link from other data source◦ Enter data by hand
Data entry form (preferred) Directly into table (not recommended)
Use an existing database
IT User Services - University of Delaware
IT User Services - University of Delaware
IT User Services - University of Delaware
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