database and access power point
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DATABASE & MICROSOFT ACCESS
BY: BAILEY BATTS
DATE: JANUARY 28, 2013
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WHAT IS A DATABASE?
A data base is an organized collection of related
information.
It is organized like a file cabinet. It makes it easier
to find information.
It can be sorted in order from A to Z. Also from Z
to A.
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WHAT IS THE MAIN POINT OF A DATABASE?
Well, A database is used to store data and make it
easier to find.
Its like a spreadsheet. But the database is more
sensitive than the spreadsheet.
You have to be careful when putting information in
the database.
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WHAT DOES THE ACCESS ICON LOOK L IKE?
This is the symbol used
for the Access.
The icon has a Key on
it. It represents the
access part of the
program.
The A stands for
Access
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WHAT ARE DATABASE TYPES?
Database types are different types of data that are
entered in a database.
Examples:
Date & Time
Logical
Memo
Text
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WHAT ARE THE IMPORTANT PARTS OF A
DATABASE?
Fields
Entries
Records
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WHAT IS A FIELD?
A field is a category in the database.
You can have as many fields as you like.
They are like the titles at the top of the database.
So you know what the category is.
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WHAT IS AN ENTRY?
An entry is the information put in the database.
It is the pieces of information under each field
name.
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WHAT IS A RECORD?
A record is a complete set of field entries.
It basically means the rows are in the database.
There is no limitation of how many records you can
have in a database.
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3 TYPES OF DATABASE VIEWS
Data Sheet View: Displays the table data in a row-
and-column format.
Design View: Place to create field names and data
types for a data base.
Form View: Used to display or enter one record at
a time
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DESIGN VIEW
The top part is the
design view.
When in database, the
way to get here is to go
to your right and look
under file.
You will see view. Click
on it and click design
view.
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DATA SHEET VIEW
This is the data sheet
view.
To get to this, go under
file again.
Then click view again.
But this time, click
data sheet view.
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FORM VIEW
This is the form view.
When you need to
search for this, go under
file.
Then go to view again.
But this time, click
form view.
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3 MAJOR DATABASE FUNCTIONS
Report: A display of records or parts of records
that satisfies a particular search or sort.
Sorting: Arranging information in alphabetical or
numerical.
Search: The searching of your files.
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REPORT
This is a report.
To create this you must go
to the Create tab.
Then click on report wizard
and a little box will pop up.
Click then arrows, then
click next and keep going
until you get to finish.
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SORTING
There are two types of sorting.
They are called ascending and descending.
Ascending: Sorting from smallest to largest.
Example: A-Z
Descending: Sorting from largest to smallest.
Example: Z-A
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WHAT IS A SEARCH?
Search is a feature that displays records that meet one or more
specific criteria.
This function is also referred to as a Query or Filter.
The easiest way to do this is by the query function.
Go to Create and look for Query Design. When you find it, click
it. Then a little box will pop up on your screen. Click ok.
Sometimes you will have to pick specific fields. If that ever
occurs, then double click that field. One your done, then click ok.
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JOBS THAT USE ACCESS DATABASE
Stores: For inventory
Travel Agents: To keep up with clients
Hospitals
Banks
The Police
The Government
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STEPS TO CREATE A DATABASE
1. First find the program. It is called Microsoft
Access 2010. Click that.
2. Then you will see a screen come up. Look to the
right of your screen and you will see a little piece of
paper. Then you will see a box that says File Name.
Put the file name you would like or what your
teacher tells you to. Then click create.
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STEPS CONTINUED
3. Then you will come to your Datasheet View. But
we can’t be there unless we have our field names. So
go to View under file in the top left corner. Click
Design View. Put the names of the fields in the left
boxes. In the right boxes, you will see Data Type. If
you wan to change the type, click on that box, then
click the arrow that is inside of the box. Be careful of
what data type you use for each field. Some are very
specific.
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STEPS CONTINUED
4. Once you’ve entered your fields and have your
data types, go back to file in the top left corner. Click
the View button again and then click Datasheet View.
When you click it you should turn back to that type
of view. The field names should be at the top.
5. Start entering your data. Now remember, This is
not Excel. You cant go down when entering data. You
have to go across. So enter your data across.
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STEPS CONTINUED
6. Make sure you have all your data that you need.
Now if you have any questions you need to answer,
then do those.
7. This is the last step. Go to file, save DATABASE
AS. PLEASE DO NOT SAVE THE FILE AS OBJECT. IT
WILL NOT OPEN IF YOU DO. SO PLEAE GO TO
FILE, SAVE DATABASE AS AND CICK SAVE. Your
done!
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HOW TO DO A CRITERIA
Go to Create. Then go to Query Design.
Then click it. You will see a box pop up that says “Show Table
”. Click ok.
Then you will have your Query. That’s how you do the Query.
Then at the bottom you will see a box that’s says Criteria. You
but a letter, number, etc. And a * behind it. This will give you
the items or things that begin with that letter, number etc.
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EXTRA THINGS YOU NEED TO KNOW
The database will always but the first field in
alphabetical order from A-Z, so don’t panic if it does.
Be patient, and make sure you have no errors
while you are creating your database.
Also, make sure that you save EVERYTHING.
Including the queries.
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REFERENCES
Access Key Symbol: http://www.indiana.edu/~
hperp200/days/day22.htm
Datasheet View Chart : http://
dotnet.tech.ubc.ca/CourseWiki/index.php?title=IG009
Design View Chart : http://
www.functionx.com/access2007/columns/designview.htm
Form View Chart : http://
databases.about.com/od/tutorials/ss/access2007forms_8.htm
Report Chart: http://
www.databasedev.co.uk/count_values_countiif.html
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REFERNECES
Thank You Sign:
http://www.beyondnuclear.org/storage/post-images/t
hank%20you%20languages.jpg?__
SQUARESPACE_CACHEVERSION=1357758491082
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