databases,tables and forms access text by grauer chapters 1 & 2
TRANSCRIPT
Databases,Tables and Forms
Access Text by GrauerChapters 1 & 2
Introduction to a Database
Defining a database Creating a database in Access Creating forms Using forms to filter data
Database Provide a way to store
a related set of data
Simplest form is a card file Each card a record
Data may be text, dates, numbers, web links, pictures, etc.
Name: ________________
Address: ________________
City: ________ State: ___ Zip: ______
Member since: ______________
Dues paid? ______
Each item a field
Two Types of Database Flat File - Spreadsheet
Works well until data repeats Must enter data repeatedly Data must match exactly
Two Types of Databases
CustomersCustomer IDNameAddressCityStateZip
InvoicesInvoice No.Part No.Unit PriceUnitsCustomer ID
Relational – 2 or more linked tables
Key Field
One-to-Many Relationship
Link PartsPart No.DescriptionSupplierUnits In Stock
Many-to-Many Relationship
Database Window
Database Window
Menu Bar
Toolbar
Object Buttons
Creating a Table
Designing a table yourself Field names Data types Primary key Properties
Views--Datasheet or Design
Using Table Wizard
Design ViewPrimary Key
Field Properties
Data Type
Description
Field Names
Data Types Number Text Memo Date/Time Currency Yes/No AutoNumber OLE Hyperlink
Properties
Field size Format Input Mask Caption Default
Value
Validation Rule Validation Text Required Allow Zero
Length Indexed
Format vs. Input Mask Format - Defines how data will be
displayed Data stored: 123456789 Format: ###\-##\-#### Displays: 123-45-6789
Input Mask - Displays formatting for input Causes format to appear on forms, tables Input Mask: SSN 000-00-0000 Form field shows: SSN ___ - __ - ____
You fill in the underscored blanksOnly the info in the blanks is stored
Table Design Basics
Include all necessary data Use descriptive names Store data in smallest parts
Will you ever need to sort by part? Store address, city, state, zip
separately. Don’t store info based on other data
Don’t store “Age” – age changes! Store DOB, calculate Age
Datasheet View
Total Number of Records
Current Record
Triangle indicatesdata has been saved to disk
Each column is a field
Each row is a record
Database Forms Each page shows
one record Field data appears
in text boxes Other controls can
be added as in Excel user forms
Creating a Form Controls--objects Bound control has data source Unbound control: no data source Calculated control: expression as
data source Properties Form Wizard
Form Wizard
Sizing handles
Label (unbound)Text Box(bound to field)
Click and drag to move Toolbox
Go To First Record
Go To Next Record Go To Last Record
Advanced Forms
Advanced forms use other controls
Combo Box(Drop Down List)
Option GroupCheck box
Command Button
Filter by Form No query needed Allows user to define a limited
subset