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PowerPoint Presentation to AccompanyGO! with Microsoft® Access 2007 Volume 1

Chapter 4Designing and Building a Relational Database

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Objectives

• Customize Table Fields• Structure Data Input• Validate Data Input• Create Indexes and Change Sort Order• Create Relationships between Tables• Create Forms and Reports with Related

Tables

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Customize Table Fields

• Data types determine type of data stored in a field

• Field properties ensure data is consistent and correct

• Caption properties make entry more user friendly

• Ten different data types• Attachment data type used to store pictures,

Office files, and small programs

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Customize Table Fields

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Structure Data Input• Lookup data type or lookup field

retrieves values • Lookup Wizard fills in correct field

property to do a lookup• Combo box shows arrow that lists items• List box displays values without arrow• Row source property specifies table,

query, or typed list• Multiple column lookup field enables

more than one column of data to be seen

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Structure Data Input

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Structure Data Input• Input property mask controls the structure of

entered data• Input Mask Wizard: Prebuilt input masks for

common formats• Input masks can be tested, modified, and

created manually• Placeholder characters can be replaced

during data entry• Literal characters are characters that cannot

be replaced

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Structure Data Input

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Structure Data Input

• Figure 4.13

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Structure Data InputSpecial meanings are assigned to placeholder characters

Character Meaning Character Meaning

0 A single digit is required. & Any character is required (spaces are characters).

9 A single digit is optional. C Any character is optional.

L A single letter is required. PASSWORD Displays them as asterisks(*).

? A single letter is optional. \ The following character will be a literal character.

A A single letter or digit is required.

> All characters that follow change to uppercase.

a A single letter or digit is optional. < All characters that follow change to lowercase.

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Validate Data Input

• Access provides tools to ensure valid data is placed in tables

• Fields can be identified as required• Rules can be written to ensure specified

criteria are met• By default, only field that must be

entered is the primary key

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Validate Data Input

• If field’s Required property is set to Yes, that field must contain an entry

• Allow Zero Length property determines if an entry can have zero characters

• Set to No the field is required

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Validate Data Input

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Validate Data Input• Validation Rule property method to ensure

validity• Validation Text property provides a custom

message• Data integrity: Data is entered and stored

according to its intended use• Default values save time• Data typically entered into forms• Test validation system using forms

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Validate Data Input

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Validate Data Input

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Create Indexes and Change Sort Order

• Data is often searched and sorted• Indexes speed searching and sorting• Indexed property creates a second

table• Indexes can slow data entry table

updates• By default tables sorted on primary key

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Create Indexes and Change Sort Order

• Databases can be sorted on other fields• These fields should be indexed

– Yes (Duplicates OK) creates an index that allows duplicates

– Yes (No Duplicates) builds an index where every value is unique

• Indexes can be built to ensure a field’s value is unique

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Create Indexes and Change Sort Order

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Create Relationships between Tables

• Many programs can store data in tables• True power of using a database is its

ability to relate tables• Relationships are an association

between two tables using a common field

• Relationships can be created several ways

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Create Relationships between Tables

• Referential integrity refers to rules used to preserve valid data

• Related fields do not need to have same name, just same data type

• One-to-one relationship: Common field used to join tables

• Used in limited situations

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Create Relationships between Tables

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Create Relationships between Tables

• Subdatasheet is datasheet nested within another

• Displays the records joined to the first table through a relationship

• Created in Design view

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Create Relationships between Tables

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Create Relationships between Tables

• One-to-many relationship is an association between two tables in which the primary key of each record in the primary table corresponds to the value in the matching field of many records in the related table

• Common field is typically the first table’s primary key

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Create Relationships between Tables

• In second table the related field is called the foreign key

• Foreign keys are always on the “many” side of the relationship

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Create Relationships between Tables

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Create Relationships between Tables

• Referential Integrity are the rules that you follow to preserve the defined relationships between tables when you add, update, or delete records

• Cascading update changes related occurrences of data if table is changed

• Cascading delete deletes all matching records in the second table when a record is deleted from the first

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Create Relationships between Tables

• In many-to-many relationships records in either table can match many records in the other table

• One-to-many relationship is the most common

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Create Relationships between Tables

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Create Forms and Reports with Related Tables

• Queries, forms, and reports can access data from related tables in a relational database

• Relationship report shows the current layout of the Relationship window

• Data can be queried from more than one table

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Create Forms and Reports with Related Tables

• A single form can be used to enter data from more than one table

• Subforms are forms inserted within another form

• They are often used for tables in one-to-many relationships

• Subforms display data from a related table

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Create Forms and Reports with Related Tables

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Objectives

• Customize Table Fields• Structure Data Input• Validate Data Input• Create Indexes and Change Sort Order• Create Relationships between Tables• Create Forms and Reports with Related

Tables