Intro to Access 2007MIS 2502 | Spring 2008

Intro to Microsoft Access 2007 | MIS 2502

Navigation

The Ribbon› Standard to all Office 2007 applications› Organized by feature and functionality

Navigation Pane› Access to all objects in the current database

Intro to Microsoft Access 2007 | MIS 2502

Tables

Grids that store information in a database› Much like an Excel spreadsheet› Must have at least ONE primary key

Differentiates each record Example: TUID

Primary Key Button

Intro to Microsoft Access 2007 | MIS 2502

Creating Tables

12

3

CreateTable

Switch to Design View

Save

Intro to Microsoft Access 2007 | MIS 2502

Creating Tables

Design View› Field Name: name of a table’s fields

First Name, Address, Telephone…› Data Type: type of value allowed in the

field Text, Number, Date/Time…

› Field Properties: attributes of each field Set from the bottom pane Field size, format, default value…

Intro to Microsoft Access 2007 | MIS 2502

Creating Tables

Field Properties

Data TypeField Name

Intro to Microsoft Access 2007 | MIS 2502

Field Properties: Examples

Input Mask› For TU-ID: ###-##-####

Validation Rule› For student standing:

“Freshman” Or “Sophomore” Or “Junior” Or “Senior”

The slashes will be added automatically!

Intro to Microsoft Access 2007 | MIS 2502

Adding Records

Select Datasheet View

Enter your records into the table

Insert New Record(same as TAB)

Intro to Microsoft Access 2007 | MIS 2502

Relationships

Primary keys should match foreign keys in corresponding tables› MUST be same data type (i.e. Text, Number…)

› Every relationship includes ONE primary key and ONE foreign key

Foreign Keys

REFERENCE Primary

Keys

Intro to Microsoft Access 2007 | MIS 2502

Relationships

This is your ERD!

Intro to Microsoft Access 2007 | MIS 2502

…but I don’t see relationships

You can manually create the relationships› Click on foreign key› Drag to its corresponding primary key

Make sure these 3 boxes are checked!

PK

FK

Intro to Microsoft Access 2007 | MIS 2502

Capturing your ERD

Viewing your ERD (Entity Relationship Diagram) in Access…› Make sure all of your tables are fully

expanded No scroll bars should be visible!

Intro to Microsoft Access 2007 | MIS 2502

Capturing your ERD

1. Open your ERD2. Press PRINT SCREEN3. Paste screen into MS Word (CTRL+V)4. Crop unnecessary portions5. Page Layout to LANDSCAPE6. Resize using handlers

Intro to Microsoft Access 2007 | MIS 2502

Queries

Queries select records from one or more tables in a database so they can be viewed, analyzed, and sorted on a common datasheet.› Stored as separate database objects for

future use› Options found on the CREATE tab

You can run queries on queries!

Intro to Microsoft Access 2007 | MIS 2502

Types of Queries

Select: most common; retrieves data Parameter: prompts user for criteria Crosstab: calculates totals Action: makes changes to records

› Delete› Update› Append› Make-Table

Intro to Microsoft Access 2007 | MIS 2502

Forms

Alternate way for users to enter data into a database table› User friendly

Same effect as entering through

datasheet

Intro to Microsoft Access 2007 | MIS 2502

Creating Forms

Form Wizard› Build through dialog boxes

Form Design› Start from scratch

Intro to Microsoft Access 2007 | MIS 2502

Reports

Organize and group information found in a table or query› Printable

Types› Parameterized: uses input values› Ad hoc: fully customized› Canned: runs on command; no

customization

Intro to Microsoft Access 2007 | MIS 2502

Creating Reports

Report Wizard› Build through dialog boxes

Report Design› Start from scratch

Intro to Microsoft Access 2007 | MIS 2502

Switchboards

Command menu & user interface Used for navigation and initialization of

database tasks› Includes buttons and images that open

forms, reports, and queries