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Create a Database

This document provides a guide for Grade 11 students on creating and managing a database using Microsoft Access, specifically focusing on the Bookshop database. It covers the steps for creating tables, defining field properties, and establishing primary and composite keys, as well as the importance of joining tables for data management. Additionally, it includes challenges for students to reinforce their understanding of database concepts and practices.

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jonae.jumpp
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Download as PDF, TXT or read online on Scribd
2 views

Create a Database

This document provides a guide for Grade 11 students on creating and managing a database using Microsoft Access, specifically focusing on the Bookshop database. It covers the steps for creating tables, defining field properties, and establishing primary and composite keys, as well as the importance of joining tables for data management. Additionally, it includes challenges for students to reinforce their understanding of database concepts and practices.

Uploaded by

jonae.jumpp
Copyright
© © All Rights Reserved
Available Formats
Download as PDF, TXT or read online on Scribd
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Information Technology

Grade 11
Topic: Database Management

Specific Objectives

Students should be able to:

• Create a database

Prepared by Ms. A. Cole


Creating a database

• A database is an organized set of records (data) held in tables that

can be easily managed.

• It is collection of data organized in a manner that allows access,

retrieval, and use of that data


Lets get started!!

1. Start up Microsoft Access

2. Select blank desktop database


3. Give your database the name Bookshop. Note this database will be

saved in your Documents if you do not specify another location

4. Click create
Now that you have created the Bookshop database, it is time to learn

how to create a table. Depending on the database program you are

using an empty table labelled Table 1 may be created for you. If so

right-click on its label to close or delete it.


Creating tables
For ALL tables in a database you should consider the following components:

• Field name

• Field Type also called data type

• Field length

• Field description

• Field properties
Challenge yourself!!

For EACH table components given on the previous slide give a description and an

example.

Record your answers in your notebooks to be shared at the appropriate time.


Create a table called Customer

1 Select the Create tab, locate the Table group, then click

the Table Design command. For now the table is called Table 1.
2
Click in the first Field Name box and type ‘CID’, then press Enter. In the data type column,

choose the Text type, press Enter, then Type the Description as ‘Customer ID Number’.

Now for the Field Properties:

Field Size: 4

Validation Rule : >999

Validation Text: Customer IDs start at 1000


3
Now add the remaining field names, data type and description

to your table

Field Name Data Type Description


CID Text Customer ID Number
Last Name Text Customer’s Last Name
First Name Text Customer’s First Name
Primary Key

A unique identifier (Primary Key), as its name suggests, is a way of

uniquely identifying each record in the database


Challenge yourself!!
There are other keys that may be present in a database table. Define the other keys

listed below and identify when they are most suitable to be used.

• Candidate key

• Composite key

• Foreign Key

Record your answers in your notebooks to be shared at the appropriate time.


Let’s now choose a field that will uniquely identify each record. If a primary

key is not chosen Microsoft Excel will ask you if you would like to create one

when you save the table

4 For this exercise. Make the CID field the primary key, meaning that every item has 4

digits and no two are the same.

1. Select CID Field

2. Select the Primary Key icon


5
Click the Save icon or ctrl + S to save the table.

Name the table as Customer and click OK to close the

dialogue box
Put your brain to work!!
In the same Bookshop database create the following tables

Field Name Data Type Description


PR-ID Text Product ID
Description Text Description of the Product
Cost Currency Unit cost of the Product

Make PR-ID the primary key and save the table as Product.
Field Name Data Type Description
CID Text Customer ID
PR-ID Text Product ID from Inventory
Qty Number Quantity ordered
Discount Yes/No 10% discount offered on
Product

Make CID and PR-ID the composite primary key


• Select the CID row, then while holding down the shift key, select
PR-ID row
• Then select the Primary key icon
• Both keys will have the primary key icon beside them
Save the table as Order table

What is the purpose of creating the composite key?


Tables should be join, so that

• Information can be accessed and coordinated in all the fields of the connected tables

• Save you from having to enter the same information in several tables

• Allows you to create forms, queries and reports from the related tables in the database file
Joining Multiple Tables
Tables should be join, so that

• Information can be accessed and coordinated in all the fields of the connected tables

• Save you from having to enter the same information in several tables

• Allows you to create forms, queries and reports from the related tables in the database file
Challenge yourself!!
The linking of two tables can occur in one of two ways:

• one-to-one

• one-to-many

Explain EACH type of relationship and provide examples of each.

Record your answers in your notebooks to be shared at the appropriate time.


Linking tables in a database
Put your brain to work!!

• Open the Bookshop database. Create a relationship among the

tables.

Is your relationship a one-to-one OR one-to-many


Remember
to save
your work
Capturing and Entering data in a database

You can start entering data once you have completed the table design.

Design view: allows you to enter field names, data type

and description into your database table.

Datasheet view: allows you to enter raw data into each

field of your database table


1 Open the Bookshop database.

2 Double click the customer table to open it.

3 To switch views between the Datasheet and the Design view, simply

click the button in the top left hand corner.

4 Click the Datasheet view and enter the data shown below into the customer

table and save it. CID Last First


1122 John Rich
1124 Aks Todd
1128 Tedd Lou
Put your brain to work!!
In the Bookshop database populate the following tables with the information

provided below
PR-ID Description Cost
P3122 Pocket Diary $8.95
P3429 Jumbo Clips $4.15
P3430 Small Clips $2.75

Product Table
Customer ID Product-ID QTY Cost

1128 P3430 10

1128 P3639 500 Y

1128 P3902 50

Order Table
Manipulate data in a database (Forms)

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