Open a Database

Open Recent Documents list

Choose Open to browse for a file or choose a database from the Recent Documents list
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Open a Database

Open Recent Database list

Choose a database from the Open Recent Database List or click More to browse for other databases 22 Copyright 2008 Pearson Prentice
Hall. All rights reserved.

Database Terminology
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Field Record Table Database

A database is made up of one or more tables

Individual fields

Individual tables in a database Recor ds Copyright 2008 Pearson Prentice Hall. All rights reserved. 33

Objects
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Tables Queries Reports Forms Macros Modules

Objects Copyright 2008 Pearson Prentice Hall. All rights reserved.

44

Work with Table Views

Design View Datasheet View

Datasheet View used to add, modify, delete and view records Design View used to create and modify the fields in Copyright 2008 Pearson Prentice a table 55
Hall. All rights reserved.

Datasheet View
Primary key field

Navigation bar

Navigation buttons

Scroll bar

Primary Key a field that identifies each record as being unique

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Design View
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Click F6 to switch between the upper and lower panes

Key symbol identifies primary key field

Set field properties in the lower pane

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Table Design Considerations Field Size Property

Set field size in the Field Properties grid of Table Design View

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Set the field size in Table Design View Always anticipate the current field size may one day need to be larger
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Table Design Considerations Validation Rules

Set validation rules in the Field Properties grid of Table Design View

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Used to avoid data entry errors by restricting what can be entered Validation text can be used to provide an explanation of the type of data that is allowed in a field
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Table Design Consideration Sarbanes Oxley Act (SOX)

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Protects the general public and companies shareholders against fraudulent practices and accounting errors.
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Requires that all business records be saved for a period of five years and be made available to the SEC upon request

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SOX RECORDS

Discard Do Not

Table Design Considerations PNPI

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Short for personal, non-public, information PNPI laws govern the safeguarding of data such as: q social security numbers q credit card numbers q bank account numbers q medical records
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Table Design Considerations Store Data in its Smallest part

Like this

Not like this

For greater flexibility, store data in its smallest part q Instead of one field for an address, use many q Instead of one field for a name, two or three
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Table Design Considerations Avoid Calculated Fields

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Calculated fields should be used mainly in queries and reports

Calculated fields in a query

Calculated field in a report

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Table Design Consideration Plan for Date Arithmetic

Fields declared as a data type of Date/Time

Using a data type of date/time for all date fields allows the use of date arithmetic
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Table Design Considerations Design Multiple Tables

Multiple tables shown in the Navigation pane

Multiple table tabs identify open tables

Using multiple tables helps reduce redundancy

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The process is also referred to as normalization

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Creating Tables From the Create Tab

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Enter table data directly in fields

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Use a table template

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From the Create Tab, click Table

From the Create Tab, click Table Templates

Enter data directly into a table, including the field names

Enter field names, data types and descriptions in Table Design View

Begin with a template Copyright 2008 Pearson Prentice Hall. All rights reserved.

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Creating Tables From the Import Tab

Click the appropriate application button Choose a file type to import

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Click the application from which to import or Choose the type of file you wish to import
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Create Tables Specifying field names

Add field in Table View Table View Table Design View

After choosing your method of creation begin implementing the table design
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Use CamelCase notation for field names Specify data types Establish a primary key Consider the need for a foreign key
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Create Tables Primary Key

Primary Key Field Primary Key icon

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Tables are automatically created with an AutoNumber field which serves as the primary key To change the primary key
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Select a field in Design View Click the primary key icon

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Sharing Data with Excel

Excel icon External Data tab

Data can be imported from Excel

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It may be appended to an existing table It may be used to create a new table

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2020

Sharing Data with Excel

Select the Source Select the destination

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Select the Excel file you would like to import Select how you would like to import the data
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Appended added to the end of an existing table New table creates a new table in a database Linked create a new table that is linked to the source file in Excel
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Forms, Queries, and Reports

Rep ort

Que ry

For m

Forms, queries, and reports are all based upon data contained in a table
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Forms
For m First record from table visible in form Underlying table

Forms allow us to create an interface that can be more user friendly and attractive than Datasheet View
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Queries
Criterion restricting dataset to show records that have a job title of Sale Representative

Query results showing only employees who are Sales Representative

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Queries allow us to question data The answer to the query is a dataset The question asked is formed using criteria the rules or norm that is the basis for making judgments
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Working with Multiple Tables Table Relationships

Relationship between two tables

The strength of Access is the fact that it is a relational database

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This means you can have multiple tables and create relationships between each table This helps eliminate redundant data
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Working with Multiple Tables Referential Integrity

Enforce Referential Integrity

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Assures that the references to relationships between data is accurate Established when creating the relationship between two tables
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Working with Multiple tables Cascades

Cascade update and cascade delete C

When active, data changed in one table that is in a relationship will be changed in its related tables Can be set when establishing relationships between tables
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Establishing Relationships
Relationships icon Click and drag to create a relationship

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Click the Database tools and click the Relationships icon In the Relationship window, click and drag a field name from one table to a field name in a related table
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Establishing Relationships

Set referential integrity and cascades

Infinity symbol notes referential integrity has been applied

Enter the appropriate settings in the Edit relationships dialog box and click Create A join line will appear when one table is joined to another
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Backing-up and Renaming Access Files

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Save As different in Access than other Office applications

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Save As saves only the current object, not the entire database

To save a database with a new name you must either:

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Backup the database Copy, paste, and rename the database

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Backing-up a Database

Default filename of a backup file is the name of the database and the current date

Backing-up an Access file will produce a copy of your file with a default filename
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Compact and Repair

Compact and Repair is located under the Manage menu

Fixes problems due to inefficient file storage and growth of a database

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Should be performed everyday Often decreases the file size by 50% or more
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