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Microsoft Access II

Microsoft Access II. Information Technology Services User Services User Training & Support. Review – What is a Database?. A collection of related data Database is the overall container Database object include: Tables Queries Forms Reports Macros Modules.

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Microsoft Access II

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  1. Microsoft Access II Information Technology Services User Services User Training & Support

  2. Review – What is a Database? A collection of related data • Database is the overall container • Database object include: • Tables • Queries • Forms • Reports • Macros • Modules

  3. Flat database vs Relational database • Flat database consists of 1 table • Since real-life databases can have up to millions of records – relational databases with smaller related tables can become essential. • Relational database • Use more than one table to decrease the amount of redundant data.

  4. Relational Database • Problems that can be encountered in setting up a relational database • Losing information • Dangling references • Bringing the data back together correctly • Problems can be prevented by correct database design.

  5. Relational Database • Todays workshop will include: • How to Define Relationships between tables • How to Enforce Referential Integrity- prevent a child table from having orphans • Cascade Update Related Fields – A primary key field changed in a primary table will cause the foreign key in the related table to be updated.

  6. Queries • Two main categories of queries • Select - Select Data • Retrieves data based on specified criteria and then displays it. • Select Relational queries – Queries that draw from two tables & then display the data. • Action – Alter Data • Crosstab, Delete, Update, Append, Make Table

  7. Action Queries • Crosstab – Summarized values are displayed based on two fields. • Delete – specified records are deleted from your table(s) • Update – specified records are updated in your table(s) • Append - records from 1 table are added to another • Make Table – a new table is created based on specified criteria • Using Make Table, Delete and Append queries you can archive records

  8. Forms • Forms are used to make data entry easy. To improve the functionality and usability of your forms further, controls can be added on to your forms. Controls are placed on your forms as buttons. • There are controls for: • Record Navigation – Next, Previous, Search • Record operations-Add new record, print record, save record, delete record, duplicate record

  9. Forms • Form Operations-Open form, close form • Report Operations-Preview report, print report • Applications-Run MS Excel, Run MS Word • Miscellaneous-Run queries, print table, run macro, run query

  10. Switchboard • A special type of form • Place buttons on a blank form. • Persons unfamiliar with Access – can use your database • Switchboard Manager - Automatic switchboard

  11. Macros • With the check of a button – run a series of Access commands • Actions make up a macro • There are close to 50 macro actions • Open forms & reports • Manipulate data • Automate tasks

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