Introduction to Database Concepts and Microsoft Access 2003

1. Introduction to Database Concepts and Microsoft Access 2003 Health Science Center IT Center – Training training@health.ufl.edu 352-273-5051

2. Database Concepts and Access 2003 • Introduction • Database • Microsoft Access • Design and Creation • Plan • Tables • Queries • Forms • Reports

3. Things to Do • Contact your customer support • Backup • Backup • Backup

4. What is a Database? • A structured collection of related data • An filing cabinet, an address book, a telephone directory, a timetable, etc. • In Access, your Database is your collection of related tables

5. Data vs. Information • Data – a collection of facts made up of text, numbers and dates:Murray 35000 7/18/86 • Information - the meaning given to data in the way it is interpreted: Mr. Murray is a sales person whose annual salary is $35,000 and whose hire date is July 18, 1986.

6. Name: Barry HarrisCollege: MedicineTel: 392-5555 Basic Database Concepts • Table • A set of related records • Record Name: Barry HarrisCollege: MedicineTel: 392-5555 • A collection of data about an individual item • Field Name: Barry Harris • A single item of data common to all records

7. An Example of a Table Fields Records

8. Design and Document Your Database • A designers best tools are a pencil and paper • It is important to plan what you are going to do • The sooner you touch the computer the sooner you’ll make a mistake • If you don’t plan you will often have to start again • Document what you are doing, will you remember what you did in three months time?

9. Questions To Ask Yourself • What have I got? • (Inputs) • What do I want? • (Outputs) • What do I need to do to get there? • (Process) • How am I going to build it? • (Application/Program)

10. Database Options • Freeware/Shareware- 1,000’s of records • Microsoft Excel- Limit of 65,536 Rows • Microsoft Access- 100,000’s of records • Oracle/SQL- 1,000,000,000’s of records & allows for Multiple users

11. Why Use Access? • Familiar look and feel of Windows • Easy to start building simple databases • Can build sophisticated systems • It’s already on your computer • True relational database

12. What is a Relational Database? • A relational database is a collection of tables from which data can be accessed in many different ways without having to reorganize the database tables. • That is, once relationships are created, tables can “talk” to each other. We can link (relate) the tables to find: • Which doctors are seeing a patient • Which students are in which class • Which item is selling the most on Friday’s

13. Basic Design Rules of Relational Databases Putting all of the home address in one field may make for convenient data entry, but it makes it very difficult to work with the data. For example, what if I needed to sort by City or Zip Code? Pulling fields together is fairly simple, pulling them apart is very difficult. • Data is broken down into Smallest Logical Parts You can join fields together in queries, forms and reports.

14. Basic Design Rules of Relational Databases Access won’t let you use the same field name twice in one table but it can become confusing to people doing data entry if you are not clear. Try to keep a consistent naming convention. • Unique Field Names Field names can be up to 64 characters long. (see tables documentation for more details)

15. Basic Design Rules of Relational Databases You also want to be aware of the field names across tables. For example several tables may use the Field FirstName. When you use those fields in other parts of the database things can become very confusing very quickly. • Unique Field Names When these two Name fields are pulled into the same Query/Form/Report they will appear with the table name in front of the field name: Patient Table.Name

16. Basic Design Rules of Relational Databases If we wanted to see how long an employee had been working with us, we can calculate their Length Employed by subtracting their hire date from today’s date. However, since today’s date is always changing, this data very quickly becomes stagnant. • No Calculated or Derived Fields Access will let you create calculations in queries, forms and reports.

17. Basic Design Rules of Relational Databases • Unique Records If you don’t have unique records, your database can’t tell which record you may be referring to.

18. Primary Keys To ensure that each record is unique in each table, we can set one field to be a Primary Key field. A Primary Key is a field that that will contain no duplicates and no blank values. Looking at the table above, what would be the best Primary Key?

19. Primary Keys While each column in this particular data set has unique data, the field that will work best for us is GL (GatorLink). Many employees will work for the same college, have the same last name and possibly even share telephone numbers, but each employee should have a unique GatorLink ID. When there is not a unique field in your data set, you can use an AutoNumber. Access can create incremented or random AutoNumbers for your primary key.

20. Let’s Get Started Planning Patients Appointments

21. Opening a Database • To open a database when you start Access • From the bottom of the left panel, choose the database you wish to open, or choose More… to browse for another database • To Create a database, click on the Create a new file… option in the bottom of the left frame. • You can also use the file menu to open existing databases or create new ones.

22. The Access Database Window • Icons down the left hand side provide access to all database objects • Select the object by clicking the icon

23. Data View/Design View Datasheet View Design View

24. Navigating Fields and Records • Tab • Shift+Tab • Enter • Home/End • Ctrl+Home • Ctrl+End • Page Up • Page Down • The Arrow Keys • To move through records and fields • To move through records First Record Current Record Last Record Previous Record Next Record New Record

25. Introducing Tables • Database is a collection of TABLES • Tables store all the data

26. Introducing Queries • A means of asking questions (querying) of your data • Can look across a number of Tables and other Queries • Can perform Calculations and Combine fields

27. Introducing Forms • A friendlier view of the database • Used for data input, menus, display and printing • Can perform Calculations and Combine fields

28. Introducing Reports • Output of information in a printed report • Allows you to group and summarize data • Can perform Calculations and Combine fields • Cannot Edit Data • Can Make Labels

29. Forms Reports Customer Queries Company Name Address City Telephone Contact Name Working Together Tables Employees Customers

30. Let’s Create Our Database