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Microsoft Access

Microsoft Access. The Basics. The Instructors. Allyson Mower, Digital Initiatives, 581-5263, amower@lib.med.utah.edu Alice Weber, Collection Development, 587-9247, aweber@lib.med.utah.edu Joan Gregory, Technical Services, 581-5269, joang@lib.med.utah.edu.

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Microsoft Access

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  1. Microsoft Access The Basics

  2. The Instructors • Allyson Mower, Digital Initiatives, 581-5263, amower@lib.med.utah.edu • Alice Weber, Collection Development, 587-9247, aweber@lib.med.utah.edu • Joan Gregory, Technical Services, 581-5269, joang@lib.med.utah.edu

  3. Your Expectations/Experience?

  4. Class Objectives • To learn when to use MS Access • To learn how to use MS Access • Toolbars • Views • Data entry and editing • To create usable databases of your own • Using templates and wizards • Using basic queries and reports

  5. Definitions • MS Access - software used for creating databases • Quickly • Accurately • Using wizards and templates developed to maintain the integrity of your data • Data are just information • Database • Collection of data • Related to a particular topic or project

  6. Data Integrity • Data must be accurate. • Data are RELATED to other data in your database (e.g., library patron is related to the book(s) that s/he has checked out). • Maintaining the INTEGRITY of the relationship between different pieces of data is very important. • Example of compromised integrity: sending an overdue notice to the wrong library patron

  7. MS Access vs. MS Excel • MS Excel • spreadsheet • flat database • all information has a one-to-one relationship • MS Access • like multiple spreadsheets that are connected to one another • one-to-many relationships • many-to-many relationships

  8. Examples • Printed Phone Directory (White Pages) • Flat database: One-to-one relationships • Library Catalog • Relational database: Many-to-many relationships • Library patrons check out many books. • Books are checked out by many patrons. • University Class Schedule • Students have many professors. • Professors have many students. • Classes can be held in many classrooms.

  9. MS Access vs. MS Excel • The choice is simple: • IF you have only one-to-one relationships, you need to use MS Excel. • IF you have one-to-many or many-to-many relationships, you need to use MS Access.

  10. Questions

  11. Now for the Hands-On Practice! MS Access Tutorial

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