Objectives for this week (9/03 – 9/05)

1. Objectives for this week (9/03 – 9/05) • Do this right now: Login to the COBA server using your NetID. • Today: I will explain the logistics of course including course file placement for tutorials. • MS Access: • Understand the basic data objects that are created and stored by MS Access. • Understand how to create and relate tables in a database. • Understand how Windows and Access work together to store and retrieve data.

2. What types of data are stored on a computer? • Video, pictures, audio • Email • Web pages • Word processing documents • PowerPoint-type presentations • Structured data: Pre-defined formats such as employee, customer, student, registration data.

3. How is data stored? • Within a file structure. To see the file structure: Execute two copies of the Windows operating system file management utility called “Windows Explorer”. • Windows Explorer is accessed from the “start” button (lower left corner of the screen). • Select “All Programs” • Select “Accessories” • Select “Windows Explorer”

4. Organizing Files and Folders • A file is a collection of bytes that has a name and is stored in a computer. • A file can store a “program” or “data” • Organize files by storing them in folders • Disks contain folders that hold files • USB drives • Compact discs (CDs) • Digital video discs (DVDs) • Hard disks • Each drive is assigned a letter in the Windows operating system

5. Understanding the Need for Organizing Files • Windows (and all other operating systems) organizes folders and files in an hierarchy, or file system • So many files, must have organization method. • Windows stores the folders and important files it needs to turn on the computer in its root directory; must be able to access them quickly. • Folders stored within other folders are called subfolders

6. Developing Strategies for Organizing Files

7. Exploring Files, Folders, and Libraries

8. Navigating to Your Data Files • The file path is a notation that indicates a file’s location on your computer G:\FM\Tutorial\Map.png • G: is the drive name • FM is the top-level folder on drive G • Tutorial is a subfolder in the FM folder • Map.png is the full filename with the file extension

9. Managing Folders and Files • Creating a folder • In the Navigation pane, click the drive or folder in which you want to create a folder. • Click New folder on the toolbar. • Type a name for the folder, and then press the Enter key.

10. Working with Folders and Files • Moving and Copying Files and Folders • Moving a file removes it from its current location and places it in a new location you specify • Copying places the file in both locations • Naming and Renaming Files • Filenames provide important information about the file, including its contents and purpose • Main part of the filename • File extension • A filename extension identifies file type and indicates program in which file was created • Deleting Files and Folders • Recycle Bin is an area on your hard disk that holds deleted files until you remove them permanently

11. Book Example: Belmont Landscapes Company provides landscape architecture services including analyzing sites, developing plans and performing construction work. Wants to have a way to keep track of the work that will be done for customers (“contracts”) and then have a way to charge those customers (“invoices”) once the work has been completed.

13. Overview of MS Access • Data Management Software • Has the following objects: • Tables: Object to store data. This is the only data storage object in Access. • Queries: Object to view data stored in tables. Can be used to filter data, reformat data, create calculations, create aggregations, create summarizations. • Forms: Object to enter data into a table in “pretty” format. Also used to view data in a “pretty” format on a screen. • Reports: Object to view data in a “pretty” format on paper.

14. Queries Table(s) Report(s) Form(s)

15. Where is all this stored in Access? • Access creates a composite file with an .accdb extension. • All tables, queries, forms, and reports associated with a given database are stored in a single composite file. • Should I use one .accdb file for everything I ever do with Access? • NO! • A database should store related data. • You will create a database to store the contract data required for tutorial #1. • You will create a different database to store the data required for the Access project.