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Microsoft Access -
PA Harris, Vanderbilt University
A Primer for Relational Database
Design and Use
Paul A. Harris, Ph.D.
Director, GCRC Informatics
October 3, 2003

Microsoft Access – Module 1
An Overview of MS-Access

What is Microsoft Access?
Microsoft Access is a relational database management
system (DBMS or RDBMS). At the very core, it is a
software “engine” that provides an interface between
physical data and user application queries.
Other examples of DBMS applications include:
•Oracle
•mySQL
•SQL Server (Microsoft)
•DB2 (IBM)
•Informix

Why choose MS-Access over
SPSS / Excel?
Although there is always overlap, the following rules might
help when deciding when / when not to use MS Access:
•MS Access is best used for long-term data storage and/or
data sharing.
•MS Excel is best used for minor data collection,
manipulation, and especially visualization.
•SPSS is best used for minor data collection and especially
data analysis.
It is easy to export data from MS Access to Excel  SPSS

Why choose MS-Access over
other DBMS systems?
Cheap, readily available (packaged with MS-Office
Premium).
Easy to use (relative to other systems –Oracle may require
one FTE to maintain the server as a database administrator
and another FTE to serve as an application developer).
Includes front-end tools for rapid application development
(RAD). This also makes MS-Access a good prototype
environment.

Why choose other DBMS
systems over MS-Access?
MS-Access can handle a large number of records, but is
somewhat slow compared to some of the high-end platforms.
Multiple users may use the database simultaneously, but MS-
Access is known to become unstable with greater than 3-5
users.
There is a “snob factor”. I personally recommend the use of
other systems (Oracle, SQL Server, mySQL, etc) when
writing grant proposals - especially phase II type grants).

What is in an MS-Access file - 1?
Although the term “database” typically refers to a collection
of related data tables, an Access database includes more than
just data. In addition to tables, you can add:
•Saved queries (stored procedures) - organizing and/or
manipulating data
•Forms – gui interaction with data, event programming
•Reports – customized results for printing (~ static forms)
•Macros and VB programs for extending functionality
Microsoft provides some logical integration of these tools
through “wizards”. However, these are pretty basic - most
developers must pick and choose the best approach when
implementing applications.

Unless advanced
techniques are employed,
all entities are stored in
one *.mdb file. When
running, a locking file
(*.ldb) is also visible.
Only the mdb file needs
to be copied to transfer
the database to another
computer or location.
Ex.
MSCI_ByrneGuestLecture.mdb

Demographics Ethnicity Labs H & P
Tables
Queries
Forms (Active)
Reports (Static)
VB + Macros – Event Driven Automation, etc.

Advanced – Splitting
Back-End File - Contains all Data Tables
VB + Macros – Event Driven Automation, etc.
Demographics Ethnicity Labs H & P
Tables
Queries
Forms (Active) Reports (Static)
Front-End File - Contains all Application Entities (Forms,
Queries, etc.) and links to data tables in back-end file. Note
you may have more than one FE to accommodate different
user types.

Summary
MS-Access is a powerful relational database
program. It has many integrated features and
can be greatly customized to fit most
personal/departmental needs for data
collection and storage.

Creating / Working with Tables

Tables – Glucose Measurement
Database
We wish to construct a database to track waking
glucose measurements for an indefinite amount of
time on 100 patients receiving 3 possible drug
combinations.
Why would this be difficult in MS-Excel or SPSS?

Tables Overview
♦ Think of Access as a collection of
spreadsheets that are relationally linked.
STOREDATAONETIME/ONEPLACE
DONOTSTORECALCULATEDDATA
Demographics
Patient_ID
Fname
Lname
Address
Phone
Gender
Race
DOB
Height
Glucose
Glucose_ID
Patient_ID
Date
Weight
Med_ID
Glucose
Meds
Med_ID
DrugCombonatio
n

Table Demonstration - Live
General Setup for Tables
Describe General Options
Show Validation Rule
Relationships
Lookup Option

Table Relationships - Live
Table Relationships
Describe Cascade Features

Table Import / Link - Live
Importing a Table
makes a copy of
existing data
Linking a Table lets
you control existing
data through Access
(Exercise Caution !)
Note that you
may import
non-Access
files.

MS Access – Module 2 Summary
Data storage principles
1. Attempt to store data 1 time / 1 place;
2. Do not store data that may be calculated from
other fields (utilize queries); and
3. Strive for very discrete data storage (no
ambiguity – garbage in / garbage out).
4. Choose real or arbitrary (autonumber) unique
identifier for each record.
Relationships
Use table relationships to automatically cascade
delete and update records.
Other Data Sources
Import = Copy; Link = Live Connect.

Creating / Working with Queries

Query Overview - 1
♦ An MS-Access query is a set of stored SQL
instructions that manipulate and/or select data
from one or more tables.
♦ Select Query – Data grouping and/or filtering
♦ Make-Table Query – Select + creates/populates
new table.
♦ Update Query – Updates fields from specified
table data
♦ Append Query – Runs query on one table,
appends results to a table
♦ Delete Query – Delete selected records from table

Query Overview - 2
♦ SQL (Structured Query Language) is a very
widely used database language designed
specifically for communicating with databases
♦ SQL is not proprietary – almost every DBMS
supports SQL (including MS-Access).
♦ SQL is relatively easy to learn, but extremely
powerful – one of the easiest ways to learn is to
use MS-Access Query by Example methods, then
look at the generated SQL command
♦ Remember that a query is nothing more than the
database engine running the stored SQL command
(it looks and sometimes acts like a table, but really
adds little mass to the database file) PA Harris, Vanderbilt University

One Table Query Example - Live
Right-Click + Add to
add table(s)
Drag and Drop Fields
Custom sort
by one or
more fields.
Use this
button to
toggle
between
design, sheet
and SQL
views.

2-Table Query Example - Live
Drag and Drop Fields
Right-Click + Add to add table(s)
Note that relationship often automatic.
Calculated Field
BMI: [Weight]/([Height]/100)^2
Right-Clicking gray area
above field enables
property changes.

Query – Calculating Fields
Name the calculated field, then type a colon, then
type the equation using brackets ( [ ] ) around
table fields. If there is ambiguity in the field
names between tables, you may need to type table.
[field] format.
Ex: BMI: [Weight]/([Height]/100)^2

Query – Sorting Data
Choose Ascending or Descending in the Sort Row
This query would sort by Gender THEN by Race.

Query – Filtering Data
This query will return all records in the database for:
Females
who are not white
whose height are greater than 150 cm
and who weigh between 60 and 70 kg
Youneednot“show”thedatafieldtouseasafilter.

Query – Filter Operators
= equals
> greater than
>= greater than or equal
< less than
<= less than or equal
<> not equal to
Between between two values
Is Null field is empty
is not null field is not empty
Like Matches a pattern (Like John*)
OR Logical OR (one or other is true)
AND Logical AND (both are true)
etc.

Query – Grouping Data - 1
Clicking the Totals Button
Enables Grouping, Counting
and Statistical Options
Notice new “Total” row.
Each field (column) can be set.
Running this
Query
indicates there
are 203
Females and
261 Males in
the database.

Query – Grouping Data -2
Totals Options Include:
Group By
Sum
Avg
Min
Max
Count
StDev
Var

Query – Export Data
Create and Save
Query
1)
Use OfficeLinks (Excel Toggle
Option) to “Analyze it with Excel”
2)
Data Automatically
Exported to Excel
3)

Queries are extremely easy to set up/use and provide an up-
to-date snapshot of your data at any time.
Queries may be used to calculate values based upon
existing fields, join fields from separate tables, globally
update or delete data, and export linked/calculated data to
external programs.
Under the hood, queries are really nothing more than stored
SQL statements that are run upon command. They add
little mass to the file application.
If you use MS-Access for nothing else, you should learn to
import data and become proficient with query
functionality.

MS-Access Import/Query Practice
Import data from the sample Excel file “msci_data.xls” into
an Access database table. Design and save a new query
named to display only the following fields: 1) Case; 2) Sex;
3) BMI_Av (a calculated field computed by averaging
BMI_1 and BMI_2). Select filter criteria in the query to
show only those records where: 1) age is between 30 and 90;
2) the sex field equals 0; and 3) and the survdays field
contains a value between 100 and 300.
Using the imported table from part A, design and save a new
query named Question2 to provide summary data for each
sex / alive combination (ie we want to see 4 rows of data).
For each of these combinations compute: 1) count of case
numbers; 2) average of length of stay (LOS); and 3)
standard deviation of length of stay (LOS).

Creating / Working with
Forms/Reports

Graphical User Interface (GUI)
Although it is possible to enter data directly into a
table, you can enhance data quality by forcing data
entry through forms.
Depending upon your users, you may wish to set
things up so they never even see the database
window. In other words, you can design your
application so they only touch the data through
programmed forms.

Graphical User Interface (GUI)
Continuing with the glucose database we
formulated earlier, we’ll now attempt to build a
graphical user interface to:
1) Collect Data
2) Periodically report data through pre-formatted
reports
3) Quit the program

GUI – Forms/Report Live
Out of Program

Use forms and reports together to build a data software
application.
Design to the lowest common denominator (Murphy will
use your program early and often)
Always look for and design carrots to win over the true
data entry personnel. If it saves them time or offers
something they couldn’t do before, they might use the
application.
Look for champions – bright, energetic individuals who
will try something new, etc.

MS Access – Resources
I cannot recommend the BEST MS-Access book.
However, I can recommend the following series of books
that I usually turn to when learning new technology:
•Visual Quickstart Series – beginner/intermediate level
•O’Reilly Series – intermediate/advanced level
There is also an excellent tutorial on the web:
http://mis.bus.sfu.ca/tutorials/MSAccess/tutorials.html

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