![Succeeding in Business with Microsoft Access 2013
Working in Table Design View (cont’d.)
• Field properties pane
– Bottom part of design view
– Displays field properties for selected field
• Rules when naming fields and database
objects
– Up to 64 characters and any combination of:
• Letters
• Numbers
• Spaces
• Special characters except ., !, `, [, and ]
12](https://image.slidesharecdn.com/ch02cmpt110-ppt-150508185128-lva1-app6891/85/Ch02-cmpt110-12-320.jpg)
Ch02 cmpt110
- 1. Succeeding in Business with Microsoft Access 2013 Building The Database Chapter 2
- 2. Succeeding in Business with Microsoft Access 2013 Chapter Introduction • Learn different techniques for: – Creating tables – Entering data – Verifying data – Relating tables – Documenting database objects – Backing up database – Repairing database – Securing data 2
- 3. Succeeding in Business with Microsoft Access 2013 Tools Covered in This Chapter • Database Documenter • Database security • Datasheet view • Design view • Import Spreadsheet Wizard 3 • Input Mask Wizard • Lookup Wizard • Relationships window • Subdatasheet
- 4. Succeeding in Business with Microsoft Access 2013 Level 1 Objectives: Creating the Database Tables • Review the database design • Create the database tables using the database design • Work in Design view 4
- 5. Succeeding in Business with Microsoft Access 2013 Creating the Database Tables: Reviewing the Database Design • Make sure that the database stores data in the correct format and outputs the correct queries, forms, and reports • Analyze the client’s needs and make sure the design is easy to understand • Limit the scope of a new system 5
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- 7. Succeeding in Business with Microsoft Access 2013 Creating the Database Using the Database Design • Start Access click New tab in the navigation bar on the File tab • Database window – Main control panel for database • Navigation pane – Located on the left side of the window – Lists all objects (tables, reports, etc.) in the database 7
- 8. Succeeding in Business with Microsoft Access 2013 Creating a Table by Entering Data in Datasheet View • Datasheet view – Shows table’s records in rows and table’s fields in columns • Table window – Indicates table’s name • Just start entering data • Access adds ID field to datasheet 8
- 9. Succeeding in Business with Microsoft Access 2013 Datasheet View 9
- 10. Succeeding in Business with Microsoft Access 2013 Creating a Table by Entering Data in Datasheet View (cont’d.) • Click save button – Save as dialog box – Enter table name • Change to design view – Click view button in Views group on the Home tab 10
- 11. Succeeding in Business with Microsoft Access 2013 Working in Design View • Design view – Define table’s fields and field properties – Rearrange order of fields as necessary • Table design grid – Top part of design view – Includes Field Name, Data Type, and Description columns – Each row • Field in table 11
- 12. Succeeding in Business with Microsoft Access 2013 Working in Table Design View (cont’d.) • Field properties pane – Bottom part of design view – Displays field properties for selected field • Rules when naming fields and database objects – Up to 64 characters and any combination of: • Letters • Numbers • Spaces • Special characters except ., !, `, [, and ] 12
- 13. Succeeding in Business with Microsoft Access 2013 Working in Design View (cont’d.) • Rules when naming fields and database objects (cont’d.) – Cannot begin with space • Some organizations establish standards for naming objects and fields • Field size property – Limit number of characters to store in Short Text field – Set the type of numeric data in Number field – Create a reasonable margin of error 13
- 14. Succeeding in Business with Microsoft Access 2013 Adding Descriptions to Fields in Table Design View • Description property – Document contents – Identify field as primary or foreign key – Provide users with instructions about entering values into field • Primary Key button – Access adds a key symbol to indicate the table’s primary key 14
- 15. Succeeding in Business with Microsoft Access 2013 Creating a Table in Design View • Click Table Design button on Create tab • Enter field names, data types, and properties 15
- 16. Succeeding in Business with Microsoft Access 2013 Evaluating and Testing the Table Design • By moving to next record – Access saves record in table – To cancel record • Press Esc key • After designing table – Evaluate for potential problems 16
- 17. Succeeding in Business with Microsoft Access 2013 Displaying Descriptive Field Names Using the Caption Property • Caption property – Changes way field name is displayed – Specifies how field name will appear in different database objects – Default caption property • Field name for all data types 17
- 18. Succeeding in Business with Microsoft Access 2013 Formatting Field Values Using an Input Mask • Input mask – Predefined format – Applied to field – Values are displayed using format specified – Ensures that all of necessary data entered • Literal characters – Not stored in database – User does not need to type them • Use the Input Mask Wizard 18
- 19. Succeeding in Business with Microsoft Access 2013 Input Mask Characters and Descriptions 19
- 20. Succeeding in Business with Microsoft Access 2013 Validating Fields to Ensure Accurate and Consistent Data • Validation rule – Compares data entered by user against one or more valid values • Validation Rule property – Specifies valid values that users can enter • Validation Text property – Opens a dialog box that explains the valid values 20
- 21. Succeeding in Business with Microsoft Access 2013 Validating Fields to Ensure Accurate and Consistent Data (cont’d.) 21
- 22. Succeeding in Business with Microsoft Access 2013 Automating Data Entry by Using a Default Field Value • Default Value property – Enters default value into any type of field – Except for AutoNumber field 22
- 23. Succeeding in Business with Microsoft Access 2013 Automating Data Entry by Using a Lookup Field • Lookup field – Lets user select field value – From: • List of existing field values stored in database • List of values specified when lookup field created • Change field’s data type to Lookup 23
- 24. Succeeding in Business with Microsoft Access 2013 Level 1 Summary • Create tables by: – Entering data – Using design view • Customizing tables – Captions – Validation rules – Using Lookup 24
- 25. Succeeding in Business with Microsoft Access 2013 Level 2 Objectives: Populating and Relating the Database Tables • Create additional tables for the database • Import data into a database • Work with primary and foreign keys • Create one-to-many and many-to-many relationships between tables • Use a subdatasheet to view related records 25
- 26. Succeeding in Business with Microsoft Access 2013 Populating the Database Tables • Populating database – Load tables with data – Enter data in Datasheet view – Import data • Copy and Paste • Import from Excel workbook 26
- 27. Succeeding in Business with Microsoft Access 2013 Importing and Copying Records from One Table to Another • Import existing data from another Access table – Table structure must be identical – Open tables in Datasheet view – Select all of records – Click Copy button – Open target database table – Click Paste button 27
- 28. Succeeding in Business with Microsoft Access 2013 Importing Data from an Excel Workbook • Can import data and create table at same time – Review contents of workbook to understand how it is arranged • If column heading names comply with rules for naming fields in Access: – Access uses them as field names data imported • If column headings are absent/do not comply: – Access assigns generic field names 28
- 29. Succeeding in Business with Microsoft Access 2013 Importing Data from an Excel Workbook (cont’d.) • Access can import most data from worksheet – But not graphics – Formulas converted to numbers – Hyperlinks imported as text data • Usually, the entire worksheet is imported – Can import named ranges of data 29
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- 31. Succeeding in Business with Microsoft Access 2013 Setting a Primary Key Field 31
- 32. Succeeding in Business with Microsoft Access 2013 Working with Primary and Foreign Keys • Primary key and foreign key counterparts – Must have same data type, field size, and field values • Primary key value – Must exist before entering corresponding record if referential integrity is set – Cannot be null • Required property – Nonprimary key field – Ensures that users enter value into field 32
- 33. Succeeding in Business with Microsoft Access 2013 Working with Primary and Foreign Keys (cont’d.) • Works to make data retrieval faster – Access creates index for primary key field • Index – List maintained by database – Associates field values in indexed field with records that contain field values 33
- 34. Succeeding in Business with Microsoft Access 2013 Creating an Index • Increase speed at which access searches • Open table in design view – Select field to index – Click indexed property list arrow • Create index for any field – Except fields of type • Calculated • Attachment • OLE object 34
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- 36. Succeeding in Business with Microsoft Access 2013 Creating an Index (cont’d.) • View indexes created in table – Click indexes button on Show/Hide group on Design tab • Create indexes for as many fields as necessary to optimize searches in database – Records indexed when table saved – Updated automatically as records added, deleted, or changed – As database grows • Indexes might slow down database 36
- 37. Succeeding in Business with Microsoft Access 2013 Creating an Index (cont’d.) • Increases size of database • Slows down database – Must update index as users add, change, and delete records • Add indexes as needed – When improved query performance is necessary • Delete indexes to: – Increase speed – Reduce file size 37
- 38. Succeeding in Business with Microsoft Access 2013 Creating One-to-Many Relationships Between Tables • Open relationships window – Click relationships button on Database Tools tab • Relationship has certain properties – Type • One-to-many • One-to-one • Many-to-many – Attributes • Specify how to manage changes when records updated or deleted 38
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- 40. Succeeding in Business with Microsoft Access 2013 Edit Relationships Dialog Box 40
- 41. Succeeding in Business with Microsoft Access 2013 Creating a Many-To-Many Relationship Between Tables • In Design view – A junction table to create the many-to-many relationship – The primary key is a combination of fields • Referred to as a composite primary key – Create the one-to-many relationship between individual tables involved – Create the many-to-many relationship 41
- 42. Succeeding in Business with Microsoft Access 2013 Using a Subdatasheet to View Related Records • After importing data into database – Open each table in Datasheet view – Check data for problems • Expand indicator (box with the plus sign) appears for relationships – Click to view subdatasheet with the related records 42
- 43. Succeeding in Business with Microsoft Access 2013 Level 2 Summary • Import data from – Other Access tables – Excel • Index – Used to aid searches • Create relationships using Relationships Window 43
- 44. Succeeding in Business with Microsoft Access 2013 Level 3 Objectives: Maintaining and Securing a Database • Learn about the role of the database administrator • Compact repair and back up a database • Document the database design using the Database Documenter • Secure a database from unauthorized use 44
- 45. Succeeding in Business with Microsoft Access 2013 The Database Administrator Role • Database administration (DBA) – Responsible for maintaining database – Sets security and other features of database • Default option for opening database – Available to other users at same time • Open access database in four ways – Open mode, Open Read-Only mode, Open Exclusive mode, Open Exclusive Read-Only mode 45
- 46. Succeeding in Business with Microsoft Access 2013 Compacting and Repairing a Database • Compact – Data and objects reorganized – Unused spaces reassigned and deleted – Result • Decreased file size • Improved efficiency – Can be done manually or every time database closed • Backing up the database before compacting and repairing is good procedure 46
- 47. Succeeding in Business with Microsoft Access 2013 Backing Up a Database • Creates copy of database – Use to restore in event of loss • Schedule database backups based on manageable amount of data loss • Store copy in fireproof location offsite • Created on external media such as: – CD, DVD, USB flash drive, external hard drive 47
- 48. Succeeding in Business with Microsoft Access 2013 Backing Up a Database (cont’d.) • Back up database – Click File tab, Share tab, Save Database As button – Under Advanced, click Back Up Database – Opens the Save As Dialog box for location to save backup – Use default backup database name (add date) • Might take few minutes to several hours • Backup copy can be opened like any other Access database 48
- 49. Succeeding in Business with Microsoft Access 2013 Documenting the Database Design • Database Documenter – Produces report of every object or just selected objects in database • Click Database Tools tab, and then click the Database Documenter button – Tabs at top of documenter dialog box – Select objects by type 49
- 50. Succeeding in Business with Microsoft Access 2013 Documenter Dialog Box 50
- 51. Succeeding in Business with Microsoft Access 2013 Securing a Database From Unauthorized Use • Plan for and to prevent data loss • Protect database from unintentional or malicious damage • DBA must open database with exclusive access prior to setting protection features • Tools – Setting database password – Encrypting a database – Hiding database objects 51
- 52. Succeeding in Business with Microsoft Access 2013 Using a Password to Protect a Database • Password – Collection of characters that user types to gain access to file • Database administrator sets database password – Users cannot open database file in Access unless they provide correct password 52
- 53. Succeeding in Business with Microsoft Access 2013 Encrypting a Database to Prevent Unauthorized Use • Access 2013 combines two tools for database security – Encryption and database passwords – When you encrypt a database with a password, the data is made unreadable by other tools • Encrypt with Password option 53
- 54. Succeeding in Business with Microsoft Access 2013 Hiding Database Objects From Users • Casual users may damage database by: – Unintentionally altering object’s design – Deleting object entirely • Hide objects from being displayed in Navigation Pane – User will not be able to accidentally or intentionally damage database • Revealing hidden object not difficult • Hide using Properties dialog box 54
- 55. Succeeding in Business with Microsoft Access 2013 Level 3 Summary • Compact database • Backup database • Document database • Secure database – Password – Encryption – Hiding objects 55
- 56. Succeeding in Business with Microsoft Access 2013 Chapter Summary • Create tables using one of three methods • Import data from other Access tables or Excel • Create relationships using Relationships Window • Secure database – Password – Encryption – Hiding Objects 56