microsoft_access_working_with_forms_and_generating_reports__107.ppt
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This document provides an introduction to Microsoft Access. It describes Access as a database management system (DBMS) that allows users to create and modify databases. It compares Access to Excel, noting that Access can manage one-to-many and many-to-many relationships while Excel is limited to one-to-one relationships. The document then outlines the hierarchy of an Access database, including the database file, tables, fields, and data types. It provides instructions for creating databases, tables, and relationships between tables in Access.
microsoft_access_working_with_forms_and_generating_reports__107.ppt
- 2. Introduction 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 related items or facts arranged in a specific structure related to a particular topic or project DBMS • Program or collection of programs, that allows any number of users to access and modify the data in a database. • Tasks of DBMS: Entering data, updating data, deleting data, backing up the database, etc
- 3. 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
- 4. 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.
- 5. Hierarchy in breaking down a Database
- 6. Hierarchy in breaking down a Database Database File: Main file that encompasses the entire database and that is saved to a disk. Example) StudentDatabase.mdb Table: Collection of data about a specific topic. There can be multiple tables in a database. Example #1) Students Example #2) Teachers Field: Categories within a Table. Tables usually contain multiple fields. Example #1) Student LastName Example #2) Student FirstName Datatypes: Datatypes are the properties of each field. A field only has 1 datatype. FieldName) Student LastName Datatype) Text
- 8. Creating Table in Design View
- 9. Creating Table using Wizard
- 10. Primary Key One or more fields (columns) whose value or values uniquely identify each record in a table. A primary key does not allow Null values and must always have a unique value. A primary key is used to establish relationship between two tables of your database. NOTE: You do not have to define a primary key, but it's usually a good idea. If you don't define a primary key, Microsoft Access asks you if you would like to create one when you save the table.
- 11. Field Types Text Memo Number Date/Time Currency AutoNumber Yes/No
- 12. Entering Data in a Table USING AUTO FORM
- 13. Modifying a table Rearranging Fields Adding Field and Record Deleting Field and Record Changing Column width Changing height of Rows Selecting one Field and Multiple Fields Selecting one Record and Multiple Records Selecting Text in one Cell and Multiple Cells
- 14. CREATING RELATIONSHIPS BETWEEN TABLES
- 16. Handling Queries
- 18. Reports