MS Access Characteristics of Well-Designed Database

OBJECTIVES
• Describe database terminologies
• Understand database, relationships and
organizing data
• Explore MS Access and its window
• Know how to create, open and print
database
• Learn to exit MS Access and know where
to go get help

DATABASE TERMINOLOGIES
DATABASE TERMINOLOGIES
TERM DEFINITION
Record It is the horizontal row of a cell. It is a complete set of data
pertaining to a particular person, place or thing.
Field Separates different types of data. It is the information about
a person, place, or thing. Each record is made up of fields
Table It is a grid of rows and columns that contains data or a
collection of fields that describe a person, place, object,
event or idea
Entry It is the data entered into a field
Database A collection of all records related to a particular subject or
purpose

Organizing Data
To organize the data, first you must
identify first the individual fields.
Second, you must group related fields
together into tables.

Database and
Relationship
A database or relational database is a
collection of related tables. For example, if
you want information about a book and how
many have been placed, you must connect
record in Book List Table and the Order
Table through a common field that appears
in both table.

Primary Key
Primary Key
Common
Field

Relational Database
Management System
A Relational Database Management System
or DBMS is a program that allows you to create
database and manipulate data with them. MS
Access is a DBMS where data is organized as
collection of tables. The relationship between two
tables in DBMS is formed through a common field.

Functions of DBMS
1. Allows to create database structure
2. Allows to add new records, change field
and delete records
3. Allows you to get answer to questions
through built-in query language
4. Allows you to print formatted reports
through built-in report generator

Relationship
Relationship in relational database exist when two or
more tables are connected by the following conditions:
1.Primary Key
2.Foreign Key
3.Linking Table is a table that establishes a
connection between two or more tables
Relationship are important because they ensure data
integrity since they eliminate duplicate and redundant
data. Also help as a means to define views

Types of Relationship
1. One-to-One Relationship
- Exist between tables when only one record of
the first table is related to only on record to a
second table, and only one record of the second
table is related to only one record to the first table

MS Access Characteristics of Well-Designed Database

2. One-to-Many Relationship
- Exists between tables when one record of the
first table can be related to one or more records to a
second table, but only one record from the second
table can be related to a single record in the first
table. This relationship is the most common
relationship that exists between tables and helps to
reduce or eliminate duplicate and redundant data.

3. Many-to-Many Relationship
- Exists between tables when one record of
the first table can be related to one or more records
to a second table and one record from the second
table can be related to one or more records to the
first table. The connection between the two tables
will be difficult to establish and will result to
redundant data in one of the tables.

Designing Database
1. Define the purpose of your database.
2. Determine the tables that you need in the
database
3. Determine the fields that you need in the
database
4. Identify the unique values that will allow access
to connect information in stored separate table.
5. Determine the relationships between the tables.
6. Test the design by entering sample data.

Characteristics of a
Well-Designed Database
1. Modifying data is easy. Changes to the value of
one field within the table should not affect the
values of the fields in the table
2. Retrieving information is easy.
3. Developing and building user application is easy.
4. Maintaining the structure is easy. Changes made
to any table or column should not affect other
tables or columns
5. Adding and deleting data is easy

MS Access Characteristics of Well-Designed Database

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