Chapter 9 Lesson 1 Notes (pp. 369-384)What is a Database?A database is an organized collection of related data. A corporation’s employee data, a store’s inventory and information about a collection are examples of data stored in a database. The computer application used for creating a database is called a relational database management system. (RDBMS). The Microsoft Access 2007 RDBMS window looks similar to:

An RDBMS is used to manage data, answer queries (questions about the data), create user-friendly forms for data entry, and generate printed reports about stored data. Access handles this through objects called tables, forms, queries, and reports.

Title Bar – where the file name of the current database is displayed. Office Button – used to display a menu of commands for opening, saving, and printing database objects. Ribbon - used to select commands and perform actions. Quick Access Toolbar – used to create shortcuts to commands such as saving, print preview, and

printing. Navigation Pane – used to run, open, and manage the objects in a database. Document Window – where open objects are displayed.

Developing a Database SchemaA table is a database object that stores data. The “relational” in RDBMS means that each table is related to at least one other table. A database schema is a description of the data and the organization of the data into tables in a relational database.

Three step approach for developing a schema for a simple database:1. Determine what information to include in the database.2. Divide information into related tables to create tables and then give each table a descriptive name.3. Describe the fields and determine the primary key for each table.

Database FieldsWithin a table, fields store data. Access displays a table in a datasheet which organizes fields into columns. Each field has a name and a type:

Use the following guidelines when choosing a field name: Make field names unique. Choose the shortest possible name that accurately describes the contents of the field. Use complete words instead of numbers or abbreviations. Avoid special characters.

Fields are classified by the type of data they store: Autonumber fields automatically store a numeric value that is one greater than that in the last record

added. Text fields store characters (letters, symbols, words, a combination of letters and numbers) and

numbers that do not require calculations, such as telephone numbers and Zip codes. Number fields store only numeric values Date/Time fields store dates or times. Currency fields store dollar amounts. Memo fields store several lines of text. Yes/No fields appear as a check box that is either selected or left cleared Hyperlink fields store links to files, e-mail addresses, and Web site addresses. Attachment fields store a file. Lookup fields store data retrieved from a field in another table or is a list of choices created by the user.

The size of a field is the number of characters or the type of number it can store. Text fields can store up to 255 characters. For fields that store a number with a decimal portion, the field size Single is used. Fields that store only whole numbers use the Long Integer field size.

Numeric Field Formats: General Number is the default and displays a number as typed. Fixed displays a value to a specified number of decimal places Percent multiplies the value entered by 100 and displays it with a percent sign. Standard displays the value with a thousands separator, usually a comma.

Date and Time Field Formats: Long (e.g., Saturday, June 24, 2010 or 10:12:30 AM) Medium (e.g., 24-June-10 or 10:12 AM) Short (e.g., 6/4/10 or 10:12)

The Primary KeyA record is a set of data for the fields in a table. The records in a datasheet are organized into rows one record after another.

The primary key cannot contain duplicate entries. Fields such as social security numbers, serial numbers, and student id numbers are good primary key fields. If the combination of data in two fields is required to make every table unique, use two primary keys. Click the gray box to the left of the first field, hold down the Ctrl key, and then click the gray box to the left of the second field and then click Design – Primary Key.

Creating Tables and FieldsAccess displays a new table when a database is created. To create a new table: click Create - Table Design. The table window below displays one field in Design View.

Creating and Using Forms

A form is a database object used for entering records into a table and for viewing existing records.

The data for a field is called an entry To create a new form, select a table object from the Navigation Pane and then click Create - Form then choose either split form or multiple items. A new form based on the selected table is displayed in Layout view where it can be formatted.

Form view is where records are entered. Go to Form - View – Form View.

Record controls are displayed at the bottom of an open form and are used to display a specific record:

Adding RecordsAdding records to a database is called populating a database. Data entry is usually best done with a simple form or a split form—because only one record is displayed at a time, data entry is less err-prone.

Use the tab or Enter keys to move from entry box to entry box. Press Shift + Tab to move to the previous entry box. After adding records to the database, click Home - Spelling to check the spelling of all the entires.

A simple form the data for one record.