Relational Databases(MS Access)

What is database?

• Database: A collection of data and information describing items of interest to an organization.

• Database Management System (DBMS): A program that makes it possible for users to manage the data in a database in order to increase accessibility and productivity.

What is a relational database?

– Relational Database: A database in which the data are structured in a table format consisting of rows and columns.

– Relation/File: The table in a database that describes an entity.

– Tuples: The rows of a relation. Also called records.

– Fields: The column of a relation. Also called attributes.

What is a relational database?

What is a relational database?

What is a relational database?

• The power of a relational database is

twofold: 1) information is managed in separate tables to

make maintenance easier, 2) data can be combined by relating different

tables.

Microsoft Access

• A Microsoft Access database is made up of several components including:

• Tables

• Forms

• Queries

• Reports

The Main Access Window

• When you open Microsoft Access, many items you see are standard in most Microsoft software programs like Word, Excel, and PowerPoint.

What is a Table?

• The columns and rows in an Access table resemble an Excel spreadsheet.

What is a Query?

• A query lets you find and retrieve information from one or more tables based on a set of search conditions you define.

• Queries can be created using a wizard or developed from scratch in the Query Design view.

What is a Query?

What is a Form?

• An online form can be created to view, input or change information in one or more tables.

• Forms can retrieve data from one or more tables, and display the output on the screen.

What is a Form?

What is a Report?

• A report is an effective way to analyze and present data in a printed format using a specific layout.

• You have control over the size and appearance of information printed on the report, similar to formatting you perform in a Microsoft Word document.

What is a Report?

Datasheet basics

Field Properties

• Table consists of the fields: Last Name, First Name, Phone, Address, City, State, and Zip.

• Each field has unique properties. Some contain characters. Others contain numbers.

• These Field Properties are defined when the table is created.

Field Properties

Primary Keys

• Every table in Microsoft Access must have at least one field that uniquely identifies each record in the table. This field is known as a primary key.

• This primary key essentially opens the door to the table and allows you to retrieve information from the table.

• The primary key is the mechanism by which you relate different tables and combine information for viewing (query) or printing (report).

Primary Keys

Creating a New Database

• Choose File > New from the menu bar.

Creating a New Database

Creating a New Database

Creating a New Tables

Creating a New Tables

Creating a New Tables

Creating a New Tables

Creating a New Tables

Creating a New Tables

Editing and Deleting Table Records