CHAPTER 3

(First part
written)

of

this

chapter

was

percent sign), and input mask (e.g., a

template for entering a phone number).
o
(3) Description

CREATING DATABASE TABLES AND

REPORTS
Microsoft Access a popular relational
database that many businesses and
individuals use for small database
applications.
Features:

Access 2007 is the ability to use

predefined templates.

Blank Database icon in the top

portion of the screen Access

The
default
name
is
database
Database1.accdb.
CREATING DATABASE TABLES
Getting Started:

rename your database

decide where to store

Defining a Record Format

The Ribbon across the top of the

screen shows five tabs: Home,
Create,
External
Data,
Database
Tools,
and
Datasheet.

Go to Design View

To define a record format, begin

typing the name of the first data
field you wish to create. The f
columns will appear:
o
(1) Field Name*: names you
assign to the data fields in your
record.

Use mnemonic names

Do not use long names

o
(2) Data Type*: This tells
Access how to store the
data.
Text
Currency
Date
Yes/no
Memo
Number:
Integer, Long
Integer, Single (a small
decimal value), or Double
(a large decimal value).
Field
properties:
include
such
settings as field size (e.g., a length of 9
bytes), format (e.g., a number with a

Identifying a Primary Key

Primary key: the data field in each
record that uniquely identifies the record.
One way to designate this field as
the primary key is to click on the
name of this field and then select
Primary Key icon ( ) from
banner at the top of the screen.
An alternate way is to right click on
the field with your mouse and
select primary key from the
set of choices in the drop down
list.
Save the table
CREATING RECORDS
Switch to datasheet (or run) view
o
Close
design
view,
select
Datasheet view
Begin by entering data in the row
with the (*).
Use tab to transition
Use backspace or delete to correct
input error
CREATING DATABASE RELATIONSHIPS
Step 1: Select Tables
select
the
choices
Relationships/Show Table from the
main menu
From the tables listed, right click on
the table you wish to link
Drag it into the relationship window
Step 2: Link the Tables
To link the two tables together, drag
and drop the department code
name from either table to the
similar name in the other table.
Referential Integrity: a control that
prohibits users from creating employee
records with references to non-existent
departments.
GUIDELINES
FOR
CREATING
DATABASE TABLES AND RECORDS

1. Design First; create tables and

records last
2. Name tables systematically and use
conventional tbl prefixes
3. Use mnemonic names for datafield
4. Assign correct data types to data
fields
5. Data fields that link tables together
must be the same data type
6. Limit the size of the data fields to
reasonable lengths.
7. Use input masks: is a template
that outlines the expected values
for a data field.
CHAPTER 4
(First part
written)

of

this

chapter

was

CREATING SELECT QUERIES

One-Table Select Queries
Select Query: creates a dynaset of
database information based on two types
of user-specifies criteria: 1) criteria that
determine which records to
Include; (2) criteria that determine which
data fields to include from those records.
Filter Query: references only one tale
Combines info frm several tables
Action Query
Single Criterion:
o
First click the Create option on
the main menu bar. In the
Create menu, click Query
Design.
o
Your next task is to select the
data fields in each record you
wish to display. One way to do
this is to click on the first (leftmost) cell in the Field row in
the lower portion of the Query
panel.
o
Specify the selection criteria
for the query.

=(equals)

<(less than)

>(greater than)

>=(greater than or

equal to)

<=(less than or equal to)

<> (not equal to)

o
Run the filter. Click the
exclamation point with the

word Run on the left portion

of the main menu.
Multiple Criteria
o
type the name Curry
in the Last Name
column and in the same
Criteria row as the
CA.
o
Access
interprets
criteria appearing in the
same row as an and
operation.
o
satisfy
alternate
requirements, or
Multiple Table Select Queries
To create such a report, you must
first join the tables using the
Relationships window.
Follow steps in Single

CREATING ACTION QUERIES

1. Simple query Wizarddoes the same
thing as described previously under
One-table Select Queries.
2. Crosstab queries enable you to
perform a statistical analysis of the
data in a table and provide the
cross-tabulation results in a rowand-column format similar to a
pivot table in a spreadsheet.
3. Fin-Duplicate queries: enable you
to find those records with duplicate
entries in a specified field.
4. Find-unmatched queries: enable
you to find the records in one table
with no matching record in another
table.
5. Delete queries: enable you to
delete table records selectively.
6. Append queries: enable you to
append records from one table to
the end of another table.
7. Sum a column
8. Update queries
9. Make-table queries
GUIDELINES
QUERIES

FOR

CREATING

1. Spell accurately and be sensitive to

capitalization
2. Specify AND and OR operations
correctly.

3. Tables must be joined properly

4. Name queries systematically
5. Choose data fields selectively
STRUCTURED QUERY
(SQL)/HYPERTEXT

LANGUAGE

SQL: With SQL, the user specifies a table

and fields, using commands such as
SELECT, FROM, WHERE
HTML: Hypertxt Markup Language, the
language for creating web pages.
ONLINE
ANALYTICAL
PROCESSING
(OLAP): allows users to extract complex
information that not only describes
what happened, but helps explain why
it happened.

Integration Server

Halos

PowerDimensions

Plato

WhiteLight
OLAP FEATURES

An
ability
to
conduct
multidimensional
analyses.
(time,
customer,
product
geography)
Drill-down capability: examine
data at increasing levels of detail
Create
pivot
tables:
2D
statistical
summaries
of
database information

DATA MINING: using a set of data

analysis and statistical tools to detect
relationships, patterns, or trends among
stored data.
OBJECT-ORIENTED,
MULTIMEDIA
DATABASES, AND DATA WAREHOUSES
Object-Oriented Database (OODB):
contains both the text data of traditional
databases and information about the set
of actions that can be taken on these data
fields.

Multimedia
Databases:
include
graphics,
audio
information, and animation.
o
Typically
store
information about how

to display graphics, how

to play audio clips, and
so forth.

Multidimensional Databases:
store large quantities of data.
o
Enable employees at
various levels of an
organization to define
their own tables and
reports in formats that
are most useful to them.
Data Warehouses: a large common
body of information.

Usually
contains
older
information

Characteristics to be useful:
o
Free of errors
o
Defined uniformity
o
Span a longer time
horizon
o
Optimized
data
relationships

Advantage: make organizational

information
available
on
a
corporate-wide basis.

Data Marts: smaller than data

warehouses in storage size and
typically focus on just one
application area.

4.

5.
6.

Creating Sample Forms

Select More Forms: from the
Create tab
a. Select Blank Form
b. Select Form Wizard
1.

2.

CHAPTER 5: DATABASE FORMS AND

REPORTS
FORMS
a custom-designed screen for entering
new records in, or displaying existing
records from, a database table
3 major sections:
Heading
Detail
Navigation Bar
Advantages:
Input errors may be avoided
can display all the data-entry
textboxes for an entire record in
one screen
customizable
1. custom header info
2. text
logos,
artwork,
pictures
3. more complete names

ability to group similar

fields together in the
form
ability
to
add
explanations
Customized tab ordering
that governs the order in
which textboxes become
active on the form.

3.
4.

Enter the appropriate setting in

the Form Wizard dialog boxes
a. Select the table. Click
(>>)
b. Select Layout; Columnar
c. Overall appearance
d. Create a name for form
(frm)
Customize the Form
a. Run mode
b. Design mode
c. Form Controls
i. Bound
controls:
textboxes,
dropdown boxes etc.
ii. Unbound
controls:
labels, pictures, etc.
iii. Customize
control
using
Property
Sheet Window
Refine Design
Reset Tab Order

Using Forms for Input and Output

Tasks
Displaying Information
No in the middle of the navigation bar
indicates which record currently
displays in form
| Display first record underlying
table
| Display last record
record just before the current one
record after current
Using
Forms
to
Create
New
Records: *
Printing Forms
Subforms:
Showing
Multiple Tables

Data

from

Subforms: a form within a form

Advantages:
o
Ability to display subordinate
info related to the info in the
main form.
o
Data entry is same in main
forms
Creating Subforms

A key requirement of a subform

is that the data in it must be in a
one-to-many relationship with
the data in the main form.

2 ways:
o
To identify the subform at
the time you use the Form
Wizard.
o
To add one to an existing
form after youve created it.
REPORTS
Reports: provide custom information
to database users. Reports are strictly
outputs and do not allow users to input
data into databases.
Creating Sample Reports

7 Major Components:
1. Report header: company name,
address,
2. Page header: data field ID
3. Group header: New group of
data
4. Detail or body: indv data fields
5. Group Footer: totals
6. Page Footer: page number
7. Report Footer: grand totals
Step 1: Launch the Report Wizard
Step 2: Select the Underlying Data
Source and Desired Fields
Step 3: Indicate any Grouping Levels
Step 4: Indicate any Sort Fields and
Select Desired Report Format
Step 5: Select a Desired Report Style
and Name the Report
Step 6: Modify the Design of the
Report Desired
Creating Reports with Calculated
Fields
Step 1: Create the Query with a
Calculated Field

Creating Calculated Field

o
select the first available column
in the query design
o
Screen and type the name of
your calculated field.
o
Type a colon following your
calculated field name and then

input
the
formula
for
your
calculated field.
o Finally, place square brackets around
your field names to indicate that

you are referencing existing data

fields.
Step 2: Create the Report Based on
Query

Creating Reports with Grouped Data

Control break: the technical term for
the point at which a group changes from
one type to the next in a report.
1. Create the Underlying Query

2. Use the Report Wizard- Initial Report

3. Reformat the Report as Desired