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What is a database? Why use Microsoft Access Database Terms Planning a database Creating a Table in Design View Creating a Query in Design View Creating Forms and Reports using Wizards Linking Tables
Worksheets: What is a Database?...................................................................................................................1 Why use Microsoft Access?......................................................................................................1 Reports are created to print out your data in a formatted structure...........................................1 Planning the Database................................................................................................................2 Basic Access Tools....................................................................................................................3 Tables.....................................................................................................................................3 Queries...................................................................................................................................4 Forms.....................................................................................................................................5
Updated: 08/05/09
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What is a Database?
A variety of definitions exist for a database, but essentially it is a collection of information, regardless of how that information is stored. A filing cabinet, a Rolodex, a library card catalog and the Internet are all types of databases. Most often, however, the word "database" is used to describe a collection of related "data" (information) stored on computers. An electronic database should allow you to store, sort and retrieve data. You can create simple electronic databases by using a Word table, or an Excel spreadsheet. These can keep data such as names and addresses. For example, here we have simple database of our patients:
MedRec# 123-456 987-654 753-951 First Name Jack Jill Mary Last Name Nimble Pail Bluebell DOB 06/08/72 08/27/65 12/08/51 Doctor Edwards Lewis Edwards
In Access, the data is saved in Tables. As the data changes, all of the database objects will reflect the newest information (i.e. the Queries, Forms and Reports). Queries show the data in a Table format. A Query can pull from one or multiple Tables and allow you to limit the display by using criteria to limit the records (rows) and showing only the fields (columns) you want. We can find the phone number for Jill Pail's Doctor, and provide Ken Edwards with a list of his patients. Forms can be created to provide a "user-friendly" side to your database. They are used to view and enter your data in an interactive formatted structure. Creating forms is a great way to make your Access database more user-friendly. Reports are created to print out your data in a formatted structure.
Updated: 08/05/09
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The Datasheet View of a Table allows you to create and modify the data within a grid structure based on the settings in the design view.
Updated: 08/05/09
Page 4 Queries Queries can give you a selection of data based on criteria (limitations) you provide. Queries can pull from one or more related tables. The Design view of a query allows you to choose which tables to pull from and which fields you want to display. It also allows to you set a sort order, and your criteria to limit your data.
The Datasheet view in a Query looks like the datasheet view in the tables.
Page 5 Forms Most forms display data one record at a time, in a formatted user-friendly environment. You can build your form so it will display multiple records. As you develop forms you can create navigation buttons, insert graphics, and change the colors to display everything consistently. Forms have three basic views: design view, layout view and form view. Your data source is most often a Table, but can be a Query. For example, if I want to see all the patients I would use the table; if I only want to see Dr. Edward's Patients, I would use a query.
The data entered or modified in a form is automatically saved to the table. The table is the true location of the data; the form is just a pretty way to view/modify/create the data.
Updated: 08/05/09
Page 6 Reports Reports are designed to create an organized output of information from your database. With a report, you can group and summarize information. You cant edit the data in a report, but if you make the modifications in the table, query or form you will see the results when you open the report again. Reports have four basic views: Report View, Print Preview, Layout View and Design View.