MS ACCESS How and Why

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MS ACCESSHow and Why

• Second Semester
• First Quarter
• Project One

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Getting Set-up

• Go to Start
• Programs
• Find MS Access
• Purple Key
• May be in MSOffice
• Right click to open short menu

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Put MSACCESS on Desktop

• Choose Send to
• Choose Desktop (create shortcut)
• Go to the Desktop

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Put icon on task bar

• Left click MSAccess icon and hold
• This makes a copy of the icon
• Drag the icon down to the task bar
• Release the left button
• The icon is now on the task bar

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Old Methods of Data Storage

• Store information on paper
• Notecards
• File folders
• Sheets (scraps) of paper
• Rolodex
• Post-it Notes
• Organize information by
• Shuffling papers
• Sorting through a dozen file folders
• Panicking

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Why Use a Database?

• Organize information
• Create a database for your information
• Use forms for data entry
• Use queries to get information
• Use tables to store information
• Use relationships to connect information
• Add time to set-up
• Reduce time (energy, panic) and duplication
• Increase availability of data
• Multiple reports, charts, forms, etc.
• Multiple users at multiple sitesnetworking or
  e-mail
• Increase securitycontrol access to different
  levels of data base

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Database

• Database--collection of information that's
  related to a particular subject or purpose, such
  as tracking customer orders or maintaining a
  music collection.
• Made of tables, forms, queries, etc.

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Table

• Table--a collection of data about a specific
  topic
• Use a separate table for each topic you store
  that data only once
• Set of one type of data
• All the demographics of students in a class
• All the grades for students in a class
• All the videos in a collection
• results in a more efficient database and fewer
  data-entry errors.

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Table

• Tables organize data into
• columns (called fields)
• name, address, phone
• rows (called records)
• Record above info for one person
• Similar to a spreadsheet but without the
  letter/number headings

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Forms

• Form--type of a database object primarily (most
  often) used to enter or display data in a
  database.
• Less often as a switchboard that opens other
  forms and reports in the database
• Or as a custom dialog box that accepts user
  input and carries out an action based on the
  input.

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Sample Data Entry Form
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Sample Table with related form
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Making a ReportUse wizard to choose desired
fieldsCan be from several tables
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Report

• Present data to others in some organized form
• May contain information from multiple tables

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Relationships

• Relationshipsconnections between two or more
  database objectsa form and a table or two tables
  and a report, etc.
• work by matching data in key fields  a field
  with the same name in both tables.
• A primary key from one table, which provides a
  unique identifier for each record
• A matching foreign key in the other table.

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Queries

• Query--used to view, change, and analyze data in
  different ways. You can also use them as a source
  of records for forms, reports, and data access
  pages. There are many kinds
• Select Parameter Crosstab
• Action SQL
• Youll learn about them later!

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Vocabulary on Quiz

• Database
• Table
• Form
• Field
• Record
• Query

• Relationship
• Report
• Keys
• Primary in original table
• Foreign in related table
• Demographics

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Download files from Text Site

• Go to SC Site http//www.scsite.com/off2000/defau
  lt.cfm
• Find Advanced Data Disk FilesAccess 2000 Data
  Disk
• Click on that and choose Save
• Create a folder on your drive names AccessFiles
• Save the Access files into your new folder
• When the download is finished, click Open
• Unzip the files INTO YOUR NEW FOLDER