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MIS309 Database Systems

Introduction toMicrosoft Access

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Introduction

• In its simplest form, Access is a database application

• It uses a relational database management model, which means you can relate each piece of information to other pieces of information by joining them.

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Create Tables

• By using wizard• By entering data• By design view

– specify field name, data type– set general attributes– set primary key

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Establish Relationships

• Click the relationships button on the toolbar

• Tables are related by matching fields.

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Types of Queries

• Select query• Update query• Append query• Delete query

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Create Queries

• By using wizard– select table, fields– Not convenient to design complex

query

• By design view• By SQL view

– Input SQL sentence directly

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Microsoft Access

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Defining a New Data Base

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Naming the Data Base

FileNameOK

Change Name/Directory

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The New Data Base

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Tables

Rowor Record

Fields

General Relational Data base Table

Id Name Age Address214 Jones 25 1 New St, Malvern

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Key Field (Indexed)

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Access Table

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Define Fields in Table

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Add The Name Field

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Select Field Type

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Set the Field’s Parameters

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Name as Primary Key

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Define the Image Field

SelectOLEObject

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Image Parameters

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Click to Save the Table

ClickYes

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Name the Table

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Table1 is now in the Database

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Select Forms

Select NewForm

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Associate Form with Table

Relate FormTo Table

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Create Form for Table1

Select FormWizard

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Select AutoForm

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New Form -Run Mode

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Close the Form

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Save the Form

SelectYes

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Name the Form

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Form is part of the Database

Form inDatabase

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Modify the Form

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Delete the Current Title

ClickThe TitleandPress Delete

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Select A in ToolBox for Title

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Properties

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Save the Change

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Run The Form

Click OpenorDouble Click The Form

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Add an Image Record

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Type in the Name

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Select ClipArt File

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Copy Butterfly to Clipboard

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Paste Butterfly to Image

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The Butterfly goes to Image

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Enter Next Record

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Insert Object

RightMouseClick

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Select Object Type

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Select Graph

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Graph

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Clip Art

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Cartoon

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Add a “Next” Button

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Name the Button

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The Button Event

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Exit Button

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Name the “Exit” Button

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The Exit Button

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Event Coding

Sub Exit_Click ()On Error GoTo Err_Exit_Click

DoCmd Close

Exit_Exit_Click: Exit Sub

Err_Exit_Click: MsgBox Error$ Resume Exit_Exit_Click End Sub

Basic Subroutinedefined for Event

Event Operation

Exit the Subroutine

Error processing

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Access database wizards, pages, and projects

• Access' wizards are existing database structures that only need data input.

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Database Window

• The Database Window organizes all of the objects in the database.

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Design View

• Design View customizes the fields in the database so that data can be entered.

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Datasheet View The datasheet allows you to enter data into the

database

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Create a Table in Design View

• Design View will allow you to define the fields in the table before adding any data to the datasheet.

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Adding Records

• Add new records to the table in datasheet view by typing in the record beside the asterisk (*) that marks the new record.

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Hiding Columns

• Columns can also be hidden from view on the datasheet although they will not be deleted from the database.

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Finding Data in a Table• Data in a datasheet can be quickly located by

using the Find command.

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Table Relationships • Relationships can be established to link fields of

tables together.

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Enforce Referential Integrity

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• A line now connects the two fields in the Relationships window.

Enforce Referential Integrity

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Create a Query in Design View

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Create a Query in Design View

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Create a Query in Design View

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Create query by using wizard

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Create query by using wizard

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Find Duplicates Query

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New Query Example

Click New

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Select Design View for New Query

Design View

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Select the Members Table for the Query

Add Membersthen Close

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Select Fields for Query

Select Field

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Selection Criteria

Criteria

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View the Selected Data

View Selected data

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The Selected Data

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View Query SQL

SQL

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The Query SQL Code

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Save the Query

Save

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The Saved Query

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View the Query Data

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Create Form by Using Wizard

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Create Form by Using Wizard

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Create Form by Using Wizard

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Create Form in Design View

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Create Form in Design View

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Sample Form

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Adding Records Using A Form

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Form Controls

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Reports

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Reports

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An Access Report with All Sections Shown

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Exporting Access Query to Excel Workbook File

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Reposition and Resize Controls in Subreport

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Query Data Exported to an Excel Worksheet

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Import Data from Other Applications as an Access Table

• You can import data from a variety of other applications, including Excel lists, as an Access table.

• If you import data from an Excel list, be sure that the range of the list is named before attempting to import the data in the list.

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Import Spreadsheet Wizard Dialog Box

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First Row Contains Column Headings

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“Choose primary key” Option

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Imported Trial Balance Table in Datasheet View

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Macros in Microsoft Access

• Use to Open or Close Forms and Reports

• Print Reports, or send to other Applications

• Build Menus • Execute a command from a Menu

• Display Messages or Sound Beeps

• Start Other Applications

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A Simple Button Menu Form

Open Form A

Open Form B

Exit

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Button for Form A

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Name the Button and Finish

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The Button to Open Form A

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Button Wizard gives VB Event Procedure

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Event Procedure for the OpenA Button

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Cancel Wizard to Define a OpenB

Wizard Off

AdjustSize

OpenB

Open Form B

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Define a Macro for OpenB OnClick Event

ClickDots

SelectMacro

Click

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Name the Macro

ClickOpen Form B

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Select OpenForm

Click

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Macro: Open Form B

FormB

Click

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System Check

Click

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Add the Exit Button

Click

WizardOn

Click

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The Exit Button

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Exit.OnClick Event Procedure

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Run the Simple Menu

Click

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Event Procedure - Form A

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Event Macro - Form B

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Form with Local Event Procedures

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Local Event Procedures or Functions

Click

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Local VBA Code

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Module Area

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Global Values and Procedures

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How Big with Access

There are file size limitations with MS Access.

Tables 95Queries 29Forms 511Reports 185Code 500 (200,000 statements)

Table Space 800MbCode Space 60Mb

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Garbage Collection

Regular Compacting is required to keep size down.

(Tools/Utilities/Compact)

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MS Access - Offers

TablesDatabase Table Definition/Entry

Queries SQL Queries against Tables

Forms Forms to be displayed

Reports Reports to be Printed

Macros Macro Commands

Modules Visual Basic Code

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End of Lecture

• MS Access is include with some versions of MS Office. It can be learned by experimentation.

• MS Access is not a full featured database like Oracle but it comes very close and is a good alternative for the PC desktop environment.