Databases & Access 2000
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Databases & Access 2000
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Today’s Topic: Databases
Define: Database Software Examine the different uses of database
software Define the four components of database
software: Tables Queries Forms Reports
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Database Software
Software designed to store, sort, sift through, manipulate, and display large amounts of data.
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Database Software A Database table looks very similar to a
spreadsheet, it has rows and columns, and data is entered into cells, but databases have a different purpose.
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Database Software
Database software is used for storing and
manipulating large amounts of data of any
kindPostal Code Country Phone
EC1 4SD UK (171) 555-2222
70117 USA (100) 555-4822
48104 USA (313) 555-5735
100 Japan (03) 3555-5011
33007 Spain (98) 598 76 54
545 Japan (06) 431-7877
3058 Australia (03) 444-2343
M14 GSD UK (161) 555-4448
S-345 67 Sweden 031-987 65 43
Spreadsheet software is used to store and run
calculations on numeric data
$11,678.00 Yearly Total
$ 959.00 Monthly Totals
$ - Misc.
$ 260.00 Loans
$ 699.00 Wages
Jan
Jane Strickland's Income
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Consider This….
What software would logically be used to store the following data:
Spreadsheet DatabaseStudent Transcripts & GPA’s
Spreadsheet DatabaseFSU’s Schedule of Classes
Spreadsheet DatabaseFinancial Aid Reports
Spreadsheet DatabaseAmazon.com’s product catalogue
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Solution Not Always Apparent
Often times users will transfer data between a spreadsheet and database to accommodate different needs.
The registrar might use a spreadsheet to calculate a student’s
GPA
The registrar might use a spreadsheet to calculate a student’s
GPA
Then transfer the results to the
student’s database record.
Then transfer the results to the
student’s database record.
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Database Components
MS Access Object Bar
Tables: Store the data. For example, the Customers table will store customer-related data for all customers
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Database Components
Queries: Allow you to sift through the data stored in Tables to find useful information. For example, you might query your Customer Table to find your 10 best customers.
MS Access Object Bar
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Database Components
Forms: allow users to easily and securely enter new records into a Table.
MS Access Object Bar
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Database Components
Reports: provide tools to create attractive output from Tables and Queries.
MS Access Object Bar
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Database Components: Tables
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File or Table
A collection of data organized to meet user’s needs.
Records (Entities)
Fields(Attributes)
Database Components: Tables
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Database Components: Tables
Database Tables are created and Fields defined using Design View.
Database Tables are viewed and used using Datasheet View.
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Database Components: Tables
1. Type field names in this column.
2. Set each field’s data type by selecting it
from the list.
3. Set one or more fields to act as the primary key……
Creating a Table
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Database Components: Tables
The Primary Key field must contain unique data for each record. Data used to identify that record.
Example: SSN’s are used as primary keys in IRS records
Primary Keys
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Consider This….
What data field could be used as primary key for the following database tables?
A credit card company’s customer records.
FSU student records
A personal address book
Account number
Social Security Number or FSUCard NumberCombined first name and last name
Table Primary Key
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Relationships
Databases typically consist of several related tables. Fields are selected to define how the tables are related.
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Relationships
In this example the CardNumber field is used to relate these tables so that the identity of the customer can be established.
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Relationships
This is called a one to many relationship since the primary key guarantees that their will be only one customer with any specified cardnumber.
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Relationships
…and each customer can make many –even and infinite amount of, purchases.
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Database Components: Queries
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Database Components: Queries
Creating a Query using Design View
Select the table(s) you
wish to query
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Database Components: Queries
Creating a Query using Design View
Select the fields that you wish to include in the query along with the table to which they
belong
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Database Components: Queries
Creating a Query using Design View
Specify the Criteria used to filter the data. In this query, only records with
the Course Number CGS2060 will be
displayed.
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Database Components: Queries
Creating a Query using Design View
Define which field(s) will be used to sort the
data
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Database Components: Queries
Creating a Query using Design View
Check the fields that you would like to display in
the query
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Database Components: Queries
Viewing the results of a query with Datasheet
View
Only records for CGS2060 are displayed.
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Database Components: Forms
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Database Components: Forms
Forms provide an
attractive and secure
interface for entering data
into a table.
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Database Components: Reports
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Database Components: Reports
Create a report to present data from a table or
query in an attractive and
meaningful manner.
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Summary
Tables store the data. Queries sort and filter data in one or more
tables Forms are used to input data into a table. Reports are used to output the data. Tables and Queries are best created using
Design View Forms and Reports are easiest created using
Wizards
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Time to Practice