January 2007 1R. Smith - qmcs 200

QMCS 200QMCS 200

LectureLecture

January 2007 2R. Smith - qmcs 200

Today’s ClassToday’s Class

• HomeworkHomework– Questions on previousQuestions on previous– Next ones rescheduledNext ones rescheduled

• MS Access – building a tableMS Access – building a table– ““Three Rules”Three Rules”– Data typesData types– Ch 2 HOE #1Ch 2 HOE #1

• FormsForms– Ch 2 HOE #2Ch 2 HOE #2– Ch 2 HOE #3Ch 2 HOE #3

January 2007 3R. Smith - qmcs 200

Questions on HomeworkQuestions on Homework

• Due today – Access basics and GIGODue today – Access basics and GIGO– Lab time yesterday?Lab time yesterday?

• Rescheduled “last” homeworksRescheduled “last” homeworks

January 2007 4R. Smith - qmcs 200

What to learn about Access?What to learn about Access?

• How to create a tableHow to create a table– Picking the fields, picking the data typesPicking the fields, picking the data types

• How to use relationshipsHow to use relationships– Building tables to use them, setting them upBuilding tables to use them, setting them up

• Creating formsCreating forms– Normal fields, restricted fields, drop down selectionsNormal fields, restricted fields, drop down selections

• How to build multi-table queriesHow to build multi-table queries– Using relationships to string things togetherUsing relationships to string things together

• How to do grouped reportsHow to do grouped reports– Reporting on grouped tables or multi-table queriesReporting on grouped tables or multi-table queries

January 2007 5R. Smith - qmcs 200

Three RulesThree Rules

• Include the necessary dataInclude the necessary data– Lesson: figure out Lesson: figure out everything everything you want to do with the databaseyou want to do with the database

• Include the fields you needInclude the fields you need– But... don‘t overdo itBut... don‘t overdo it

• Store data in smallest partsStore data in smallest parts– ““Smallest parts” you will use, that is (what’s the data for?)Smallest parts” you will use, that is (what’s the data for?)– Some are useful, some get in the waySome are useful, some get in the way

• Avoid calculated fieldsAvoid calculated fields– Birthdate exampleBirthdate example– Grading exampleGrading example

January 2007 6R. Smith - qmcs 200

Data TypesData Types

• Most things should be “Text”Most things should be “Text”– Allows comparing, sorting, matching (case matters!)Allows comparing, sorting, matching (case matters!)

• If you do arithmetic, use something elseIf you do arithmetic, use something else– Date typeDate type– Currency typeCurrency type– Number type(s)Number type(s)

• Different sizes and formats for different purposesDifferent sizes and formats for different purposes

• Using the smallest sizeUsing the smallest size– Database records add upDatabase records add up– Each new record increases the file sizeEach new record increases the file size– If you’re wasting space in the record, the database will get If you’re wasting space in the record, the database will get

hugehuge

January 2007 7R. Smith - qmcs 200

Wizard vs DesignerWizard vs Designer

• Always a question in Access – which to use?Always a question in Access – which to use?• For tables, I use the DesignerFor tables, I use the Designer

– I usually know what fields I wantI usually know what fields I want

• If you don’t know what you want...If you don’t know what you want...– Table Wizard has built-in example tablesTable Wizard has built-in example tables– Business examples and personal examplesBusiness examples and personal examples– You pick an example table and customize itYou pick an example table and customize it– Fields already have data types associated with themFields already have data types associated with them

January 2007 8R. Smith - qmcs 200

Chapter 2 HOE 1Chapter 2 HOE 1

Pp 702-710Pp 702-710Don’t print anything, just create Don’t print anything, just create

the databasethe database

January 2007 9R. Smith - qmcs 200

FormsForms

• We saw these yesterdayWe saw these yesterday• Focus the data entry taskFocus the data entry task• Improve accuracy by testing the inputsImprove accuracy by testing the inputs• Improve accuracy with drop downsImprove accuracy with drop downs

January 2007 10R. Smith - qmcs 200

Forms: Wizard Vs Designer?Forms: Wizard Vs Designer?

• I start with the Wizard and adjust with DesignerI start with the Wizard and adjust with Designer• Wizard gives you a great first stepWizard gives you a great first step

– Puts everything in a generally OK placePuts everything in a generally OK place– Assigns types and labelsAssigns types and labels– Form is almost instantly usableForm is almost instantly usable

• Wizard leaves things outWizard leaves things out– Can’t do drop downs Can’t do drop downs – Doesn’t put in control buttonsDoesn’t put in control buttons– What if you add a field to the table later?What if you add a field to the table later?

January 2007 11R. Smith - qmcs 200

Chapter 2 HOE 2Chapter 2 HOE 2

Pp 716-723Pp 716-723Print ONE sample form with your Print ONE sample form with your

name entered into itname entered into it

January 2007 12R. Smith - qmcs 200

Chapter 2 HOE 3Chapter 2 HOE 3

Pp 725-733Pp 725-733Print ONE sample form with your Print ONE sample form with your

name entered into itname entered into it