Theme 2: Working smarter

Topic 14:

Using the right package for the job.

Chapter 4.1. Page 203 – 221

Introduction to Access

What is a database?

• A collection of facts or data regarding a specific topic– Details of a CD collection– Details concerning clients

• To obtain information manually is ineffective

• Data can stored electronically.

Electronic database

• Microsoft Access is a program that enable s you – Store data electronically– Manipulate and change data – Process data into information

Sorting, editing and adding of

dataTo summarise data

and display only certain data

Database concepts and terms

Nr Title Name Surname Postal box Town Postal Code

Cell no

001 Mr Stephan Jacobs PO Box 897

Benoni 1500 0837867911

002 Ms Xandile Madikane PO Box 1001

Jhb 0001 0726751998

003 Mr Vaseela Naidoo PO Box 6554

Bryanston

2191 0826754121

FIELD

RECORD

TABLE

How to use Access

• Start; Programs; Microsoft Access

Activity

Activity

11 Page 205 Explore

Do Activity 1

First encounter:

Demonstration

Components

Tables

Navigate through a table

Queries

Queries

Forms

Reports

Do activity 2

Basic terminology

Activity

Activity

22 Page 209 Understand?

More about tables

Changing the appearance of a table

Do Activity 3

Activity

Activity

33 Page 209 Explore

Activity

Activity

4,4,55

P 210, 211 Explore

Do Activity 4

Do Activity 5

Answers activity 5

1. 2 Afro Pop CDs

2. He likes Jamie Cullum

4. R200.00. (Hint: Sort the ReplacementValues in Descending order, then the most expensive CD will be displayed at the top of the table.)

3.

5.

Change and print a table

Demonstration

(Use the CD-database)

Do activity 6

Activity

Activity

66 Page 212 Try yourself

Create a table

• Determine which fields each record must consist of?

• Determine the data type of each field

Data typesTextText Alphanumeric Letters+figures+&*%Alphanumeric Letters+figures+&*%

MemoMemo Long text entriesLong text entries

NumberNumber Data which consist of numbersData which consist of numbers

Date/TimeDate/Time Dates and timesDates and times

CurrencyCurrency For monetary unitsFor monetary units

AutoNumberAutoNumber Sequential numbers beginning at 1Sequential numbers beginning at 1

Yes/NoYes/No Boolean values. Yes/NoBoolean values. Yes/No

OLE ObjectOLE Object Graphics, video or documentsGraphics, video or documents

HyperlinkHyperlink Web addressWeb address

LookupWizardLookupWizard List of predetermined valuesList of predetermined values

What is the data type of the following fields?

James Naidoo GI_001#

34.67 08:00

12 January 2006

R56.88 0834456543

Yes Feed the fish 1 cup every second day

www.google.co.za

Primary keys

• A field which identifies each record with a unique value

• ID number, Autonumber

• Cannot be the name or surname

• Ensure that there are not duplicate records in a database.

• Is indicated by a small key.

Different views of a table

• Datasheet View

Different views

• Design View

Do activity 7

Do activity 8

Activity

Activity

7,7,88

P 214, 215 Explore, Understand?

Answers activity 8

• 8.1 One

• 8.2 Number

• 8.3 M

• 8.4 15

• 8.5 30

• 8.6 Number

Do activity 9

Do activity 10

Do activity 11

Do activity 12

Do activity 13

Activity

Activity

Try yourself