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Microsoft Access

Microsoft Access. Database Software Application. What is Access?. Microsoft Access is the most popular personal computer database management system available today! Usually included in the Microsoft Office Suite. What is a database?.

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Microsoft Access

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  1. Microsoft Access Database Software Application

  2. What is Access? • Microsoft Access is the most popular personal computer database management system available today! • Usually included in the Microsoft Office Suite

  3. What is a database? • A database is an organized collection of information about a subject. • Examples of common databases: • Telephone book • Customer Service Records • Personnel Records • School Student Records

  4. What is a database management system? • A database management system, such as Access, includes both the database information and the tools to use the database. • These tools allow you to sort, analyze, and report on information in the database. • Tables • Forms • Queries • Reports

  5. Examples • A school student database could locate all students with grades that meet the criteria of the honor roll. • A business could find all customers who purchased a certain product during a certain period of time.

  6. File Extensions • All Microsoft Access database files have an .accdbfile extension.

  7. Tables • A collection of data • One way to enter information into a database • Information can be entered into rows and columns similar to Excel. • Relationships can be created between tables, usually with a primary key.

  8. Concepts • Tables are the basic building blocks in the database. • Tables contain related data – specific data about a specific topic. • A primary key is a unique identifier. • Each related data entry is assigned a primary key.

  9. Concepts • Tables organize data into: • Columns (Fields) • Rows (Records) • Compare to Excel

  10. Views • Design View • Designs or edits the table • Used to enter fields, data-types, and descriptions into the database table • Datasheet View • Used to enter data into the database table

  11. Primary Key • A common element used to create relationships in Access • Relationships bring data together • Example: A student ID number might be used as the primary key to link student information stored in different tables or different databases.

  12. Queries • Asks a question of the database • Such as: • How many items sold in a period of time? • How many students absent on a certain day?

  13. Forms • Another way to enter information into a database • An efficient way to enter information because a form can be customized

  14. Reports • A way to output information from the database • Choose the components to include in the report • Choose the details of how the report should appear, such as titles and spacing

  15. Macros • Macros are a set of actions used to automate common tasks in Access. • Advanced option • Other programs, such as Excel, use Macros as well.

  16. Modules • A module is a collection of Visual Basic declarations and procedures that are stored together as a unit. • An advanced function • Two types of modules • Standard • Class

  17. Let’s Review • A database consists of tables of related information. • The information in each table is linked by the primary key. • The primary key can be an ID number, such as a student ID. • Reports can be created from information within the different tables.

  18. Example • Table 1 – Student ID, Student Name, Address, Phone, and Contact Information • Table 2 – Student ID, Attendance records • Table 3 – Student ID, Grades • The primary key is the Student ID • A report can be generated with Student ID, Student Name, Address, Days Missed, and Grades. • Notice the information is pulled from each table and the primary key created the relationship.

  19. Now you are you ready to start creating your own database?

  20. Using a Worksheet to create a Music Database • First save the document located on my calendar: • SAVEAS: MusicDB_YourName • Open the Word document • Using the Internet • Complete the Worksheet • resave

  21. Using Access to create a Music Database • Use your Worksheet to create a Music Database AND • Student Instructions to Create a Music Database (located on my calendar)

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