1 / 75

Microsoft ® Office Access 2003 Training

[AMS] presents:. Microsoft ® Office Access 2003 Training. Get to know Access Your trainer Philippe Hottois. Course contents. Overview: Database basics Lesson 1: Benefits of using a database Lesson 2: Data into table Lesson 3: Analyzing, viewing, and reporting data

benson
Télécharger la présentation

Microsoft ® Office Access 2003 Training

An Image/Link below is provided (as is) to download presentation Download Policy: Content on the Website is provided to you AS IS for your information and personal use and may not be sold / licensed / shared on other websites without getting consent from its author. Content is provided to you AS IS for your information and personal use only. Download presentation by click this link. While downloading, if for some reason you are not able to download a presentation, the publisher may have deleted the file from their server. During download, if you can't get a presentation, the file might be deleted by the publisher.

E N D

Presentation Transcript


  1. [AMS] presents: Microsoft® Office Access 2003 Training Get to know Access Your trainer Philippe Hottois

  2. Course contents • Overview: Database basics • Lesson 1: Benefits of using a database • Lesson 2: Data into table • Lesson 3: Analyzing, viewing, and reporting data • We will learn how to “surf” into an exiting data base. • And we will start creating a very basic data base. Each lesson includes a list of suggested tasks and a set of test questions. Get to know Access

  3. Overview: Database basics • Do you want to manage a large collection of information? A database helps you enter data easily, find it quickly, use it to create labels or mailings, and summarize it in printed and online reports. This course will cover the benefits and structure of an Access database and get you familiar with ways to get data into one and out of one (such as using queries and reports). Get to know Access

  4. Course goals • Learn the difference between a database and a list. • Get familiar with tables, fields, records, and primary keys. • Find out how to use the four main items, called objects, that most databases contain. Get to know Access

  5. Historic • The cards file is a kind of a database. • Each customer get his card. • You get very fast limited. Get to know Access

  6. Historic • Then came the punch card. • You got very fast limited also. Get to know Access

  7. Historic • You got again very fast limited also. Get to know Access

  8. Historic • It works for little company. • Duplication risk. Get to know Access

  9. NOW – The relational database • Imagine : • Customers information. • Contract information. • Customers payments. • Instance of disasters Get to know Access

  10. NOW – The relational database • Those table have relation that’s why we call them “relational database”. • In this case the customer number is the relation between all those table. Get to know Access

  11. NOW – The relational database • You can see here it concern the same car number plate. • You can then see an example of relation. Get to know Access

  12. Lesson 1 Benefits of using a database

  13. Benefits of using a database • A database is much more than just a list or table. A database: • Gives you true command of your data, enabling you to retrieve it, sort it, analyze it, summarize it, and report results in moments. Access unlocks the full value of your data. Get to know Access

  14. Benefits of using a database • A database is much more than just a list or table. A database: • Can combine data from various files, so that you never have to enter information twice. Access unlocks the full value of your data. • Can even make data entry more efficient and accurate. Get to know Access

  15. Better than a collection of lists • Scenario: You're the secretary of a large hiking club with a lot of lists to manage. One club member, who appears on a number of lists, changes her e-mail for the second time this year. A key Access benefit: avoiding the complications of multiple lists Get to know Access

  16. Better than a collection of lists • With only a set of lists, you'd have to change that information everywhere it occurs. But with a well-structured database, you'd have to change it only once. The database takes care of everything else. A key Access benefit: avoiding the complications of multiple lists Get to know Access

  17. Making friends with relations Access creates relational databases. Data is stored in separate tables by subject or task, but the data is related. In other words, information in one set of data is associated with the applicable information in the other set of data. Relationships link data from individual tables to increase its usefulness. Get to know Access

  18. Making friends with relations Database planning tips: • To make the most of your database, set up the tables of data to reflect the subjects and tasks associated with your data. • Consider the scenarios in which people will be entering data, looking up data, or reporting data. A little forethought can go a long way. Relationships link data from individual tables to increase its usefulness. Get to know Access

  19. How a database is structured • Access databases consist of objects, such as the following four important ones: • Tables store data in rows and columns. • Queries retrieve and process data. Objects: the most important part of a database Get to know Access

  20. How a database is structured • Access databases consist of objects, such as the following four important ones: • Forms control data entry and data views. • Reports summarize and print your data. Objects: the most important part of a database Get to know Access

  21. Suggestions for practice • Remember a database. Think about recent situations in which you’ve seen a database in use. Note down your thoughts. • Note database uses. How did people use the database: to look up your customer information? Scan price tags into the register or computer? And so on. • Imagine database activities. If you’re planning to create a database, write down two or more situations in which you’re likely to use the data. Get to know Access

  22. Test 1, question 1 • Which of the following is not a database object? (Pick one answer.) • Table. • Report. • Query. • Worksheet. Get to know Access

  23. Test 1, question 1: Answer • Worksheet. Although you can import worksheets from Microsoft® Excel® into your database, worksheets are not database objects. Get to know Access

  24. Test 1, question 2 • Which of the following describes a relational database? (Pick one answer.) • It provides a relationship between numbers. • It consists of separate tables of related data. • It retrieves data related to its queries. Get to know Access

  25. Test 1, question 2: Answer • It consists of separate tables of related data. The separate tables are associated with each other through relationships. Get to know Access

  26. Test 1, question 3 • What are the main building blocks of a database? (Pick one answer.) • Lists. • Queries. • Tables. Get to know Access

  27. Test 1, question 3: Answer • Tables. Every Access database contains one or more tables that store your data. Get to know Access

  28. Lesson 2 Data into table

  29. Table that data • All databases in Access contain at least one table. In this lesson, we'll show what a table is made of, and how you can structure tables to fit your data. Tables organize your data. Get to know Access

  30. Tables, the building blocks of databases • Tables store data, so they’re essential building blocks of any database. A database should have a separate table for every major subject, such as employee records or customer orders. Data should not be duplicated in multiple tables. Separate tables make up a database. Get to know Access

  31. Tables, the building blocks of databases Each table contains rows called records and columns called fields. Get to know Access

  32. Tables, the building blocks of databases • A record is a collection of facts about a particular person, event, CD, or other item of interest. Each row constitutes a record. For example, Nancy Davolio and her employment details are a record in an Employees table. Speedy Express and its contact information are a record in a Shippers table. Get to know Access

  33. Tables, the building blocks of databases • A field is a single kind of fact that may apply to each person, event, or other record. The Phone and other columns are fields. For example, Postal Code is a field in an Employees table. Phone is a field in a Shippers table. Get to know Access

  34. Fields of data • The fields in your database have settings that determine the type of data they can store, how the data is displayed, and what you can do with the data. Settings include the field name, data type, primary key, and field properties. Get to know Access

  35. Fields of data • Field name. If an existing field name isn’t descriptive enough, you can rename the field. • Data type. A field’s data type limits and describes the kind of information you can enter in a field. It also determines the actions you can perform on a field and how much memory the data uses. Settings include the field name, data type, primary key, and field properties. Get to know Access

  36. Fields of data • Primary key. The primary key is a unique identifier for each record in your table. • Field properties. These are a set of characteristics that provide additional control over the details inside the field and that make it easier to enter and manage data. Settings include the field name, data type, primary key, and field properties. Get to know Access

  37. Each record is unique thanks to the Primary Key Field • You may have heard that no two snowflakes are alike. This characteristic also applies to records in a well structured database. Employee details should form one unique record. Each record in each table should be unique—in other words, you wouldn’t have two identical records about Nancy Davolio in the same database. Get to know Access

  38. Each record is unique thanks to the Primary Key Field • But what if you have two employees named Nancy Davolio? To distinguish one record from another, tables can contain a primary key field. The primary key is an identifier that’s unique to each record. Employee details should form one unique record. Get to know Access

  39. Each record is unique thanks to the Primary Key Field • Access can assign a numeric primary key that increases by 1 each time you add a record to a table. This number continues to be associated with this record, even if you add and delete other records entered before this record in your database. Employee details should form one unique record. Get to know Access

  40. It’s all relative thanks to the primary key field Primary keys allow you to tap into the power of a relational database, instead of working with a fistful of repetitive lists that are hard to maintain and cannot cooperate. Primary and foreign keys Get to know Access

  41. It’s all relative thanks to the primary key field A primary key separates similar information and makes each record unique. It also brings information together. You relate one table to another using a primary key. This is how tables share data, and how you can avoid repeating information in both the tables. Primary and foreign keys Get to know Access

  42. It’s all relative thanks to the primary key field When tables relate, the primary key of one table becomes a foreign key of the other table. For example, in this picture: • Employee ID appears in the Employees table as a primary key… • …and in the Orders table as a foreign key. Primary and foreign keys Get to know Access

  43. Suggestions for practice • Open a table. • Look inside a table. Online practice (requires Access 2003) Get to know Access

  44. Test 2, question 1 • Data should be organized into tables based on: (Pick one answer.) • Field properties. • Subjects associated with the data. • Character lengths. Get to know Access

  45. Test 2, question 1: Answer • Subjects associated with the data. A well structured database has a table for each subject to which data belongs, such as Employees, Students, or Products. Get to know Access

  46. Test 2, question 2 • A row in a table is also known as: (Pick one answer.) • A field. • A record. • A data type. Get to know Access

  47. Test 2, question 2: Answer • A record. A row is one record in a table; it contains a collection of data about something, such as a product or employee. A record includes data from several fields that might have names like Unit Price or Employee ID. Get to know Access

  48. Test 2, question 3 • A primary key is: (Pick one answer.) • A unique identifier that can be used to relate tables. • The key that precedes the secondary key. • The password that validates a database. Get to know Access

  49. Test 2, question 3: Answer • A unique identifier that can be used to relate tables. A primary key distinguishes one record from another and links data in one table to data in other tables. Get to know Access

  50. Lesson 3 Analyzing, viewing, and reporting data

More Related