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Introduction to Access

Introduction to Access. BUS 782. Access Objects. Tables Open Design New Wizard Queries Forms Reports Pages. Creating a Table. Create table in design view Field name Field data type Create table by using wizard Create a primary key Enter data. Demo. Queries Forms.

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Introduction to Access

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  1. Introduction to Access BUS 782

  2. Access Objects • Tables • Open • Design • New • Wizard • Queries • Forms • Reports • Pages

  3. Creating a Table • Create table in design view • Field name • Field data type • Create table by using wizard • Create a primary key • Enter data

  4. Demo • Queries • Forms

  5. Querying Database ISYS 363

  6. Basic Query Language Operations • Selection • Projection • Join • Aggregates: Max, Min, Sum, Avg, Count • Totals and SubTotals • GroupBy • Calculated fields

  7. Selection • Selection operation retrieves records that satisfy user’s criteria.

  8. Projection • Projection operation defines a vertical subset of a table and retrieves only the specified fields.

  9. Natural Join • The two tables must have common attributes: • Key and foreign key. • Combines two tables to form a new table where records of the two tables are combined if the common attributes have the same value.

  10. Join Example • Faculty File: • FID Fname • F1 Chao • F2 Smith • Student File: • SID Sname FID • S1 Peter F1 • S2 Paul F2 • S3 Smith F1 • Faculty Join Student = • Note: What if FID is named AdvisorID?

  11. Join Example • StudentCourse File: • SID CID • S1 ISYS263 • S1 Acct101 • S3 ISYS363 • S2 ISYS263 • S2 Fin350 • S2 Acct101 • Student File: • SID Sname FID • S1 Peter F1 • S2 Paul F2 • S3 Smith F1 • Course File: • CID Cname Units • ISYS263 IS IntroPeter 3 • ISYS363 MIS IntroPaul 3 • Acct101 accounting 3 • Fin350 Finance Intro 3 (Student Join StudentCourse) Join Course

  12. Aggregate Functions • Max, Min, Sum, Count, Avg • View/Totals • Ex. Student: SID,Sname, GPA, Sex, Major • How many students in this University? • What is the overall average GPA?

  13. Aggregates by Group • How many students in each major? • Compare male students and female students average GPA.

  14. Examples • Customer: CID, Cname, City, Rating • Orders: OID, Odate, SalesPerson, CID • Queries: • Find customers live in San Francisco. • Produce a customer report that shows CID, Cname, and Rating. • Number of customers in each city • City, NumbeOfCustomers • Produce a report that shows the number of orders for each customer: • CID, Cname, TotalNumberOfOrders

  15. Examples • University Database: • Student, StudentCouse, Course • Minimum enrollment example. • Order Processing Database: • Customer, Orders, OrderDetail, Product • MIS report • Total amount for each order • Criteria applied to subtotal

  16. Calculated Fields • Rename a field: • NewName:OldName • Define a calculated field: • Tax:salary*.15 • Age:Year(Now()) – Year(DOB) • Amount:qty*price • IIF function • Calculated field based on subtotal: • University tuition rules: • If total units < 5 then tuition= 600 • Otherwise tuition =600 + 200 for each additional unit

  17. Criteria • >, >=, <, <=, =, <> • Range: BETWEEN 1/1/03 AND 12/31/03 • Wildcard: • ? – match any one character • “K?NG” • * - Match any number of characters • “C*”

  18. Complex Condition • University admission rules: Applicants will be admitted if meet one of the following rules: • 1. Income >= 100,000 • 2. GPA > 2.5 AND SAT > 900 • An applicant’s Income is 150,000, GPA is 2.9 and SAT is 800. Admitted? • Income >= 100,000 OR GPA > 2.5 AND SAT >900 • How to evaluate this complex condition?

  19. Scholarship: Business students with GPA at least 3.2 and major in Accounting or CIS qualified to apply: • 1. GPA >= 3.2 • 2. Major in Accounting OR CIS • Is a CIS student with GPA = 2.0 qualified? • GPA >= 3.2 AND Major = “Acct” OR Major = “CIS” • Is this complex condition correct?

  20. Complex condition • Rating = “A” OR Rating = “B” • Cname = “Chao” OR Cname = “Smith” • Rating = “A” OR Rating = “B” AND City=“SF” • (Rating = “A” OR Rating = “B”) AND City=“SF”

  21. Sorting • One field sorting • Two fields sorting

  22. Other Queries • Update query • Delete query • Parameter query • CrossTab query

  23. Forms • Form wizard • Main/Sub Form • Based on two tables with 1:M • Based on a query created from two tables with 1:M • Pivot Table form • AutoCal

  24. Access Tools for Import/Export • File/Get External Data • File/Export

  25. Excel’s Database Tools • Data • Sort • Filter • Subtotals • Pivot table/Pivot chart • OLAP: On Line Analytical Process • DrillDown, RollUp, ReAggregation • Import external data • Import data • New web query • New database query

  26. Data/Import External Data • New Database Query • Select <New Data Source> and click OK.

  27. OLAP Cube • Data/Import External Data/New database query: • Define query • In the last step, choose Create OLAP Cube

  28. OLAP Wizard • Source of data to be summarized • Analysis dimensions

  29. Web Query • Data/Import External Data/New web query • Click table on the web page • Use the Save Query button to save web query • Web query can be refreshed. Copy/Paste can not.

  30. Import Data • Data/Import External Data/Import Data

  31. Data Consolidation • Help, F1

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