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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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