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Access TUTORIAL 1 notes.docx

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Department
Computer Science
Course
COMPSCI 1BA3
Professor
Anthony Hurst
Semester
Fall

Description
Access TUTORIAL 1 Session 1.1 Introduction to Database Concepts Organizing Data 1. First step – identify individual fields Field: A single characteristic/ attribute of a person, place, object, event, or idea 2. Group related fields together into tables Table: a collection of fields that describes a person, place, object, event or idea Field Value: The specific value or content of a field Record: each set of field values Databases and Relationship Database or relational databases: a collection of related tables Common Field: You connect the records in the spate tables through a common field that appears in both tables Primary key: is a field or a collection of fields, whose values uniquely identify each record in a table. *No two records can contain the same value for the primary key field When you include the primary key from one table as a field in a second table to form a relationship between the two tables, it is called a foreign key in the second table *Each foreign key value must match one of the field values for the primary key in the other table Relational Database Management System To manage its databases, a company purchases a database, management system. Database management system (DBMS): a software program that lets you create databases and then manipulate data in them In relational database management system data is organized as a collection of tables. - unlike other software programs (spreadsheet program) a DBMS can handle massive amounts of data and used to create relationships among multiple tables Creating a Database  When you start Access, the first screen that appears is Backstage view Template: a predesigned database that includes professionally designed tables, reports, and other database objects that can make it quick and easy for you to create a database Creating a Table in Datasheet View  Tables contain all the data in a database and are the fundamental objects for your work in Access  You need to name each field, table, and other object in an Access database Renaming the Default Primary Key Field  Right-click the column heading and select RENAME FIELD.  Column heading is selected, whatever you type next will replace it  When you rename the default primary key field – it still retains the characteristics of the original field name Changing the Data Type of the Default Primary Key Field  Each field in an Access table must be assigned a data type Data type: determines what field values you can enter for the field *AutoNumber data type automatically inserts a unique number in this field for every record – it can serve as the primary key for any table you create. Text data type: allows field values containing letters, digits, and other characters – which is appropriate for identifying numbers that are never used for calculations.  Select primary key column or (background colour of the column heading changes) or click the column heading to select a column (background colour of column heading and field value change)  In the formatting group on the Fields tab, click Data Type arrow and then proceed to choose the option you want. Adding New Fields  When you create a table in Datasheet view – you can use the options in the Add & Delete group on the fields tab to add fields to your table  ALSO – use the Click to Add column in the table datasheet to add new fields  To resize column headings place pointer between column you want to change and the next column field names until the pointer changes to a shape. Double click the pointer and the column heading resizes.  Each column is headed by a field name inside a field selector (column selector)  Each row has a record selector (row selector) to its left  Clicking the field selector or a record selector selects that entire column/row Entering Records  To enter records in a table datasheet, you type the field values below the column heading for the fields Pencil Symbol indicated that the record (row) is being edited Star Symbol identifies the second row as next row available for a new record  Entering 2/9/13 app
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