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Access - Textbook Notes.docx

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Department
Computer Science
Course
COMPSCI 1BA3
Professor
Dr.Hurst
Semester
Fall

Description
Access Tutorial 1 - a collection of related tables is called a database, or a relational database - Common Field connects records in separate tables - Data Type determines what field values you can enter for the field - Auto number data type automatically inserts a unique number in this field for every record - Clicking a field selector or a record selector selects that entire column or row which you can manipulate - A report is a formatted printout (or screen display) of the contents of one or more tables or queries o Dotted lines show page edges o Column headings appear in a different font color o Border around field values o Report displayed in Layout view - The Navigation Pane currently displays the default category, All Access Objects, which lists all the database objects in the pane o Each object type (Tables, Queries, Forms, and Reports) appears in its own groups, and has a unique icon - Compacting a database rearranges the data and objects in a database to decrease its file size  makes more space on disk, can open and close database more quickly - Backing up a data base is the process of making a copy of the database file to protect your database against loss or damage  a field name can consist of up to 64 characters  a field cannot begin with a space  Access provides the ID field as the default primary key for a new table  Text data type includes letters, numbers, and other characters  Add and delete is in the fields tab  Date entered: m/d/yy changes to  dd/mm/yyyy  Can press tab or enter key to move from one field to another  A Query is a question you ask about the data stored in a data base  Simple query wizard  available fields & selected fields o >> Moves all available fields o > Moves highlighted field  can make design changed in layout view  Report tool creates a simple report showing every field  “Page 1 of 1”  orange outline surrounding it, showing that it is selected  Compacting – decreases file size  Backing up – making another copy Tutorial 2 - Guidelines for designing databases o Identify all the fields needed to produce the required information o Organize each piece of data into its smallest useful part o Group related fields into tables o Determine each table’s primary key o Include a common field in related tables o Avoid data redundancy  same data in more than one place o Determine the properties of each field - It’s best to choose field or objects name that describes the purpose or contents of the field or object so that later you can easily remember what the names represent - A table or query name must be unique within a data base - Each field must have a data type that is either assigned automatically by Access of specifically by the table designer - The Field size property defines a field value’s maximum storage size for text, number, and auto number fields only o The other data types have no Field size property because their storage size is either a fixed, predetermined amount or determined automatically by the field value itself o Byte o Integer o Long Integer o Single o Double o Decimal - The Caption property for a field specifies how the field name is displayed in database objects, including table and query data sheets, forms, and reports - When you format a field you change the way the data is displayed not the actual values stored in the table - Importing data is a process that allows you to copy the data from a source without having to open the source file - The Data type gallery allows you to add a group of related fields to a table at the same time rather than adding each field to the table individually - The group of fields you add is called a quick start selection - One of the most powerful features of a relational database management system is its ability to define relationships between tables - The process of relating a table is often called pe
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