Microsoft Access

The Basics
Class Objectives
 To learn when to use MS Access
 To learn how to use MS Access
• Toolbars
• Views
• Data entry and editing
 To create usable databases of your own
• Using templates and wizards
• Using basic queries and reports
Definitions
 MS Access - software used for creating
databases
• Quickly
• Accurately
• Using wizards and templates developed to maintain
the integrity of your data
 Data are just information
 Database
• Collection of data
• Related to a particular topic or project
Data Integrity
 Data must be accurate.
 Data is RELATED to other data in your
database (e.g., library patron is related to the
book(s) that s/he has checked out).
 Maintaining the INTEGRITY of the relationship
between different pieces of data is very
important.
• Example: sending an overdue notice to the wrong
library patron
MS Access vs. MS Excel
 MS Excel
• spreadsheet
• flat database
• all information has a one-to-one relationship
 MS Access
• like multiple spreadsheets
• related to one another (relational database)
• one-to-one relationships
• one-to-many relationships
• many-to-many relationships
Examples
 Printed Phone Directory
• Flat database: One-to-one relationships
 Library Catalog
• Relational database: Many-to-many relationships
• Library patrons check out many books.
• Books are checked out by many patrons.
 University Class Schedule
• Students have many professors.
• Professors have many students.
• Classes can be held in many classrooms.
MS Access vs. MS Excel
 The choice is simple:
• IF you have only one-to-one
relationships, you need to use MS
Excel.
• IF you have many-to-many
relationships, you need to use MS
Access.
Questions
Now for the Hands-On Practice!

MS Access Tutorial