University of Florida

Introduction to Database Concepts and Microsoft Access 2000
Health Science Center IT Center – Training training@vpha.ufl.edu

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University of Florida

Database Concepts and Access 2000

Introduction
– Database – Microsoft Access

Design and Creation – Plan
– – – – Tables Queries Forms Reports
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University of Florida

Things to Do

Contact your customer support Backup Backup Backup

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HSC IT Center Training .University of Florida What is a Database?   A structured collection of related data An address book. etc. a telephone directory. a timetable.

University of Florida Database Structure Store Sort DATA Retrieve HSC IT Center Training .

000’s of records – MS Access  $239 .000’s of records – Oracle/SQL  $105 .000.$40.000.000 HSC IT Center Training .000’s of records – Freeware/Shareware  0$ .$479  1.$200  100.University of Florida Database Options  1.

Murray is a sales person whose annual salary is $35.the meaning given to data in the way it is interpreted: Mr. 1986.  HSC IT Center Training .000 and whose hire date is July 18. numbers and dates: Murray 35000 7/18/86 Information . Information  Data – a collection of facts made up of text.University of Florida Data vs.

University of Florida Basic Database Concepts  Table – A set of related records Name: Barry Harris College: Medicine Tel: 392-5555 Name: Barry Harris College: Medicine Tel: 392-5555  Record – A collection of data about an individual item  Field – A single item of data common to all records Name: Barry Harris HSC IT Center Training .

University of Florida An Example of a Table Fields Records Name Graff Harris Ipswich GatorLink rgraff bharris zipswich Phone 392-3900 392-5555 846-5656 College Pharmacy Medicine PHHP HSC IT Center Training .

University of Florida Design and Document Your Database  A designers best tools are a pencil and paper – It is important to plan what you are going to do  The sooner you touch the computer the sooner you’ll make a mistake – If you don’t plan you will often have to start again – Document what you are doing. will you remember what you did in three months time? HSC IT Center Training .

University of Florida Questions To Ask Yourself  What have I got? – (Inputs)  What do I want? – (Outputs)  What do I need to do to get there? – (Process)  How am I going to build it? – (Application/Program) HSC IT Center Training .

University of Florida Why Use Access?      Familiar look and feel of Windows Easy to start building simple databases Can build sophisticated systems It’s already on your computer True relational database HSC IT Center Training .

tables can “talk” to each other. We can link (relate) the tables to find:    Which doctors are seeing a patient Which students are in which class Which item is selling the most on Friday’s HSC IT Center Training .University of Florida What is a Relational Database?  A relational database is a collection of tables from which data can be accessed in many different ways without having to reorganize the database tables. once relationships are created. – That is.

but because of the vague field names. FL 32610 846 West 52nd Ave Gainesville. Gainesville. some data has been entered incorrectly. FL 32601 456 South 3rd Road Newberry. FL 32609 Address2 123 West Main Street.University of Florida Basic Design Rules of Relational Databases  Unique Field Names Here we see an Address 1 & 2. and one for Home Addresses. FL 32610 PO Box 100234 Gainesville. One of them should be for Campus Addresses. FL 32684 PO Box 100256 Gainesville. Name Graff Harris GatorLink Address1 rgraff Bharris PO Box 100012 Gainesville. FL 32610 Ipswich zipswich HSC IT Center Training .

2 mo 18 yrs. this data very quickly becomes stagnant. 7 mo Access will let you create calculations in queries. we can calculate their Length Employed by subtracting their hire date from today’s date.University of Florida Basic Design Rules of Relational Databases  No Calculated or Derived Fields If we wanted to see how long an employee had been working with us. since today’s date is always changing. 6 mo Ipswich zipswich 12/15/1999 4 yrs. Name Graff Harris GatorLink Date Hired Length Employed rgraff bharris 05/15/2000 02/08/1986 4 yrs. However. HSC IT Center Training . forms and reports.

FL 32609 HSC IT Center Training . Newberry. FL 32684 Ipswich zipswich 846 West 52nd Ave. Gainesville. FL 32601 456 South 3rd Road. but it makes it very difficult to work with the data. what if I needed to sort by City or Zip Code? Pulling fields together is fairly simple. pulling them apart is very difficult. For example. Gainesville.University of Florida Basic Design Rules of Relational Databases  Data is broken down into Smallest Logical Parts Putting all of the home address in one field may make for convenient data entry. Name Graff Harris GatorLink Home Address rgraff Bharris 123 West Main Street.

your database can’t tell which record you may be referring to. Name Graff Graff Graff Harris Ipswich GatorLink rgraff rgraff rgraff bharris zipswich Phone 2-3900 392-3900 392-3900 392-5555 846-5656 College Pharmacy COP Pharmacy Medicine PHHP HSC IT Center Training .University of Florida Basic Design Rules of Relational Databases  Unique Records If you don’t have unique records.

what would be the best Primary Key? HSC IT Center Training . A Primary Key is a field that that will contain no duplicates and no blank values.University of Florida Primary Keys Name Graff Harris GatorLink rgraff bharris Phone 392-3900 392-5555 College Pharmacy Medicine Ipswich zipswich 846-5656 PHHP To ensure that each record is unique in each table. Looking at the table above. we can set one field to be a Primary Key field.

Access can create incremented or random AutoNumbers for your primary key. HSC IT Center Training . Many employees will work for the same college.University of Florida Primary Keys Name Graff Harris GL rgraff bharris Phone 392-3900 392-5555 College Pharmacy Medicine Ipswich zipswich 846-5656 PHHP While each column in this particular data set has unique data. When there is not a unique field in your data set. but each employee should have a unique GatorLink ID. the field that will work best for us is GL (GatorLink). you can use an AutoNumber. have the same last name and possibly even share telephone numbers.

University of Florida Let’s Get Started Planning HSC IT Center Training .

University of Florida Starting Microsoft Access  Click on “Microsoft Access” in the Start menu Or if you have set up a shortcut on your Desktop. click on the Access shortcut icon HSC IT Center Training .

as illustrated  To open a database once you have already started Access .OR click on the Open icon on the toolbar HSC IT Center Training .OR press CTRL+O .University of Florida Opening a Database  To open a database when you start Access – Choose the Open an existing file option on the opening dialog.Choose Open from the File menu .

University of Florida Introducing Access Tools Tables Queries Employees Customers Reports Forms Customer Company Name Address City Telephone Contact Name HSC IT Center Training .

University of Florida The Access Database Window  Icons down the left hand side provide access to all database objects – Select the object by clicking the icon HSC IT Center Training .

University of Florida Navigating Fields and Records  To move through records and fields     Tab Shift+Tab Enter Shift+Enter     Home End Ctrl+Home Ctrl+End    Page Up Page Down The Arrow Keys  First Record To move through records Current Record Previous Record Next Record Last Record New Record HSC IT Center Training .

University of Florida Introducing Tables Datasheet View Design View HSC IT Center Training .

University of Florida Table Design View Fieldname Data Type Description Properties HSC IT Center Training .

University of Florida Introducing Queries   A means of asking questions of your database Can look across a number of Tables HSC IT Center Training .

University of Florida Introducing Forms   A friendlier view of the database Used for data input. display and printing HSC IT Center Training . menus.

University of Florida Introducing Reports – Output of information from your database in the form of a printed report – Allows you to group and summarize information – Can be previewed to the screen prior to printing HSC IT Center Training .

University of Florida Let’s Create Our Database HSC IT Center Training .

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