Productivity with Microsoft Access

2003
Information Technology Services
User Training & Support
User Services

Our
To enhance learning, service, andMission:To enhance
research through learning,
an advanced ser
information technology environment.
vice,and research through an advance
 What is a Database?
 A database is a collection of facts, called data,
related to a particular topic which you want to
refer to repeatedly for making calculations or
decisions
 Nothing more than an automated version of the
filing & retrieval functions of a manual filing
system.
 Computer databases store information in a
structured format that you define.
 Useful output with queries and reports.

Our Mission:To enhance learning, ser

vice,and research through an advance
 Methods to Store and
Manipulate Data
 Word processors
– Form letters, mailing lists, tables
 Spreadsheets
– Cells, Advanced mathematical functions
 Databases
– Designed to manipulate large quantities of data
– Provides functionality of word processors &
spreadsheets

Our Mission:To enhance learning, ser

vice,and research through an advance
 When to Use a Database?
 Large quantity of data to organize and
report
 Differing data types that must be
interrelated (text, numbers, dates, pictures)
 Require large amount of data entry
 Databases help you organize this related
information for easy access & retrieval

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vice,and research through an advance
 Example Use of a Database

Brings together each separate item below

into 1 database project.
 Supplier contact information in a card file
 Order information in a spreadsheet
 Customer mailing addresses in a mailing list
 Product information in a card file

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vice,and research through an advance
 Types of Databases
 Flat-file database- One large table where
information for each person or object is in
one record
 Relational database- Many smaller tables
that can be linked together as needed.

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vice,and research through an advance
 Relational Databases
continued

 Easily link two or more tables so they appear as

one table
 Minimize information duplication by requiring
repetition of only those data items, such as student
NetID, by which multiple files are linked
 A table look-up – saves you from having to store
data in two places.

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vice,and research through an advance
 Microsoft Access2003
 Unique in storage method
 Single file contains all related tables,
indexes, forms and report definitions
 .mdb file even includes VBA programming
code
 Access manages details of relating elements
(unlike Paradox or FoxPro)

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vice,and research through an advance
 What’s New in MS Access 2003

 It’s now easier to pull in data from various

sources:
– Web data
– Text files
– Microsoft Excel
– XML
– Enterprise data

Our Mission:To enhance learning, ser

vice,and research through an advance
 What’s New in MS Access 2003
continued
 Automatic error checking for common
errors on reports and forms
 View information on dependencies between
database objects
 Themes from MS Windows XP operating
system applied to database objects

Our Mission:To enhance learning, ser

vice,and research through an advance
 What’s New in MS Access 2003
continued
 Sorting Options in Combo/List box Wizard
 Backup entire database or project

Our Mission:To enhance learning, ser

vice,and research through an advance