Database Processing with Microsoft Access Appendix DAVID M. KROENKE’S DATABASE CONCEPTS, 2 nd Edition.

Database Processing with Microsoft Access

Appendix

DAVID M. KROENKE’S

DATABASE CONCEPTS, 2nd Edition

DAVID M. KROENKE’S DATABASE CONCEPTS, 2nd Edition © 2005 Pearson Prentice Hall

Appendix-2

Chapter Objectives

• Learn how to use Microsoft Access to:– Create tables– Create relationships– Create queries using the query design tool– Create basic forms– Create forms with lookup combo boxes– Create basic reports– Create parameterized reports

DAVID M. KROENKE’S DATABASE CONCEPTS, 2nd Edition © 2005 Pearson Prentice Hall

Appendix-3

Creating the Database Design

• Before you begin using Microsoft Access, you must know what to create

• This entails creating a data model and the corresponding data schema

• The DBMS will not help you in this process

DAVID M. KROENKE’S DATABASE CONCEPTS, 2nd Edition © 2005 Pearson Prentice Hall

Appendix-4

Create the E-R Diagram[No help from the DBMS]

Category

Description

ItemNumber

ITEM

Phone

Address

SuppID

SUPPLIER

Comment

Date

OrdNumber

ORDER

1:N N:M | | 0 0

DAVID M. KROENKE’S DATABASE CONCEPTS, 2nd Edition © 2005 Pearson Prentice Hall

Appendix-5

Database Schema

• A database schema is a design of database tables, relationships, and constraints

• Schemas are developed by analyzing user requirements such as forms, queries, and reports, and then constructing a data model

DAVID M. KROENKE’S DATABASE CONCEPTS, 2nd Edition © 2005 Pearson Prentice Hall

Appendix-6

Create the Schema Design [No help from the DBMS]

SuppID (FK)

Category

Description

ItemNumber

ITEM

Phone

Address

SuppID

SUPPLIER

Comment

Date

OrdNumber

ORDER

1:N

1:N

| 0

0

Quantity

OrdNumber

ItemNumber

ORD_ITEM

0

N:1

|

|

DAVID M. KROENKE’S DATABASE CONCEPTS, 2nd Edition © 2005 Pearson Prentice Hall

Appendix-7

Create the Data Dictionary [no help from the DBMS]

Category

SuppID

Description

ItemNumber

Text(5)

Long Integer

Text(30)

Autonumber

ITEM

Foreign Key refers to SUPPLIER

Not Null

ITEM Table:

DAVID M. KROENKE’S DATABASE CONCEPTS, 2nd Edition © 2005 Pearson Prentice Hall

Appendix-8

Create the Data Dictionary [no help from the DBMS]

MemoComment

Date/TimeDate

Not NullAutonumberOrdNumber

ORDER

ORDER Table:

DAVID M. KROENKE’S DATABASE CONCEPTS, 2nd Edition © 2005 Pearson Prentice Hall

Appendix-9

Create the Data Dictionary [no help from the DBMS]

Text(12)Phone

Text(30)Address

Not NullAutonumberSuppID

SUPPLIER

SUPPLIER Table:

DAVID M. KROENKE’S DATABASE CONCEPTS, 2nd Edition © 2005 Pearson Prentice Hall

Appendix-10

Create the Data Dictionary [no help from the DBMS]

Quantity

OrdNumber

ItemNumber

Long Integer

Long Integer

Long Integer

ORD_ITEM

Not Null, Foreign Key refers to ORDER

Not Null, Foreign Key refers to ITEM

ORD_ITEM Table:

DAVID M. KROENKE’S DATABASE CONCEPTS, 2nd Edition © 2005 Pearson Prentice Hall

Appendix-11

Enter the DBMS

• Now that the tables and relationships have been conceptually defined, the DBMS may be used to actually create the database objects

DAVID M. KROENKE’S DATABASE CONCEPTS, 2nd Edition © 2005 Pearson Prentice Hall

Appendix-12

Creating a Table with Microsoft Access

Double-Click the “Create table in Design view” Option

DAVID M. KROENKE’S DATABASE CONCEPTS, 2nd Edition © 2005 Pearson Prentice Hall

Appendix-13

Entering Field Characteristics

• Enter the Field Name, Data Type, and Description (optional) for each field

• Click and Drag to include all Fields that are part of the Primary Key

• With all fields making up the Primary Key highlighted, click the Primary Key Button

DAVID M. KROENKE’S DATABASE CONCEPTS, 2nd Edition © 2005 Pearson Prentice Hall

Appendix-14

Microsoft AccessTable Define View

Primary Key Button

DAVID M. KROENKE’S DATABASE CONCEPTS, 2nd Edition © 2005 Pearson Prentice Hall

Appendix-15

Close the Table Design View and Save

• To save the table, simply close the design view window and type a name for the table

DAVID M. KROENKE’S DATABASE CONCEPTS, 2nd Edition © 2005 Pearson Prentice Hall

Appendix-16

Microsoft AccessSaving the Table

DAVID M. KROENKE’S DATABASE CONCEPTS, 2nd Edition © 2005 Pearson Prentice Hall

Appendix-17

Creating the Remaining Tables

• Follow the above procedure for the remaining tables

DAVID M. KROENKE’S DATABASE CONCEPTS, 2nd Edition © 2005 Pearson Prentice Hall

Appendix-18

Defining a Composite Primary Key

All fields defining the Primary Key are highlightedbefore clicking the Primary KeyButton

DAVID M. KROENKE’S DATABASE CONCEPTS, 2nd Edition © 2005 Pearson Prentice Hall

Appendix-19

Informing the DBMS of the Foreign Key Constraints

• The DBMS must be informed about what Primary Key is mapped to what Foreign Key.

• This defines the database’s Referential Integrity

DAVID M. KROENKE’S DATABASE CONCEPTS, 2nd Edition © 2005 Pearson Prentice Hall

Appendix-20

Microsoft Access: Relationships View

• Within Microsoft Access the referential integrity constraints are defined in the Relationship View Window by:– clicking on the Primary Key, then– dragging it to the Foreign Key, and– dropping it on the Foreign Key

DAVID M. KROENKE’S DATABASE CONCEPTS, 2nd Edition © 2005 Pearson Prentice Hall

Appendix-21

Relationships View

Click to enter the Relationships View

DAVID M. KROENKE’S DATABASE CONCEPTS, 2nd Edition © 2005 Pearson Prentice Hall

Appendix-22

Select the Tables to be Included

Add each table to the Relationships View Window by highlighting the table nameand clicking the Add button

DAVID M. KROENKE’S DATABASE CONCEPTS, 2nd Edition © 2005 Pearson Prentice Hall

Appendix-23

Arrange Tables in Relationships View

Click and Drag to arrange the tables

to avoid crossing relationship lines.

DAVID M. KROENKE’S DATABASE CONCEPTS, 2nd Edition © 2005 Pearson Prentice Hall

Appendix-24

Creating a Relationship

Table Names

Field Names

Enforce ReferentialIntegrity = Checked

Define Cascading Rules

DAVID M. KROENKE’S DATABASE CONCEPTS, 2nd Edition © 2005 Pearson Prentice Hall

Appendix-25

The Resulting Relationship

DAVID M. KROENKE’S DATABASE CONCEPTS, 2nd Edition © 2005 Pearson Prentice Hall

Appendix-26

Create the Remaining Relationships

• Drag each Primary Key Field and drop on the appropriate Foreign Key field to create the remaining relationships

• Enforce referential integrity for each remaining relationship

DAVID M. KROENKE’S DATABASE CONCEPTS, 2nd Edition © 2005 Pearson Prentice Hall

Appendix-27

The Final Relationships View Window

DAVID M. KROENKE’S DATABASE CONCEPTS, 2nd Edition © 2005 Pearson Prentice Hall

Appendix-28

Creating Queries

Click the Queries Tab

DAVID M. KROENKE’S DATABASE CONCEPTS, 2nd Edition © 2005 Pearson Prentice Hall

Appendix-29

Creating a Query inDesign View

Double-Click“Create query in Design view”

DAVID M. KROENKE’S DATABASE CONCEPTS, 2nd Edition © 2005 Pearson Prentice Hall

Appendix-30

Defining the Query

Sorting and Specifying Search Criteria

Drag & Drop Fields to Display

Click to Show results

DAVID M. KROENKE’S DATABASE CONCEPTS, 2nd Edition © 2005 Pearson Prentice Hall

Appendix-31

Changing the View to see the SQL Statement

Dropdown ButtonClick SQL View

DAVID M. KROENKE’S DATABASE CONCEPTS, 2nd Edition © 2005 Pearson Prentice Hall

Appendix-32

The SQL View of the Query

DAVID M. KROENKE’S DATABASE CONCEPTS, 2nd Edition © 2005 Pearson Prentice Hall

Appendix-33

Action Queries

Dropdown ButtonChoose Action type

DAVID M. KROENKE’S DATABASE CONCEPTS, 2nd Edition © 2005 Pearson Prentice Hall

Appendix-34

Forms

A form a graphical display for adding, updating, viewing, and deleting data from one or more tables

DAVID M. KROENKE’S DATABASE CONCEPTS, 2nd Edition © 2005 Pearson Prentice Hall

Appendix-35

Creating a Form

Click to Create a Form

DAVID M. KROENKE’S DATABASE CONCEPTS, 2nd Edition © 2005 Pearson Prentice Hall

Appendix-36

Create Form using the Form Wizard

Double-Click to Launch the Form Wizard

DAVID M. KROENKE’S DATABASE CONCEPTS, 2nd Edition © 2005 Pearson Prentice Hall

Appendix-37

Choosing the Table/Query and Fields to Include

Select the Tableor Query on which to base the Form

Select the Field(s)to include on the Form

DAVID M. KROENKE’S DATABASE CONCEPTS, 2nd Edition © 2005 Pearson Prentice Hall

Appendix-38

Select the Form Style and Colors

A finished form

DAVID M. KROENKE’S DATABASE CONCEPTS, 2nd Edition © 2005 Pearson Prentice Hall

Appendix-39

Creating a Report

Click to Create a Report

DAVID M. KROENKE’S DATABASE CONCEPTS, 2nd Edition © 2005 Pearson Prentice Hall

Appendix-40

Create a Report using the Report Wizard

Click to Create a Report using the Report Wizard

DAVID M. KROENKE’S DATABASE CONCEPTS, 2nd Edition © 2005 Pearson Prentice Hall

Appendix-41

Choosing the Table/Query and Fields to Include

Select the Fields toInclude in the Report

Select the Table or Querythat provides information for the Report

DAVID M. KROENKE’S DATABASE CONCEPTS, 2nd Edition © 2005 Pearson Prentice Hall

Appendix-42

Select the Report Style and Colors

A finished report

Database Processing with Microsoft Access

End of Presentation on Appendix

DAVID M. KROENKE’S

DATABASE CONCEPTS, 2nd Edition