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MICROSOFT OFFICE ACCESS 2007 TRAINING Intro to building a database
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Page 1: Ms access tutorial

MICROSOFT OFFICE ACCESS 2007 TRAINING

Intro to building a database

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OVERVIEW

The lesson includes: an overview of building a database video tutorial additional resources a set of test questions

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WHAT TO DO WITH TO MUCH DATA?

Large & Unmanageable Excel spreadsheets?

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WHAT DO I USE?

Why?• Store large data• Build relationships• Extract Data• Manageable

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WHAT IS ACCESS

Want to purchase? Click here.

Add

Delete

ChangeSort

Retrieve

Create

Organized collection of Data

Upload

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BUT WHERE DO YOU START?

• Plan the table structure

• Plan the fields

• Plan the primary key fields

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DECIDE ON A PURPOSE

Write down your purpose.

Who will use it?

Why?

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DATA TO STORE???

List the data you want to capture

List existing data, i.e. spreadsheet

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MAIN PARTS OF DATABASE DESIGN

Fields

TablesPrimary Key

Data Types

Records

Columns

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TABLES

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FIELDS

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EXAMPLE OF DATA TYPES

Field Properties of the data type “Number”

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DATA TYPES

http://www.databasedev.co.uk/access2007_data_types.html

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RECORDS

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COLUMNS

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PRIMARY KEY

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QUIZ #1

Let’s recap what we have discussed so far. The quiz reflects the topics that have been discussed earlier. Please complete the quiz to see how much you have learned about databases.

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QUESTION 1Each column in the database table is a

Form

Query

Record

Field

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QUESTION 2

Access is a ______ program.

Spreadsheet

Word process

Database management

Desktop publishing

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QUESTION 3

Each row in a database table is a

Record

Field

Report

Filter

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QUESTION 4

This database object is arranged in rows and columns and looks similar to an Excel worksheet.

Form

Query

Report

Table

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QUESTION 5

It is best to have a purpose statement before designing a database.

True

False

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RELATIONSHIPS

How do you relate your data back together?

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A QUICK LOOK AT RELATIONSHIPS

Do you think you are duplicating data?

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HOW DO I GET THE CORRECT DATA?

Access makes it possible to ask complex questions concerning the data in the database and then receive instant answers.

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QUERIES: DESIGN VIEW

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QUERIES: DATASHEET VIEW

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QUIZ #2

Let’s recap what we have discussed so far. The quiz reflects the topics that have been discussed earlier. Please complete the quiz to see how much you have learned about databases.

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QUESTION 1

A query can include fields from more than one table.

True

False

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QUESTION 2

Columns are horizontal

True

False

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QUESTION 3

All of the data about one person or item makes up a

Record

Report

Field

Table

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QUESTION 4

Queries must display all fields in a table.

True

False

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QUESTION 5

What data type could you use for a field when user needs to input a price?

Number

Yes/no

Currency

Date/time

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APPLY YOUR KNOWLEDGEClick on the box below to begin the tutorial.

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RECAP #1

A good database design helps ensure that your data is what? (Pick one answer.)

1. Always backed up.

2. Complete and accurate.

3. Duplicated so it’s easier to find.

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RECAP #1: ANSWER

Complete and accurate.

Completeness and accuracy are essential for making sound decisions.

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RECAP #2

What is the function of a primary key? (Pick one answer.)

1. To uniquely identify each record in a table.

2. To encrypt and decrypt your database.

3. To help ensure you enter data in the correct table.

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RECAP #2: ANSWERTo uniquely identify each record in a table.

All your tables must have a primary key field.

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RECAP #3: ANSWER

How many tables should a well-designed database contain? (Pick one answer.)

1. As many as necessary to capture all your data without redundancy.

2. One, with many fields.

3. Two.

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RECAP #3: ANSWER

As many as necessary to capture all your data without redundancy.

That can be one table, or dozens.

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ADDITIONAL RESOURCES

First Database with Access

Access Database Overview

Create a 2007 Access Database

Creating Queries in Microsoft Access

Get to Know Access

Access Tutorials