Staff Development Daze June 27 & 28 Tony Gauvin. 2 Schedule Monday June 27 Monday June 27 9:00 – 12:00 Basic Excel 12:00 – 1:00 Lunch for all.

Staff Development Staff Development DazeDazeJune 27 & 28June 27 & 28

Tony GauvinTony Gauvin

22

ScheduleSchedule

Monday June 27               Monday June 27                9:00 – 12:00              9:00 – 12:00              Basic ExcelBasic Excel 12:00 – 1:00              Lunch for all workshop participants12:00 – 1:00              Lunch for all workshop participants 1:00 – 4:00                Advanced Excel1:00 – 4:00                Advanced Excel

Tuesday June 28Tuesday June 28 9:00 – 12:00              9:00 – 12:00              Basic AccessBasic Access 12:00 – 1:00              Lunch for all workshop participants12:00 – 1:00              Lunch for all workshop participants 1:00 – 4:00                Advanced Access1:00 – 4:00                Advanced Access

Thursday June 30 Thursday June 30  Time TBA (2hrs.)       Outlook HighlightsTime TBA (2hrs.)       Outlook Highlights

All materials available at All materials available at http://perleybrook.umfk.maine.eduhttp://perleybrook.umfk.maine.edu

33

Working with computersWorking with computers

Some basic rulesSome basic rules1.1. Computers are stupid!Computers are stupid!2.2. Computers do exactly what you tell them to do Computers do exactly what you tell them to do

because of rule 1because of rule 13.3. If you get a wrong answer or result it is because If you get a wrong answer or result it is because

you gave the computer bad data or bad you gave the computer bad data or bad instructions (GIGO)instructions (GIGO)

4.4. Most applications have self-help features, use Most applications have self-help features, use themthem

1.1. Hit F1Hit F12.2. Look for “?”Look for “?”3.3. Top–right corner of application or toolbarTop–right corner of application or toolbar

44

Difference between Difference between Spreadsheets and DatabasesSpreadsheets and Databases

Spreadsheets (Excel) are electronic Spreadsheets (Excel) are electronic ledgersledgers Store, manipulate and present numbersStore, manipulate and present numbers

Databases (Access) are electronic file Databases (Access) are electronic file cabinetscabinets Receive, store, organize and present dataReceive, store, organize and present data

Use the right applicationUse the right application Save time and effortSave time and effort Decrease frustrationDecrease frustration

55

Database abstractionDatabase abstraction

A database is a repository of dataA database is a repository of data Only two things to doOnly two things to do

Put data in Put data in Forms -> RecordsForms -> Records

Get data outGet data out Records -> reportsRecords -> reports Query -> records -> reports Query -> records -> reports

Think of the database is a bucket of dataThink of the database is a bucket of data As long as you can put stuff and get the right stuff As long as you can put stuff and get the right stuff

out who cares what happens in the bucketout who cares what happens in the bucket

66

Advanced AccessAdvanced Access

Doing Queries using QBEDoing Queries using QBE Importing Spreadsheets to create Access Importing Spreadsheets to create Access

tablestables Exporting Access Table and Queries as Exporting Access Table and Queries as

Excel WorkbooksExcel Workbooks

Quick Intro to Quick Intro to databasesdatabases

88

Some VocabularySome Vocabulary

AA Field Field is a basic fact is a basic fact AA Record Record is a set of fieldsis a set of fields AA Table Table is set of records is set of records AA Database Database is one or more tables is one or more tables Forms are used to create records in tables Forms are used to create records in tables

based on user inputsbased on user inputs QueriesQueries are questions applied to the Database are questions applied to the Database ReportsReports are preformatted query results are preformatted query results

99

Introduction to a Introduction to a DatabaseDatabase

Defining a databaseDefining a database Database window in AccessDatabase window in Access The six items in window: Tables, The six items in window: Tables,

Queries, Forms, Reports, Macros, Queries, Forms, Reports, Macros, ModulesModules

1010

Database WindowDatabase Window

Database Window

Object Buttons

Menu Bar

Toolbar

1111

TablesTables

Design view used to create fieldsDesign view used to create fields Datasheet view used to add, edit, Datasheet view used to add, edit,

or delete recordsor delete records Each column represents a fieldEach column represents a field Records are recorded in rowsRecords are recorded in rows

1212

Design ViewDesign View

Primary Key

Field Names

Field Properties

Data Type

Description

1313

Tables In Database ViewTables In Database View

Record selector symbol next to current Record selector symbol next to current record shows statusrecord shows status

Triangle indicates saved to diskTriangle indicates saved to disk Pencil indicates you are typingPencil indicates you are typing Asterisk appears next to last blank Asterisk appears next to last blank

record in tablerecord in table

1414

TablesTables

Insertion point: where text is Insertion point: where text is enteredentered

Primary key: unique identifier for Primary key: unique identifier for each recordeach record

Access automatically saves Access automatically saves changes when you move to next changes when you move to next recordrecord

1515

Datasheet ViewDatasheet View

Current Record

Total Number of Records

Triangle indicatesData has been saved to disk

1616

Database FormDatabase Form

CommandButtons

Go To Next Record Go To Last Record

Go To First Record

1717

ReportReport

1818

Filter By SelectionFilter By Selection

Only 9 of 15 Total Records Are Displayed In This Filter

These Records Were Sorted in Descending Order by Salary

Access Project 1Access Project 1

Creating and Using a DatabaseCreating and Using a Database

2020

ObjectivesObjectives

Describe databases and database Describe databases and database management systemsmanagement systems

Start AccessStart Access Describe the features of the Access Describe the features of the Access

desktopdesktop Create a databaseCreate a database Create a table and add recordsCreate a table and add records

2121

ObjectivesObjectives

Close a tableClose a table Close a database and quit AccessClose a database and quit Access Open a databaseOpen a database Print the contents of a tablePrint the contents of a table

2222

ObjectivesObjectives

Create and use a simple queryCreate and use a simple query Create and use a simple formCreate and use a simple form Create and print a custom reportCreate and print a custom report Design a database to eliminate Design a database to eliminate

redundancyredundancy

2323

Starting AccessStarting Access

Click the Start button on the Windows Click the Start button on the Windows taskbar, point to All Programs on the taskbar, point to All Programs on the Start menu, and then point to Microsoft Start menu, and then point to Microsoft Office on the All Programs submenuOffice on the All Programs submenu

Click Microsoft Office Access 2003Click Microsoft Office Access 2003 If the Access window is not maximized, If the Access window is not maximized,

double-click its title bar to maximize itdouble-click its title bar to maximize it

2424

Starting AccessStarting Access

2525

Closing the Language BarClosing the Language Bar

Right-click the Right-click the Language bar to Language bar to display a list of display a list of commandscommands

Click Close on the Click Close on the Language barLanguage bar

Click the OK buttonClick the OK button

2626

Creating a New DatabaseCreating a New Database

Click the New button on the Database Click the New button on the Database toolbar to display the task panetoolbar to display the task pane

Click the Blank Database option in the Click the Blank Database option in the task pane, and then click the Save in box task pane, and then click the Save in box arrowarrow

Save on H:\ or X:\ Save on H:\ or X:\

2727

Creating a New DatabaseCreating a New Database

Click the File name text boxClick the File name text box Use the BACKSPACE key or the Use the BACKSPACE key or the

DELETE key to delete db1 and then type DELETE key to delete db1 and then type Ashton James CollegeAshton James College as the file as the file namename

Click the Create button to create the Click the Create button to create the databasedatabase

2828

Creating a New DatabaseCreating a New Database

2929

Creating a TableCreating a Table

Click the New button on the Database Click the New button on the Database window toolbarwindow toolbar

Click Design View and then click the OK Click Design View and then click the OK buttonbutton

Double-click the title bar of the Table1 : Double-click the title bar of the Table1 : Table window to maximize the windowTable window to maximize the window

3030

Creating a TableCreating a Table

3131

Defining the Fields in a Defining the Fields in a TableTable

Type Type Client NumberClient Number (the name of the first field) in the (the name of the first field) in the Field Name column and then press the TAB keyField Name column and then press the TAB key

Because Text is the correct data type, press the TAB Because Text is the correct data type, press the TAB key to move the insertion point to the Description key to move the insertion point to the Description column, type column, type Client Number (Primary Key)Client Number (Primary Key) as as the description, and then click the Primary Key button the description, and then click the Primary Key button on the Table Design toolbaron the Table Design toolbar

Press the F6 keyPress the F6 key Type Type 44 as the size of the Client Number field as the size of the Client Number field Press the F6 key to return to the Description column for Press the F6 key to return to the Description column for

the Client Number field, and then press the TAB key to the Client Number field, and then press the TAB key to move to the Field Name column in the second rowmove to the Field Name column in the second row

3232

Defining the Fields in a Defining the Fields in a TableTable

Use the techniques illustrated in the previous Use the techniques illustrated in the previous four steps to make the entries from the Client four steps to make the entries from the Client table structure shown on the following slide, up table structure shown on the following slide, up through and including the name of the Amount through and including the name of the Amount Paid fieldPaid field

Click the Data Type box arrowClick the Data Type box arrow Click Currency and then press the TAB keyClick Currency and then press the TAB key Make the remaining entries from the Customer Make the remaining entries from the Customer

table structure shown on the following slidetable structure shown on the following slide

3333

Defining the Fields in a Defining the Fields in a TableTable

3434

Closing and Saving a Closing and Saving a TableTable

Click the Close Window button for the Table1 : Click the Close Window button for the Table1 : Table window (Be sure not to click the Close Table window (Be sure not to click the Close button on the Microsoft Access title bar, button on the Microsoft Access title bar, because this would close Microsoft Access) because this would close Microsoft Access)

Click the Yes button in the Microsoft Office Click the Yes button in the Microsoft Office Access dialog box, and then type Access dialog box, and then type ClientClient as as the name of the tablethe name of the table

Click the OK button in the Save As dialog boxClick the OK button in the Save As dialog box

3535

Closing and Saving a Closing and Saving a TableTable

3636

Adding Records to a TableAdding Records to a Table

Right-click the Client table in the Ashton James Right-click the Client table in the Ashton James College : Database windowCollege : Database window

Click Open on the shortcut menuClick Open on the shortcut menu Type Type BS27BS27 as the first customer number. Be sure you as the first customer number. Be sure you

type the letters in uppercase so they are entered in the type the letters in uppercase so they are entered in the database correctlydatabase correctly

Press the TAB key to complete the entry for the Client Press the TAB key to complete the entry for the Client Number fieldNumber field

Type the following entries, pressing the TAB key after Type the following entries, pressing the TAB key after each one: each one: Blant and SonsBlant and Sons as the name, as the name, 4806 Park4806 Park as the address, as the address, HammondHammond as the city, as the city, TXTX as the state, as the state, and and 7665376653 as the zip code as the zip code

3737

Adding Records to a TableAdding Records to a Table

Type Type 2187621876 as the Amount Paid amount and as the Amount Paid amount and then press the TAB keythen press the TAB key

Type Type 892.50892.50 as the current due amount and as the current due amount and then press the TAB keythen press the TAB key

Type Type 4242 as the trainer number to complete as the trainer number to complete data entry for the recorddata entry for the record

Press the TAB keyPress the TAB key Use the techniques shown in the previous four Use the techniques shown in the previous four

steps to add the data for the second record steps to add the data for the second record shown on the following slideshown on the following slide

3838

Adding Records to a TableAdding Records to a Table

3939

Closing a Table and Closing a Table and Database Database and Quitting Accessand Quitting Access

Click the Close Click the Close Window button for the Window button for the Client : Table windowClient : Table window

Click the Close Click the Close Window button for the Window button for the Ashton James College Ashton James College : Database window: Database window

Click the Close button Click the Close button for the Microsoft for the Microsoft Access windowAccess window

4040

Opening a DatabaseOpening a Database

Start Access following the steps on Start Access following the steps on slide 4slide 4

If the task pane appears, click its Close If the task pane appears, click its Close buttonbutton

Click the Open button on the Database Click the Open button on the Database toolbartoolbar

4141

Opening a DatabaseOpening a Database

Be sure 3½ Floppy Be sure 3½ Floppy (A:) folder appears in (A:) folder appears in the Look in box. If the Look in box. If not, click the Look in not, click the Look in box arrow and click box arrow and click 3½ Floppy (A:)3½ Floppy (A:)

Click Ashton James Click Ashton James CollegeCollege

Click the Open button Click the Open button in the Open dialog in the Open dialog boxbox

4242

Adding Additional Records Adding Additional Records to a Tableto a Table

Right-click the Client table in the Ashton James Right-click the Client table in the Ashton James College : Database window, and then click Open College : Database window, and then click Open on the shortcut menuon the shortcut menu

When the Client table appears, maximize the When the Client table appears, maximize the window by double-clicking its title barwindow by double-clicking its title bar

Click the New Record buttonClick the New Record button Add the remaining records shown on the Add the remaining records shown on the

following slide using the same techniques you following slide using the same techniques you used to add the first two recordsused to add the first two records

Click the Close Window button for the datasheetClick the Close Window button for the datasheet

4343

Adding Additional Records Adding Additional Records to a Tableto a Table

4444

Adding Additional Records Adding Additional Records to a Tableto a Table

4545

Previewing and Printing Previewing and Printing the Contents of a Tablethe Contents of a Table

Right-click the Client Right-click the Client tabletable

Click Print Preview Click Print Preview on the shortcut menuon the shortcut menu

Point to the Point to the approximate position approximate position shown hereshown here

4646

Previewing and Printing Previewing and Printing the Contents of a Tablethe Contents of a Table

Click the magnifying glass mouse pointer in Click the magnifying glass mouse pointer in the approximate position shown on the the approximate position shown on the previous slideprevious slide

Click the Setup button on the Print Preview Click the Setup button on the Print Preview toolbartoolbar

Click the Page tabClick the Page tab Click Landscape, and then click the OK buttonClick Landscape, and then click the OK button Click the Print button to print the report, and Click the Print button to print the report, and

then click the Close button on the Print then click the Close button on the Print Preview toolbarPreview toolbar

4747

Creating an Additional Creating an Additional TableTable

Make sure the Ashton James College database is openMake sure the Ashton James College database is open Click the New button on the Database window toolbar, Click the New button on the Database window toolbar,

click Design View, and then click the OK buttonclick Design View, and then click the OK button Enter the data for the fields for the Trainer table from the Enter the data for the fields for the Trainer table from the

figure on the next slide. Be sure to click the Primary figure on the next slide. Be sure to click the Primary Key button when you enter the Trainer Number fieldKey button when you enter the Trainer Number field

Click the Close Window button, click the Yes button in Click the Close Window button, click the Yes button in the Microsoft Office Access dialog box when asked if the Microsoft Office Access dialog box when asked if you want to save the changes, and then type you want to save the changes, and then type TrainerTrainer as the name of the tableas the name of the table

Click the OK buttonClick the OK button

4848

Creating an Additional Creating an Additional TableTable

4949

Creating an Additional Creating an Additional TableTable

5050

Adding Records Adding Records to an Additional Tableto an Additional Table

Right-click the Trainer table, and then Right-click the Trainer table, and then click Open on the shortcut menu. Enter click Open on the shortcut menu. Enter the Trainer data from the figure on the the Trainer data from the figure on the following slide into the Trainer tablefollowing slide into the Trainer table

Click the Close Window button for the Click the Close Window button for the Trainer : Table windowTrainer : Table window

5151

Adding Records Adding Records to an Additional Tableto an Additional Table

5252

Using the Simple Query Using the Simple Query Wizard to Create a QueryWizard to Create a Query

With the Tables object selected and the Client With the Tables object selected and the Client table selected, click the New Object button table selected, click the New Object button arrow on the Database toolbararrow on the Database toolbar

Click Query on the New Object listClick Query on the New Object list Click Simple Query Wizard, and then click the Click Simple Query Wizard, and then click the

OK buttonOK button Click the Add Field button to add the Client Click the Add Field button to add the Client

Number fieldNumber field Click the Add Field button a second time to Click the Add Field button a second time to

add the Name fieldadd the Name field

5353

Using the Simple Query Using the Simple Query Wizard to Create a QueryWizard to Create a Query

Click the Trainer Number field, and then click Click the Trainer Number field, and then click the Add Field button to add the Trainer the Add Field button to add the Trainer Number fieldNumber field

Click the Next button, and then type Click the Next button, and then type Client-Client-Trainer QueryTrainer Query as the name for the query as the name for the query

Click the Finish button to complete the creation Click the Finish button to complete the creation of the queryof the query

Click the Close Window button for the Client-Click the Close Window button for the Client-Trainer Query : Select Query windowTrainer Query : Select Query window

5454

Using the Simple Query Using the Simple Query Wizard to Create a QueryWizard to Create a Query

5555

Using a QueryUsing a Query

If necessary, click the Queries object. If necessary, click the Queries object. Right-click the Client-Trainer QueryRight-click the Client-Trainer Query

Click Design View on the shortcut menuClick Design View on the shortcut menu Click the Criteria row in the Trainer Click the Criteria row in the Trainer

Number column of the grid, and then type Number column of the grid, and then type 4242 as the criterion as the criterion

5656

Using a QueryUsing a Query

Click the Run button Click the Run button on the Query Design on the Query Design toolbartoolbar

Close the window Close the window containing the query containing the query results by clicking its results by clicking its Close Window buttonClose Window button

When asked if you When asked if you want to save your want to save your changes, click the No changes, click the No buttonbutton

5757

Using the New Object Using the New Object Button to Create a FormButton to Create a Form

Make sure the Ashton James College Make sure the Ashton James College database is open, the Database window database is open, the Database window appears, and the Client table is selectedappears, and the Client table is selected

If necessary, click the Tables object on If necessary, click the Tables object on the Objects barthe Objects bar

Click the New Object button arrow on the Click the New Object button arrow on the Database toolbarDatabase toolbar

Click AutoForm on the New Object listClick AutoForm on the New Object list

5858

Using the New Object Using the New Object Button to Create a FormButton to Create a Form

5959

Closing and Saving a Closing and Saving a FormForm

Click the Close Click the Close Window button for Window button for the Client windowthe Client window

Click the Yes buttonClick the Yes button Click the OK buttonClick the OK button

6060

Opening a FormOpening a Form

With the Ashton James College database With the Ashton James College database open and the Database window on the open and the Database window on the screen, click Forms on the Objects bar, screen, click Forms on the Objects bar, and then right-click the Client formand then right-click the Client form

Click Open on the shortcut menuClick Open on the shortcut menu

6161

Opening a FormOpening a Form

6262

Using a FormUsing a Form

Click the Next Record button four timesClick the Next Record button four times

6363

Switching from Form View Switching from Form View to Datasheet Viewto Datasheet View

Click the View button Click the View button arrow on the Form arrow on the Form View toolbarView toolbar

Click Datasheet ViewClick Datasheet View Click the Close Click the Close

Window buttonWindow button

6464

Creating a ReportCreating a Report

Click Tables on the Objects bar, and then Click Tables on the Objects bar, and then make sure the Client table is selectedmake sure the Client table is selected

Click the New Object button arrow on the Click the New Object button arrow on the Database toolbarDatabase toolbar

Click ReportClick Report Click Report Wizard and then click the OK Click Report Wizard and then click the OK

buttonbutton Click the Add Field button to add the Client Click the Add Field button to add the Client

Number fieldNumber field

6565

Creating a ReportCreating a Report

Click the Add Field button to add the Name fieldClick the Add Field button to add the Name field Add the Amount Paid and Current Due fields just Add the Amount Paid and Current Due fields just

as you added the Client Number and Name fieldsas you added the Client Number and Name fields Click the Next buttonClick the Next button Because you will not specify any grouping, click Because you will not specify any grouping, click

the Next button in the Report Wizard dialog boxthe Next button in the Report Wizard dialog box Click the Next button a second time because you Click the Next button a second time because you

will not need to change the sort order for the will not need to change the sort order for the recordsrecords

6666

Creating a ReportCreating a Report

Make sure that Tabular is selected as the Layout and Make sure that Tabular is selected as the Layout and Portrait is selected as the Orientation, and then click the Portrait is selected as the Orientation, and then click the Next buttonNext button

Be sure the Corporate style is selected, click the Next Be sure the Corporate style is selected, click the Next button, and then type button, and then type Client Amount ReportClient Amount Report as the as the new titlenew title

Click the Finish buttonClick the Finish button Click the magnifying glass mouse pointer anywhere Click the magnifying glass mouse pointer anywhere

within the report to see the entire projectwithin the report to see the entire project Click the Close Window button in the Client Amount Click the Close Window button in the Client Amount

Report windowReport window

6767

Creating a ReportCreating a Report

6868

Printing a ReportPrinting a Report

If necessary, click If necessary, click Reports on the Reports on the Objects bar in the Objects bar in the Database windowDatabase window

Right-click the Client Right-click the Client Amount ReportAmount Report

Click Print on the Click Print on the shortcut menushortcut menu

6969

Closing a DatabaseClosing a Database

Click the Close Window button for the Click the Close Window button for the Ashton James College : Database Ashton James College : Database windowwindow

7070

Obtaining Help Using the Obtaining Help Using the Type a Question for Help Type a Question for Help BoxBox

Click the Type a question for help box on Click the Type a question for help box on the right side of the menu barthe right side of the menu bar

TypeType how do I remove a primary how do I remove a primary keykey in the box in the box

Press the ENTER keyPress the ENTER key

7171

Obtaining Help Using the Obtaining Help Using the Type a Question for Help Type a Question for Help BoxBox

Point to the Remove Point to the Remove the primary key the primary key (MDB) topic(MDB) topic

Click Remove the Click Remove the primary key (MDB)primary key (MDB)

Click the Close button Click the Close button on the Microsoft on the Microsoft Office Access Help Office Access Help window title barwindow title bar

7272

Quitting AccessQuitting Access

Click the Close button in the Microsoft Click the Close button in the Microsoft Access windowAccess window

7373

SummarySummary

Describe databases and database Describe databases and database management systemsmanagement systems

Start AccessStart Access Describe the features of the Access Describe the features of the Access

desktopdesktop Create a databaseCreate a database Create a table and add recordsCreate a table and add records

7474

SummarySummary

Close a tableClose a table Close a database and quit AccessClose a database and quit Access Open a databaseOpen a database Print the contents of a tablePrint the contents of a table

7575

SummarySummary

Create and use a simple queryCreate and use a simple query Create and use a simple formCreate and use a simple form Create and print a custom reportCreate and print a custom report Design a database to eliminate Design a database to eliminate

redundancyredundancy

Questions??Questions??