Tutorial 2 Building a Database and Defining Table ...Microsoft Access 2013 ® ® Tutorial 2 Building a Database and Defining Table...

Microsoft Access 2013® ®

Tutorial2BuildingaDatabase

andDefiningTableRelationships

XPXPXPObjectives• Session2.1– Learntheguidelinesfordesigningdatabasesandsettingfieldproperties

– CreateatableinDesignview– Definefields,setfieldproperties,andspecifyatable’sprimarykey

– Modifythestructureofatable– ChangetheorderoffieldsinDesignview– AddnewfieldsinDesignview– ChangetheFormatpropertyforafieldinDatasheetview– ModifyfieldpropertiesinDesignview

NewPerspectivesonMicrosoftAccess2013 2

XPXPXPObjectives(Cont.)• Session2.2– ImportdatafromanExcelworksheet– Createatablebyimportinganexistingtablestructure– AddfieldstoatablewiththeDataTypegallery– Deleteandrenamefields– ChangethedatatypeforafieldinDesignview– SettheDefaultValuepropertyforafield– Adddatatoatablebyimportingatextfile– Definearelationshipbetweentwotables


XPXPXPGuidelinesforDatabaseDesign• Case- ChathamCommunityHealthServices– Databasecurrentlycontainsonetable(Visittable)– Userwantstotrackinformationabouttheclinic’spatientsandtheinvoicessenttothemforservicesprovided• Thisinformationincludessuchitemsaseachpatient’snameandaddress,andtheamountandbillingdateforeachinvoice

– Createtwonewtables—namedBillingandPatient—tocontaintheadditionaldatatheuserwantstotrack


XPXPXPGuidelinesforDatabaseDesign(Cont.)• Case- ChathamCommunityHealthServices– Afteraddingrecordstothetables,youwilldefinethenecessaryrelationshipsbetweenthetablesintheChathamdatabasetorelatethetables


XPXPXPGuidelinesforDatabaseDesign(Cont.)




XPXPXPGuidelinesforDatabaseDesign(Cont.)• Identifyallthefieldsneeded

toproducetherequiredinformation

• Organizeeachpieceofdataintoitssmallestusefulpart

• Grouprelatedfieldsintotables• Determineeachtable’s

primarykey• Includeacommonfieldin

relatedtables• Avoiddataredundancy




XPXPXPGuidelines forSettingFieldProperties

• NamingFieldsandObjects– Youmustnameeachfield,table,andotherobjectinanAccessdatabase

• AssigningFieldDataTypes– Eachfieldmusthaveadatatype

• DatatypesareassignedautomaticallybyAccessorspecificallybythetabledesigner

• Thedatatypedetermineswhatfieldvaluesyoucanenter forthefieldandwhatotherproperties thefieldwillhave


XPXPXPGuidelines forSettingFieldProperties (Cont.)


XPXPXPGuidelines forSettingFieldProperties (Cont.)

• SettingFieldSizes– TheFieldSizepropertydefinesafieldvalue’smaximumstoragesizeforShortText,Number,andAutoNumberfieldsonly

– TheotherdatatypeshavenoFieldSizepropertybecausetheirstoragesizeiseitherafixed,predeterminedamountorisdeterminedautomaticallybythefieldvalueitself

• SettingtheCaptionPropertyforFields– TheCaptionpropertyforafieldspecifieshowthefieldnameisdisplayedindatabaseobjects

– Ifyoudon’tsettheCaptionproperty,Accessdisplaysthefieldnameasthecolumnheadingorlabelforafield


XPXPXP

• CreatingatableinDesignviewinvolvesenteringthefieldnamesanddefiningthepropertiesforthefields,specifyingaprimarykeyforthetable,andthensavingthetablestructure

• DefiningFields– Whenyoufirstcreate atableinDesignview, theinsertionpointis

located inthefirst row’sFieldNamebox,ready foryoutobegindefining thefirstfieldinthetable

– Entervalues fortheFieldName,DataType,andDescription fieldproperties, andthenselectvalues forallotherfieldproperties intheFieldProperties pane

– Theseotherproperties willappearwhenyoumovetothefirstrow’sDataTypebox

CreatingaTableinDesignView


XPXPXPCreatingaTableinDesignView(Cont.)










XPXPXP

• SpecifyingthePrimaryKey– Aprimarykeyuniquelyidentifies eachrecord inatable– Accessdoesnotallowduplicatevalues intheprimarykeyfield– Whenaprimarykeyhasbeenspecified, Access forces youtoentera

value fortheprimarykeyfieldinevery record inthetable(entityintegrity)

– Youcanenter records inanyorder,butAccessdisplaysthembydefaultinorderoftheprimarykey’sfieldvalues

– Access responds faster toyourrequests forspecific recordsbasedontheprimarykey

• SavingtheTableStructure– Thelaststepin

creatingatableistonamethetableandsave thetable’s structure

CreatingaTableinDesignView(Cont.)


XPXPXPModifyingtheStructureofanAccessTable

• MovingaFieldinDesignView– Tomoveafield,youusethemousetodragittoanewlocationintheTableDesigngrid• YoucanmoveafieldinDatasheet viewbydraggingitscolumnheadingtoanewlocation,doingsorearranges onlythedisplayofthetable’s fields;thetablestructure isnotchanged

• Tomoveafieldpermanently,move thefieldinDesignview

• AddingaFieldinDesignView– Toaddanewfieldbetweenexistingfields,youmustinsertarow

– Beginbyselectingtherowbelowwhereyouwantthenewfieldtobeinserted






XPXPXPModifyingFieldProperties

• ChangingtheFormatPropertyinDatasheetView– TheFormattinggroupontheFIELDStabinDatasheetviewallowsyoutomodifyformattingforcertainfieldtypes

– Whenyouformatafield,youchangethewaydataisdisplayed,butnottheactualvaluesstoredinthetable


XPXPXPModifyingFieldProperties(Cont.)

• ChangingPropertiesinDesignView– EachoftheShortTextfieldshasthedefaultfieldsizeof255,whichistoolargeforthedatacontainedinthesefields


XPXPXPUnderstandingTableRelationships


XPXPXP

• AddingRecordstoaNewTable• TheBillingtabledesigniscompleteandyouwouldliketo

addrecordstothetablesoitwillcontaintheinvoicedata• AddrecordstoatableinDatasheetviewbytypingthe

fieldvaluesintherowsbelowthecolumnheadingsforthefields

AddingRecordstoaNewTable


XPXPXPAddingRecordstoaNewTable(Cont.)


XPXPXPImportingDatafromanExcelWorksheet


• WhendatayouwanttoaddtoanAccesstableexistsinanotherfile-- likeWordorExcel-- youcanbringthedatafromotherfilesintoAccessindifferentways• Copyandpastethedatafromanopenfile• Importthedata,whichisaprocessthatallows

youtocopythedatafromasourcewithouthavingtoopenthesourcefile

XPXPXPImportingDatafromanExcelWorksheet(Cont.)






XPXPXPCreatingaTablebyImportinganExistingTableStructure


• IfanotherAccessdatabasecontainsatable—orevenjustthedesign,orstructure,ofatable—thatyouwanttoincludeinyourdatabase,youcanimportthetableandanyrecordsitcontainsorimportonlythetablestructureintoyourdatabase

XPXPXPCreatingaTablebyImportinganExistingTableStructure(Cont.)


XPXPXPAddingFieldstoaTableUsingtheDataTypeGallery


• TheDataTypegallery(intheAdd&DeletegroupontheFIELDStab)allowsyoutoaddagroupofrelated

fieldstoatableatthesametime,ratherthanaddingeachfieldtothetableindividually

XPXPXPModifyingtheImportedTable


• DeletingFieldsfromaTableStructure– Afteryou’vecreatedatable,youmightneedtodeleteoneormorefields (whichalsodeletesallthevaluesforthatfieldfromthetable)

– Beforeyoudeleteafield,youshouldmakesurethatyouwanttodosoandthatyouchoosethecorrectfieldtodelete

– FieldscanbedeletedineitherDatasheetvieworDesignview

XPXPXPModifyingtheImportedTable(Cont.)


• RenamingFieldsinDesignView– TomatchthedesignforthePatienttable,youneedtorenametheStateProvinceandZIPPostalfields

– FieldscanberenamedinDatasheetvieworDesignview

XPXPXPModifyingtheImportedTable(Cont.)


• ChangingtheDataTypeforaFieldinDesignView– AllofthefieldsinthePatienttable,exceptBirthDate,shouldbeShortTextfields

– ThetablestructureyouimportedspecifiestheNumberdatatypeforthePhonefield-- itshouldbeShortText

– TheDataTypecanbechangedinDatasheetvieworDesignview

XPXPXPSettingtheDefaultValuePropertyforaField


• TheDefaultValuepropertyforafieldspecifieswhatvaluewillappear,bydefault,forthefieldineachnewrecordyouaddtoatable

XPXPXPAddingDatatoaTablebyImportingaTextFile


• ManywaystoimportdataintoanAccessdatabase– ImportinganExcelspreadsheet– Createdanewtablebyimportingthestructureofanexistingtable

– Importdatacontainedintextfiles

XPXPXPDefiningTableRelationships


XPXPXPDefiningTableRelationships(Cont.)


• One-to-ManyRelationships– Aone-to-manyrelationshipexistsbetweentwotableswhenonerecordinthefirsttablematcheszero,one,ormanyrecordsinthesecondtable,andwhenonerecordinthesecondtablematchesatmostonerecordinthefirsttable

• ReferentialIntegrity– AsetofrulesthatAccessenforcestomaintainconsistencybetweenrelatedtableswhenyouupdatedatainadatabase

XPXPXPDefiningTableRelationships(Cont.)


• ReferentialIntegrity– Whenyouaddarecord toarelated table,amatchingrecordmust

alreadyexist intheprimarytable,preventing thepossibilityoforphaned records

– Ifyouattempttochangethevalueoftheprimarykeyintheprimarytable,Accessprevents thischangeifmatchingrecords existinarelatedtable

– WiththeCascadeUpdateRelatedFields option,Accesspermits thechangeinvalue totheprimarykeyandchangestheappropriateforeignkeyvalues intherelated table

– Ifyouattempttodeletearecord intheprimarytable,Accesspreventsthedeletion ifmatchingrecords existinarelated table.However, ifyouchoose theCascadeDeleteRelatedRecordsoption,Accessdeletestherecord intheprimarytableandalsodeletes allrecords inrelatedtables thathavematchingforeignkeyvalues

XPXPXPDefiningTableRelationships (Cont.)


Tutorial 2 Building a Database and Defining Table ...Microsoft Access 2013 ® ® Tutorial 2 Building a Database and Defining Table...

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