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  • 1. Contents DBMS, Purpose Is Excel a Database??? Microsoft Access…  Joint Engine Technology  Architecture of JET Queries in Access GUI Comparisons:  Excel and Access  Access and other DBMS Introduction to Star office
  • 2. What is a dbms? A database is any organized collection of interrelated data. Database Applications:  Banking: all transactions  Universities: registration, grades  Sales: customers, products, purchases  Human resources: employee records, salaries, tax deductions
  • 3. DBMS A database management system (DBMS) such as Access, Oracle or SQL Server which provides the software tools you need to organize that data in a flexible manner. It includes tools to add, modify or delete data from the database, ask queries about the data stored in the database and produce reports summarizing selected contents.
  • 4. What is the purpose of a database managementsystem? Is to transform Data Information Knowledge Action
  • 5. Excel as a database An Excel list consists of columns and rows of data structured in a specific way: Each column contains the same category of data. (similar to a field in a database) Each row in the list contains all of the fields of data for one entity (similar to a record in a database), but called sets of data in Excel’s terminology . The first row of the list must contain a unique name at the top of each column.
  • 6. Excel as Database The row containing the column headings must be formatted (i.e. bold, larger font, italicized, etc.) There can be blank cells in a column, but the entire row cannot be empty. Data can be sorted alphabetically or numerically in Excel using the Quick Sort buttons on the Standard Toolbar. Sorts can be in Ascending (A-Z) or Descending (Z-A) order.
  • 7. Microsoft Access -Introduction Microsoft Office Access, previously known as Microsoft Access, is a database management system from Microsoft that combines the relational Microsoft Jet Database Engine with a graphical user interface and software-development tools MS Access stores data in its own format based on the Access Jet Database Engine. It can also import or link directly to data stored in other applications and databases
  • 8. Joint Engine Technology The Microsoft Jet Database Engine is a database engine on which several Microsoft products have been built. A database engine is the underlying component of a database, a collection of information stored on a computer in a systematic way.
  • 9. Architecture of JET Locking:  Jet allows multiple users to access the database concurrently.  To prevent that data from being corrupted or invalidated when multiple users try to write to the database, Jet employs a data write locking policy.  Any single user can only modify those database records (that is, items in the database) to which they have applied a lock that gives them exclusive access to the record until the lock is released.
  • 10. Architecture of JET Transaction processing:  Jet supports transaction processing for database systems that have this capability  A transaction is a series of operations performed on a database that must be done together — this is known as atomicity and is a part of ACID (Atomicity, Consistency, Isolation, and Durability), concepts considered to be the key transaction processing features of a database management system.
  • 11. Architecture of JET Data integrity:  Jet enforces entity integrity and referential integrity.  Entity integrity is one of the key concepts of relational databases, and ensures that no record is able to be duplicated and also ensures that no field (or group of fields) that identify the record (the primary key) are NULL.  Referential integrity is where the fields that identify data that exist in a database table (the foreign key) must correspond with an existing primary key in that database
  • 12. Architecture of JET Queries:  They can be defined in Microsoft QBE (Query By Example), through the Microsoft Access SQL Window or through Access Basics Data Access Objects (DAO) language.  These are then converted to an SQL SELECT statement. The query is then compiled — this involves parsing the query (involves syntax checking and determining the columns to query in the database table), then converted into an internal Jet query object format, which is then tokenized and organised into a tree like structure.
  • 13. MS-Access query• An MS-Access query is a set of stored SQL instructions that manipulate and/or select data from one or more tables.• Select Query – Data grouping and/or filtering• Make-Table Query – Select + creates/populates new table.• Update Query – Updates fields from specified table data• Append Query – Runs query on one table, appends results to a table• Delete Query – Delete selected records from table PA Harris, Vanderbilt University
  • 14. MS Access Queries• Queries are extremely easy to set up/use and provide an up-to-date snapshot of your data at any time.• Queries may be used to calculate values based upon existingfields, join fields from separate tables, globally update ordelete data, and export linked/calculated data to externalprograms. PA Harris, Vanderbilt University
  • 15. Graphical User Interface (GUI)• Although it is possible to enter data directly into a table,you can enhance data quality by forcing data entry throughforms.• Depending upon the users, we may wish to set things upso they never even see the database window.• In other words, we can design your application so theyonly touch the data through programmed forms. PA Harris, Vanderbilt University
  • 16. USE EXCEL MS ACCESSValidate basic user input YES YES(e.g., for a single field/cellComplex user input Challenging to accomplish Yesvalidation or events (if fieldX = Y, and field Z is empty,perform some action)Data arranged in a few Yes Yescolumns without muchrepetitionRows/records supported Excel 2000 and Excel 2003: Unlimited (up to 2GB/table) 65,535 rows Excel 2007 and Excel 2010: 1,048,576 rows
  • 17. USE EXCEL MS ACCESSSimple cross-references Yes YesComplex data Limited Yesanalysis/queriesEvents based on user actions No Yes(when user exits a field/celldo X, when they mouse overa field/cell do Y)Multiple users, but generally No Yesaccessing data at differenttimesMultiple users, accessing No Yes (but can be slowdata at the same time depending on network speed)Frequent mass-update Challenging to accomplish, Yesoperations time intensiveMultiple data entry forms No YesMail Merge with Word Yes Yes
  • 18. USE EXCEL MS ACCESSReporting Challenging to accomplish YesAutomated backups Challenging to accomplish Possible with VB coding, backup software,or UI Builder for Microsoft AccessRecord-level auditing No Possible with VB coding or UI Builder for Microsoft AccessExpertise Required Low For simple databases: Low/Moderate For complex requirements: Moderate-to-HighAttaching files/links to fields No Yes (MS Access 2007 and Access 2010)Sharing information on the Yes (Excel 2007 and Excel Yes (Microsoft Access 2010)Web 2010)
  • 19. USE EXCEL MS ACCESSReporting Challenging to accomplish YesAutomated backups Challenging to accomplish Possible with VB coding, backup software,or UI Builder for Microsoft AccessRecord-level auditing No Possible with VB coding or UI Builder for Microsoft AccessExpertise Required Low For simple databases: Low/Moderate For complex requirements: Moderate-to-HighAttaching files/links to fields No Yes (MS Access 2007 and Access 2010)Sharing information on the Yes (Excel 2007 and Excel Yes (Microsoft Access 2010)Web 2010)
  • 20. MS Access vs. MS Excel MS Excel  spreadsheet  flat database  all information has a one-to-one relationship MS Access  like multiple spreadsheets that are connected to one another.  one-to-many relationships  many-to-many relationships
  • 21. MS Access vs. MS Excel  The choice is simple:  IF you have only one-to-one relationships, you need to use MS Excel.  IF you have one-to-many or many-to-many relationships, you need to use MS Access.06/06/06
  • 22. Examples  Printed Phone Directory (White Pages)  Flat database: One-to-one relationships  Library Catalog  Relational database: Many-to-many relationships  Library patrons check out many books.  Books are checked out by many patrons.  University Class Schedule  Students have many professors.  Professors have many students.  Classes can be held in many classrooms.06/06/06
  • 23. MS-Access over Excel and other dbms• MS Access is best used for long-term data storage and/or data sharing.• MS Excel is best used for minor data collection, manipulation, and especially visualization.• SPSS is best used for minor data collection and especially data analysis.• It is easy to export data from MS Access to Excel• Cheap, readily available
  • 24. MS Access over Other DBMS Easy to use (relative to other systems –Oracle may require one FTE to maintain the server as a database administrator and another FTE to serve as an application developer). Includes front-end tools for rapid application development (RAD).
  • 25. Other DBMS systems over MS-Access MS-Access can handle a large number of records, but is somewhat slow compared to some of the high-end platforms. Multiple users may use the database simultaneously, but MS-Access is known to become unstable with greater than 3-5 users.
  • 26. CALC  StarOffice Calc:  It is Similar to Microsoft Excel.  Any part or whole part of calc can be printed in a desired format.  Calc data can viewed in the form of graph or charts.  The calc information is transferred to any database or word processing software.
  • 27. Applications:-Payment of bills-Invoices or bills-Results analysis of student-Financial accounting-Income tax calculation
  • 28. BASE StarOffice Base:  AdabasD database, a program of similar scale to Microsoft Access. Front end to access Oracle, Informix, Sybase and others.  They include over 30 predefined table schemas to help in design.  Create Simple Queries without any SQL Knowledge  Graphical Interface in Forms  Share information through reports
  • 29.  StarOffice Base supports 11 database formats including Microsoft Access, Sql, MySql, Oracle, dBase and Excel.Examples: your address book the telephone book a price list a product catalogue.
  • 30. THANK YOU