CIS145 Test 1 Review
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CIS145 Test 1 Review CIS145 Test 1 Review Presentation Transcript

  • CIS-145
    Test 1 Review
    10/6/2010
    1
  • Database
    Collection of related data and tools to use, manage data
    Relational database
    Data stored in tables
    Each table stores data about one thing
    Common values create connections (relationships) between tables
    10/6/2010
    2
  • Fields, Records, and Tables
    Fields
    Basic unit of data represented by a column in a table datasheet
    Records
    Group of related fields or all fields related to a specific item: person, place, or thing
    Each row of a datasheet represent a record
    Tables
    Group of related records
    10/6/2010
    3
  • Planning a Database
    What information do you want to obtain?
    What data elements (fields) must you include to be able to get the information?
    What types of data will you enter into each field?
    Dates, numeric values, amounts of money, text, etc.
    What fields of data relate to the same basic items and belong grouped together?
    How do the groups of data relate to each other?
    What questions will you need the database to be able to answer?
    What is the most efficient way to get data into the database tables?
    10/6/2010
    4
  • Creating Tables
    Each table should contain fields that focus on data specific to one type of item
    Such as customers, employees, inventory, etc.
    Each table should have a primary key
    Fields in the primary key cannot be empty (null)
    May be one or more fields
    Each generic field# heading is replaced with a descriptive field name
    10/6/2010
    5
  • Table Design Guidelines
    Store all necessary data
    Store data in smallest parts
    Avoid calculations
    10/6/2010
    6
  • Using Table Design View
    Presents a blank work area on which to enter fields
    Provides tools for setting data types, descriptions, and properties
    Enables you to change the structure and organization of fields in the table
    10/6/2010
    7
  • Entering Field Names
    Field names:
    Short but descriptive
    Can contain alpha-numeric characters
    Can contain many symbols
    Can contain spaces
    Must start with a character or symbol
    May use naming convention
    Identify table, data type, and field description
    10/6/2010
    8
  • Identifying Data Types
    Data types identify the kind of data to be added to a field
    Text
    Numbers
    Dates/Times
    Currency
    Setting a data type controls values that the field contains
    10/6/2010
    9
  • AutoNumber Fields
    Fields that automatically number records as you add them to a table
    Numbers can’t be entered or changed by user
    If you delete a record from a table, or cancel a new row, Access never assigns the number to any new record
    10/6/2010
    10
  • Field Property
    Field Size determines how much data can be stored
    Some data type sizes are fixed – date/time, yes/no
    Format controls how a value is displayed
    Input Mask controls which keyboard entries will be required and accepted
    Validation Rule sets limits on values that a field will accept
    Validation Rule applies regardless of how data is entered or changed
    Set Validation Text to explain how to correct an entry
    10/6/2010
    11
  • Entering Data into a Datasheet
    The new row is identified with an asterisk
    Press (Tab) or (Enter) to move to the next column
    Click the New Record button
    10/6/2010
    12
  • Saving Records
    Access automatically saves each record as you complete it
    Edits made to records are also automatically saved
    10/6/2010
    13
  • Saving a Table Layout
    Each time you make a change to the layout of a table you must save it if you want to keep that layout
    The Save button appears on the Quick Access toolbar
    10/6/2010
    14
  • Retrieving Data
    Sorting features
    Filtering tools
    Find and Replace
    10/6/2010
    15
  • Using the Toggle Filter Tool
    After you apply a filter, clicking the Toggle Filter button removes the filter and displays all records
    After removing a filter, clicking the Toggle Filter button re-applies the last filter applied
    A ToolTip displays to let you know what action you are performing: Remove Filter or Apply Filter.
    10/6/2010
    16
  • Creating Other Database Objects
    Create tab of the Ribbon contains tools for creating all database objects
    Tools on the Ribbon are grouped by object type
    Multiple tools are available for each object
    Design View
    Wizards
    10/6/2010
    17
  • Forms & Reports
    Can create with Ribbon buttons, wizards, or design view
    Also have layout view where can see data and modify control layout
    Made up of objects call controls
    Bound: tied to a field in a table or query
    Unbound: exists only as part of form
    Calculated: creates a value using functions and/or fields
    10/6/2010
    18
  • Form/Report Design
    Need to consider layout: how will user move through controls, read and understand what’s displayed?
    Need to be clear, use words/phrases easily understood
    10/6/2010
    19
  • Importing Data
    Can create new tables from data stored in other programs
    Can append (add) data to existing tables
    External Data tab on the Ribbon contains Import tools
    Most import procedures use Wizards
    10/6/2010
    20
  • Creating Queries
    Enables you to place fields from multiple tables to display in a single datasheet
    Provides controls for setting criteria based upon values in multiple fields
    Enables you to show or hide fields containing criteria
    10/6/2010
    21
  • How Multiple Column Sorts Work
    Access sorts data on multiple fields from left to right
    Columns in a table must appear side by side when sorting in datasheet
    The column on the left must be the one you want sorted first (primary sort field)
    10/6/2010
    22
  • Identifying Operators
    Identifies the comparison Access should perform
    Relational Operators include:
    =, >, <, <>, >=, <=
    Logical operators define how to tie tests together
    And, Or, Not
    Comparison operators are used with patterns
    Like
    Can compare to a list using In
    10/6/2010
    23
  • Using Wildcards
    Used in place of specific characters
    Primary wildcards used:
    * Represents any number of characters
    ? Represents an individual character
    Examples:
    *Graham* locates all records with graham within the text
    Gra?am locates all records with gra at the beginning of the field value and am at the end of the field value with only one letter between
    10/6/2010
    24