ms access/databases

1. M S A C C E S S
2 0 1 6
BITM 2701 Professor Marino

2. WHAT IS ACCESS?
• Microsoft Access often referred to as “Access” has been part of the Microsoft Office
Suite since Office 95.
• Access is a way to develop application software in any Microsoft environment.
• Its most common use is for creating an application without having to involve a
developer.
• Uncommonly used in the real world, but small businesses may still use.

3. ACCESS: PROS & CONS
PROS:
• Easy-to-use interface
• No programming knowledge needed
• Integration with Microsoft and non-
Microsoft systems and languages
CONS:
• Limited in its support of web
applications
• Needs maintenance
• Data/Storage limitations

4. BLANK DATABASE OR TEMPLATE?
• Blank Database – Simply Click “Create”
• Starting from scratch
• Template options available
• Starting with some items setup

5. ACCESS TABLES
• Database File: This is your main file that encompasses the entire
database and that is saved to your hard-drive or floppy disk.
(Example: video.mdb )
• Table: A table is a collection of data about a specific topic..
• Field: Fields are the different categories within a Table. Tables usually
contain multiple fields.
• Datatypes: Datatypes are the properties of each field. A field only
has 1 datatype. (text, number…)

6. ACCESS TABLES CONT.
• A table is a collection of data about a specific topic, such as students or contacts.
• Using a separate table for each topic means that you store that data only once, which makes your
database more efficient, and reduces data-entry errors.
• Tables organize data into columns (called fields) and rows (called records).
• Table Creation: when you create a database you have Table1 automatically created for you, but can
select Create - Table or Create - Table Design to create a new Table
• Tables are used to create Forms and Reports

7. PRIMARY KEY AND VIEWS
• One or more fields (columns) whose
value or values uniquely identify each
record in a table. A primary key does
not allow Null values and must always
have a unique value. A primary key is
used to relate a table to foreign keys in
other tables.
Datasheet View Design View
Displays the view,
which allows you to
enter raw data into
your database
table.
Displays the view,
which allows you to
enter fields, data-
types, and
descriptions into
your database table.

8. FORMS
• A form is nothing more than a graphical representation of a table. You can add,
update, delete records in your table by using a form. NOTE: Although a form can be
named different from a table, they both still manipulate the same information and the
same exact data. Hence, if you change a record in a form, it will be changed in the
table also.
• A form is very good to use when you have numerous fields in a table. This way you can
see all the fields in one screen, whereas if you were in the table view (datasheet) you
would have to keep scrolling to get the field you desire.

9. REPORTS
• A report is an effective way to present your data in a printed format. Because you have
control over the size and appearance of everything on a report, you can display the
information the way you want to see it.

10. OUR GOALS WITH ACCESS
• Create a Table from scratch
• Create Forms and Reports from a Table created from scratch
• Create Forms from a Table
• Create Reports from a Table using criteria

11. ACCESS TEST ITEMS
• Use of criteria (AND/OR)
• Sorting
• Show/Don’t Show
• Calculating fields
• Specify properties/values
• Wildcards
• Queries based on parameters
• Building a database

12. I N T R O T O
D A TA B A S E S
BITM 2701 Professor Marino

13. WHAT IS A DATABASE?
• Fast, Efficient back end storage
– Easier to manage than file system-based approach
• Relational Database structure
– Well developed theory and practice
• Multi-user capable
– Multithreaded, multiprocessor, sometimes cluster-based systems
• Standards based queries
– Structured Query Language (SQL)

14. WHAT IS A DATABASE? CONT.
• Computerized record-keeping system
• Maintain information and to make that information available on demand
• Include: data, hardware, software, and users.
• Different approaches, including the relational approach

15. WHAT ARE RELATIONAL DATABASES?
• In theory, this provides a faster, more flexible database system.
• A relational database is one in which the data consists of a 'collection of tables related
to each other through common values’ .
• Can use multiple tables to store information, and each table can have a different
record format

16. DATABASE MANAGEMENT SYSTEMS
• Manages the storage and retrieval of data to and from the database and hides the
complexity of what is going on from the user.
• MySQL (a type of SQL) is a relational database management system

17. ADVANTAGES
• Structured Query Language (SQL)
• Supports Large Amount Of Data
• Provides flexibility
• High Security & Reliability
• Optimized Performance
• 3rd Party Support

18. CONCLUSION
• Relational databases are more powerful and efficient because they require few
assumptions about how data is related or how it will be extracted from the database.
• Relational databases are designed to be able to efficiently handle larger amounts of
data. They include security features. They allow user to access data quickly. Many 3rd
party applications are available in supporting relational databases.
• Some free relational databases are available.

19. O T H E R
D A TA B A S E
I N F O
BITM 2701 Professor Marino

20. ENTITY-RELATIONSHIP MODEL
• The E-R data model is based on a perception of a real worked that consists of a
collection of basic objects, called entities and of relationships among these objects

21. DATABASE LANGUAGES
• DDL (Data-Definitions Language)
– One to specify the database schema
– One to express the database queries
• DDL (Data-Definitions Language)
– The database schema is specified by a set of definitions expressed by a special language called the DDL. The result of
compilation of DDL statements is a set of tables that are stored in a special file called the data dictionary.
• DML(Data Manipulation Language)
– Retrieval of information stored in the database
– The insertion of new information into the database
– The deletion of information from the database
– The modification of information stored in the database

22. DBA (DATABASE ADMINISTRATOR)
• Schema definition
• Storage structure and access-method definition
• Schema and physical-organization modification
• Granting of authorization for data access
• Integrity-constraint specification.

23. DATABASE USERS
• Application Programmers – Professionals who interact with the system through DML
calls, which are embedded in a program written in a host language like Cobol, C, C++,
Java, C#, php,)
• Sophisticated Users – form their requests in a database query language. Each query is
submitted to a query processor whose function is to break down DML statements into
instructions that the storage manager understands.

24. QUERY PROCESSOR COMPONENTS
• DML Compiler – translates DML statements of a query language into low-level instructions
that the query evaluation engine understands.
• Embedded DML precompiler – converts DML statements embedded in an application
program to normal procedure calls in the host language.
• DDL Interpreter – interprets DDL statements and records them in the set of tables
containing metadata.
• Query Evaluation Engine – executes low-level instructions generated by the DML compiler.

25. STORAGE MANAGER
• Authorization and Integrity Manager – tests for the satisfaction of integrity constraints and
checks the authority of users to access data.
• Transaction Manager – ensures that the database remains in a consistent state despite
system failures
• File Manager – manages the allocation of space on disk storage and the data structures
used to represent information stored on disk.
• Buffer Manager – responsible for fetching data from disk storage into main memory, cache
memory.

26. PHYSICAL SYSTEM
• Data Files – stores the database itself.
• Data Dictionary – stores metadata about the structure of the database.
• Indices – provide fast access to data items that hold particular values.
• Statistical data – store statistical information about the data in the database. Use for
efficient executions.