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Ppt Lesson 13


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Ppt Lesson 13

  1. 1. Lesson 13 Databases Unit 2—Using the Computer
  2. 2. Objectives <ul><li>Define the purpose and function of database software. </li></ul><ul><li>Identify uses of databases. </li></ul><ul><li>Identify and define the components of a database. </li></ul><ul><li>Plan a database. </li></ul><ul><li>Create a table using a wizard. </li></ul>
  3. 3. Objectives (cont.) <ul><li>Enter records in a table. </li></ul><ul><li>Add a form using a wizard. </li></ul><ul><li>Create a query using a wizard. </li></ul><ul><li>Create a report using a wizard. </li></ul>
  4. 4. Database Software Defined <ul><li>A database is a collection of related data. </li></ul><ul><ul><li>Address lists </li></ul></ul><ul><ul><li>Membership lists </li></ul></ul><ul><ul><li>Customer files </li></ul></ul><ul><ul><li>Inventory files </li></ul></ul><ul><li>You can merge Database files with other documents, such as letters and labels. </li></ul>
  5. 5. Database Structure <ul><li>Database structure </li></ul><ul><ul><li>Field: Individual piece or item of information </li></ul></ul><ul><ul><li>Record: Collection of related fields </li></ul></ul><ul><ul><li>Table: Group of records </li></ul></ul>
  6. 6. Creating a New Database <ul><li>Start Access and click Blank Database. </li></ul><ul><ul><li>The database is given a name when Access starts. </li></ul></ul><ul><li>The database is made up of objects. </li></ul><ul><ul><li>Tables </li></ul></ul><ul><ul><li>Queries </li></ul></ul><ul><ul><li>Forms </li></ul></ul><ul><ul><li>Reports </li></ul></ul>
  7. 7. Creating a Table <ul><li>Enter field information. </li></ul><ul><ul><li>Field names can have up to 64 characters and spaces. </li></ul></ul><ul><ul><li>Keep field names short and descriptive. </li></ul></ul><ul><li>Identify data type. </li></ul><ul><ul><li>Identify the type of data to be entered. </li></ul></ul><ul><ul><li>Data types include text, number, memo, currency, and Yes/No. </li></ul></ul>
  8. 8. Creating a Table (cont.) <ul><li>Include a description. </li></ul><ul><ul><li>Describe information in the field; a description is not always necessary. </li></ul></ul><ul><li>Complete the Field Properties items. </li></ul><ul><ul><li>This section is for any special formatting that may be needed, such as the size of the field. </li></ul></ul>
  9. 9. Creating a Table (cont.) <ul><li>Identify the primary key field. </li></ul><ul><ul><li>This uniquely identifies a field for each record. </li></ul></ul><ul><li>Save the table. </li></ul>
  10. 10. Adding Records to a Table <ul><li>Two options to enter data </li></ul><ul><ul><li>Enter data in Datasheet view. </li></ul></ul><ul><ul><li>Enter data in Form view. </li></ul></ul><ul><li>Navigating in Datasheet view: </li></ul>
  11. 11. Printing a Table <ul><li>Print from Datasheet view. </li></ul><ul><li>Print in landscape orientation. </li></ul><ul><li>Print all records or selected records. </li></ul>
  12. 12. Sorting a Table <ul><li>Arrange records in order. </li></ul><ul><ul><li>Ascending order arranges records from A to Z or smallest to largest. </li></ul></ul><ul><ul><li>Descending order arranges records from Z to A or largest to smallest. </li></ul></ul>
  13. 13. Modifying the Table Structure <ul><li>Insert or delete fields. </li></ul><ul><ul><li>When a field is deleted, all data in the field is deleted. </li></ul></ul><ul><li>Change formatting features. </li></ul><ul><li>Change data types. </li></ul>
  14. 14. Data Types
  15. 15. Creating and Using Forms <ul><li>A form is an object you use to input, maintain, view, and print records in a database one record at a time. </li></ul><ul><li>You can format a form with graphics. </li></ul>
  16. 16. Querying a Database <ul><li>A query is a question you ask about data stored in a database. </li></ul><ul><ul><li>Search for specific records that meet given criteria. </li></ul></ul><ul><ul><li>Comparison operators are used to match criteria. </li></ul></ul>
  17. 17. Querying a Database (cont.) <ul><li>Comparison operators </li></ul><ul><ul><li>Equal </li></ul></ul><ul><ul><li>Not equal </li></ul></ul><ul><ul><li>Greater than </li></ul></ul><ul><ul><li>Greater than or equal to </li></ul></ul><ul><ul><li>Less than </li></ul></ul><ul><ul><li>Less than or equal to </li></ul></ul><ul><ul><li>Between and And </li></ul></ul>
  18. 18. Creating and Using a Report <ul><li>Reports provide the contents of a database in customized formats. </li></ul><ul><li>Reports summarize data. </li></ul><ul><li>Reports may include all or selected records. </li></ul>
  19. 19. Summary <ul><li>Databases allow for organizing, storing, maintaining, retrieving, and sorting data. </li></ul><ul><li>The components of a database are objects. These include tables, queries, forms, and reports. </li></ul><ul><li>You should plan the database structure first and then create it. </li></ul>
  20. 20. Summary (cont.) <ul><li>After the table structure is created, you add records to the table. </li></ul><ul><li>Records can be sorted in ascending or descending order. </li></ul><ul><li>You can create a form to enter records in a table. </li></ul><ul><li>Forms are designed to simplify data entry. </li></ul>
  21. 21. Summary (cont.) <ul><li>You can design a query to find records that meet specified criteria. </li></ul><ul><li>A report is a formatted display of table records. In a report, you can organize, summarize, and print all or a portion of the data. </li></ul>