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CIS145 Test 1 Review

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CIS145 Test 1 Review

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

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