This document provides an overview of database management systems and relational databases using Microsoft Access. It discusses what a database is and how data is organized into tables with fields and records. An example school database is provided with tables for students, faculty, courses, classes, schedules, buildings, and rooms. Steps are outlined for creating tables, fields, queries, forms and reports in Access.

1. Database Management System
MS Access

2. What Is a Database?
• Collection of data organized in such a way
that data can be searched, modified, added,
removed efficiently
• Database System: database in digitized
form
• Database Management System (DBMS)—
software system to manipulate database—
add, remove, modify, search

3. Relational Database
• All data items are organized by tables.
– E.g., in School DB, tables for
• Students (firstName, lastName, phone, email)
• Faculties (firstName, lastName, phone, officeNo.)
• Courses (department, crsNumber, title, credits)
• Classes (time, location, course, classNum)
• Schedule (student, class)
• Buildings(bldgName, hasElevator, hasADA)
• Rooms (roomNo, building, capacity, hasInternet)

4. Students Table
firstName
lastName
phone
email
Anne
Anderson
123-4568
aa@aol.com
Ben
Benson
234-5678
bb@gmail.com
Cathy
Carson
345-6789
cc@att.net
Dan
Danson
456-7890
dd@hotmail.com
Erin
Emmerson
567-8901
ee@aol.com
Frank
Farrington
678-9012
ff@sam.net

5. Linking Tables
Rooms
Classes
Students
Buildings
Courses
Schedules
Faculty

6. MS Access
• Organized into Objects
– Table
• Contains data—most important
– Form
• For easier input of data
– Report
• For formatted printout
– Query
• For asking particular info from multiple tables

7. Introduction to MS Access (1.1)
• Objectives
– To Open existing database
– To add a record

8. • 1. Use Windows Explorer to copy
Bookstore.mdb from g to a drive.
• 2. Open a DB (Bookstore.mdb in a drive) &
Add a record
• 3. Open a table
– move from record to record
– move from field to field (Tab)

9. Adding New Records
• 5. Add a New Record
– Record 1
• 0-13-754243-7
• Exploring Microsoft Office 97 Volume I, Grauer/Barber 1997
• $45, Prentice Hall
• 6. Add a Second Record
– Record 2
• 0-13-271693--3
• Exploring the Inter/2nd Ed
• $28.95, Prentice Hall

10. • 8. Print the Table
– FilePage SetupPage tabLandscape
option. Click OK.
– FilePrintAll option. OK.
• 9. Exit Access
– Close the Table
– Close the Database
– Close Access

11. Manipulating Records and Fields
• Replacing fields
• Sorting records

12. Maintaining the Database (1.2)
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Add, edit, delete record
Examine Form
Examine a Report
Print a Report

13. • 1. Retrieve Bookstore db.
• 2. Double-click Books table.
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Click in Title field
EditFind
Enter Exploring Windows 95 in the Fid What text box.
Click the Find Next button.
Change it’s price to $28.95.
• 3. Edit->Undo Current Field/Record
• 4. Delete Command
– Click a Guide to SQL.
– Delete the record. (Deletion is not Undo-able.)

14. • 5. Data Validation
– New Record.
– Enter the following:
• 0-07-041127-1, Getting Ahead by Getting Certified, Martinez,
1998, xxxx. (39.90), McGraw Hill.
• 6. Open the Books Form
– Forms buttonBooks form. Maximize
• Add Record button. Add the following
• 1-56604-229-1, HTML Publishing on the Internet, Budnick,
Mendana PressThe Replace Command
• 7. Replace Command
– ViewDatasheet View
– Ctrl+Home.
– EditReplace.
• Find What: Prentice-Hall
• Replace with: Prentice Hall
• Look in: Publisher

15. • 8. Print a Report
– Reports buttonPublisher report
• Type Pretice Hall in the parameter dialog box.
– Zoom boxFit
– Print Preview
– Print

16. Changing Field Properties
• Field size (Text)
• Caption
• Required

17. Creating a Table (2.1)
• A particular table should contain all
information on a particular subject.
– Book, student, employee, customers, catalog
product, warehouse inventory, automobile
inventory, bibliography, investment portfolio,
etc.
• What type of information do you want to
maintain in a table?

18. Two-Step Process
• To create a Student table
– 1. Define a table structure (in Design View)
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SSN
FirstName
Address
City
State
Postal Code
Phone
BirthDate
FinancialAid
Credits
Text
Text
Text
Text
Text
Text
Text
Date
Logical (Yes/No)
Number
– 2. Input data items (in Datasheet View)

19. Using Table Wizard
to Create Table
• 1. Create a a New Database
– Run Access. Click option button Blank Access
Database.
– In the Save In text box, select drive a:
Go to folder Exploring Access.
Save new file as My First Database.
– Click the Create button.

20. • 2. Create the Table
– In the database window (My First Database), click the
Tables button.
– Click the New button (at the top). Select Table Wizard.
Click OK.
• 3. The Table Wizard
– In the Table Wizard, click Business option button. In
the Sample Tables list box, select Students (near the
bottom).
– Transfer StudentID, FirstName, LastName, Address,
City, & StateOrProvince.
– Rename StateOrProvince to State.
– Add PostalCode and PhoneNumber.

21. • 4. The Table Wizard (continued)
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Accept Students as the Name of the Table
Accept Yes, set a primary key for me.
Click Next.
Click Modify the table design.
Click Finish.
FileSave
• 5. Add Additional Fields
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In the design view, enter BirthDate as a new field.
Change Data type to Date/Time.
Add Gender as Text field.
Add Credits as Number field.
Add QualityPoints as Number field. (NB. No space in
field name)

22. • 6. Change the Primary Key
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Point to first field. Right-clickInsert Rows.
Enter SSN for field name.
In the Properties area, select Yes for Required box.
Click SSN field, click Primary Key button.
Click StudentID field. Right-clickDelete Rows.
• 7. Add an Input Mask
– Click in SSN. Click the Input Mask box in the
Properties area.
– Click the Build button (at right)
– Select Social Security Number.
– Try it by type 123456789.
– Select BirthDate, show Input Mask, and choose Short
Date format. Say Yes to Save.

23. • 8. Change the Field Properties
– Click FirstName.
• In the Properties area, change size to 25.
• In the Required box, choose Yes.
– Click the State field.
• Change size to 2
• In the Format box, type >
– Click the Credits field
• Change Field Size to Integer.
• In the Default Value box, delete 0.
– Click the QualityPoints
• Change Field Size to Integer.
• Delete 0 from the Default Value.
• Save the table.

24. • 9. Add a Validation Rule
– Click Gender field.
• Change size to 1.
• In the Format box, type >.
• Click the Validation Rule box. Type “M” or “F”. (This means that
only M or F will be acceptable.)
• In the Validation Text box, type “You must specify M or F.”
• Save.
• 10. Datasheet View
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Click the View button.
Type 111111111 for SSN in the first record.
Enter, to move to FirstName field. Enter Ronnie Adili.
Enter the following (P AC-64)
• 111-11-111 Ronnie, Adili, 3543 Queen Avenue, Minneapolis, MN
55476-9899 (612)445-7654
• 22222222 Christoper Gibson, 9807 S.W. 152 Street, Miami, FL
33157-232, (305)235-4563

25. • 333333333, Nicholas, Korba, 85 Bayshore Drive,
San Francisco, CA, 94114-5533, (415)664-0900
• 11. Enter Additional data
– Enter two more records, deliberately making
mistakes in Credits, S in Gender.
• 12. Print the Table
– FilePrint
– Close

26. Two-Step Process (2)
• To create an Employee table
– Define a table structure (in Design View)
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EmployeeID
FirstName
Address
City
State
Postal Code
WorkPhone
DateHired
Married
Deductions
Text
Text
Text
Text
Text
Text
Text
Date
Logical (Yes/No)
Number
– Input data items (in Datasheet View)

27. Adding Fields
• Click Design View button.
• Insert new row after HomePhone.
• Add WorkPhone (Text)

28. Adding (and Changing) the
Primary Key
• Primary key makes each record unique in a table.
• Try to choose a field that is naturally unique for
each record.
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SSN for Employee record
ISBN for Book record
Call number of a library book
Sales number
• or, create a field of unique numbers
(AutoNumber)

29. Adding an Input Mask
• To format certain data items automatically
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SSN
telephone number
ZIP
Date
Time

30. Report Wizard (3.1)
• 1. Open the Our Students Database
– Click Reports buttonNewReport Wizard
• 2. ReportWizard
– Click LastName, FirstName, PhoneNumber, & Major
• 3. Report Wizard (cont)
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Sort by LastName
Tabular layout
Portraait orientation
Adjust field width so all fields fit on a page. Next
Corporate. Next
Title: Student Master List
Finish

31. • 4. Preview the Report
– Preview at 75%. Close
• 5. Modify an Existing Control
– Click the border on containng the Now function from
the footer to the header.
– Align right (with button on toolbar)
– Right-clickPropertiesFormat tabFormat
propertyShort Date
– Save
• 6. Add an unbound control
– Crate label in footer.
– Type: Prepared by your name.
– Right-click-PropertiesFont SizeFont Size9

32. • 7. Change the Sort Order
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ViewSortingand Grouping.
In Field Expression box, click Major
On the next line, click LastName
View
• 8. View the Modifed Report
– Print Preview
– Save. Print
• 9. Report Properties
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Click Report button on the database window.
Select Student Master List.
Right-clickPropertiesDescription text box
Type: This report lists every student in alphabetical
order by name within major. It also contains the
student’s telephone number.

33. Creating a Query
• Query
• lets user to ask questions
• allows user to choose a subset of table that satisfy
certain conditions
• Given Students table
• How many are from California?
• Who are majoring in Business?
• Who are from California AND majoring in Business?

34. USA Table
• The fields in the USA table are:
– Name
– Capital
– Nickname
– Year established
– Population
– Area
– Region (Pacific, Mountain, New England, South
Central, North Central, Middle Atlantic

35. Queries
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States in the Pacific region
States in the Pacific OR New England region
States with a population over 5,000,000
States established since 1900
States established before 1900 AND having a
population over 5,000,000
• States established in the 1800’s
• States established in the 1700’s

36. Queries on Students
• List all Business Majors
• List Business Majors from Florida
• List Communications Majors Receiving Financial
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•
Aid
All Students from Florida
Engineering Majors with Fewer than 60 Credits
Students with 60 to 90 Credits
Engineering Majors with Fewer than 60 Credits or
Communicaitons Majors Born on or after April 1,
1974

37. Creating a Select Query (3.2)
• 1. Open Our Students database
– QueriesNew
– Design View is open
• 2. Add the Students Table
– Select Students tableAddClose. Maximize. Expand the
upper portion.
• 3. Create a query
– Drag LstName field from Students table to the first column.
– Drag FirstName, PHoneNUmber, Major, and Credits to the
QBE grid.
– Adding & Deleting fields

38. • 4. Specify the Criteria
– To display all UNDECIDED majors:
• In Criteria row for Major, type Undecided
• In Sort under LastName field, select Ascending
• Save
• Type Undecided Major as the Query name. Click OK.
• 5. Run the Query
– QueryRun (Run button)
• 6. Modify the Query
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To display all UNDECIDED majors with more than 30 credits
Uncheck Show check box in the Major field
In Criteria row under credits, type >30.
Save.
Run

39. • 7. Create a Report
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Open Our Students Database
Click Reports buttonCreate report by using Wizard
Tables/Queries list boxQuery: Undecided Major
Click >> button. Next.
Next, Next
Tabular layout, Portrait orientation, Soft Gray.
Title: Undecided Major. Finish
• 8. View the Report
– Place date in the header.
– Place your name in the footer.

40. Other Queries
• All students from California or Florida
• All Business students from Florida
• All Education students from California or
Florida
• All Education students with credits over 30
• All Education students with credits between 30
and 60