The document discusses the topics covered on the CIS145 final exam, including databases, tables, fields, data types, queries, forms, reports, and relationships. The exam will be open book, open notes, and open computer with a variety of question types including true-false, multiple choice, fill-in, and short answer. It will cover concepts for designing and implementing databases, as well as techniques for extracting and presenting data.

2. CIS145 Final
 100 points
 Open book, open notes, open computer
 True-false, multiple choice, fill-in, short answer

3. Databases
 Collection of related information
 Scope is based on what information we need to
complete tasks
 Access uses objects to organize and manage data
 Tables, queries, forms, reports, macros, modules
 All objects are in one file

4. Tables
 Fields are individual data elements/values - columns
 Records are the collection of data for one occurrence –
rows
 Table should be about one thing or idea
 Primary key uniquely identifies each record

5. Table Design
 Include all necessary data
 Store data in smallest parts
 Don’t include calculated fields

6. Field Data Types
What kind of data will be Common Types
stored in the field?  Number
 Currency
Numbers not used for  Text
calculations should
 Yes/No
usually be text.
 Date/Time

7. Properties
 Set specific characteristics and behaviors of objects
(fields, controls, or other objects)
 Properties set for a field are inherited by controls that
refer to that field
 Drag field from field list in form design view

8. Data Validation
 Need to make sure we have good data - proper type
and values
 Properties can help with validation:
 Field Size: How much data to accept
 Input Mask: How or what data is entered
 Format: How data is displayed
 Validation Rules: What data is acceptable
 Required: value must be entered

9. Relational Databases
 Have more than one table where tables are related to
each other
 One to one
 One to many
 Many to many
 A combination of fields may be used for the table’s
primary key

10. One to Many Relationships
 Each table contains data about a specific subject
(customers, loans)
 Each table on the ‘one’ side has a primary key
 Primary key of the “one” table is used to create a
foreign key in the “many” table

11. Many to Many Relationships
 Two tables are related, but can have many records in
each table in common
 One student can attend many courses; one course can be
attended by many students
 Implement a many to many relationship by creating a
pair of one to many relationships with a third (join)
table

12. Foreign Key
 A foreign key points to a record in another table
 Foreign key “looks like” the related primary key
 Same number of fields
 Data types for each field must match
 Field names don’t matter

13. Referential Integrity
 Makes sure that the records in related tables are
consistent
 Must have a customer in the customer table for an order
to be assigned that customer ID
 Avoids “orphans”
 Can’t delete a record or change the primary key in the
one table when associated records are in the many
table, unless have cascade delete and cascade update
enabled

14. Relationships Window
 Where relationships between tables are created and
defined
 Related fields must have the same data type
 Autonumber is related to number field with long integer
field size
 The one table has a 1 next to it; the many has a next
to it

15. Select Queries
 Select Queries represent a question and an answer
 Question is created in design view
 Design view creates a Structured Query Language (SQL)
statement
 Answer is shown in datasheet view
 Answer is a dynaset - dynamic subset of a table

16. Query Design
 Specify data source - table or another query (FROM)
 Determine which rows to include (WHERE)
 Identify groups (GROUP BY)
 Specify groups to include in result (HAVING)
 Identify fields to include in result (SELECT)
 Specify how to sort the answer (ORDER BY)

17. Criteria
And Or

18. Wildcards
 ‘*’ is for a group of characters (0, 1 or more characters)
 ‘?’ is for a single character (and there must be a
character)
“S*ND” will return sand, sound, send, stand, spend
“S?ND” will return sand, send

19. Total Queries
 Select query with results summarized by one or more
fields
 Find value(s) that records share and summarize
information
 Similar to Groups in a Report

20. Multi-table Queries
 Can use multiple tables in a query
 If tables are not already related, can connect tables in
the query itself
 Drag the connecting field from the one table to the
many table
 “Joins” describe how rows in one table match rows in
the other table(s)

21. Joins
 When using multiple tables, need to connect through a
join
 Inner-join is most common and requires matching values
in both tables
 Outer-join includes all rows from one table and any
matching records from second table that exist
 Cartesian Join matches all rows from one table with all
rows from 2nd table

22. Autolookup Queries
 Use queries to automatically look up data from related
tables
 Must contain the foreign key from the many table
 Value entered in foreign key is matched to value in
related primary key to “look up” data
 Can add, change or delete data in the source tables
 Many side will determine where a new row is added or
existing row deleted

23. Parameter Queries
 Parameter queries allow entry of criteria when query is
run
 A “place holder” allows the criteria to be saved without a
specific value
 Behaves like an argument in other programming
languages
 Allows query to be used with different values without
having to go into design view

24. Action Queries
 Action queries are about change
 Can change data
 Update: change an existing value
 Append: add rows to a table
 Delete: remove rows from a table
 Can change database
 Make-table: create a new database object

25. Getting & Using Data in Forms and Reports
 Forms and reports have a recordsource property
 Can get data from a table or query
 Bound controls use the controlsource property to
connect to a field
 Field for controlsource must be in form recordsource
 Controlsource is also used for calculations

26. Forms
 Basic use is to enter and display information from a
table
 Forms can also help to change data stored in table by
being bound (record source is a table or query)
 Forms can help others use an application
 Typically an unbound form (no record source)
 Forms use controls: bound, unbound, calculated

27. Forms - 2
 Forms have sections: header, footer, and detail
 Detail section is used to display data from one row in a
table or query
 Tab order controls how the cursor moves through
controls on a form

28. Forms & Subforms
 Main form is based on the primary (“one”) table
 Subform is based on the many table
 Subform shows records associated with the current
record in the primary table
 Each form has its own status bar, record selector, and
navigation buttons

29. Subforms
 Main form and subform are linked through specific fields;
fields don’t have to be shown, but must be in data source
(record source)
 A main form can have several subforms
 Subforms can be displayed as a data sheet, single form or
continuous forms
 Display is set through the form’s default view in the
properties window

30. List Controls
 A list or combo box can be bound to a field in one
table, and display data from fields in a second table
 Good choice for selecting a value for a foreign key, if the
primary and foreign keys are single fields
 Rowsource property specifies the list of choices, bound
column specifies the value to save
 Can show/not show different columns in the list

31. Reports
 Displays information from a table or query
 Cannot change data
 A report shows the data at the time of printing or print
preview
 Each time a report is displayed or printed, it recalculates
and re-reads the data from tables, so one report can
show different values

32. Reports - 2
 Reports have sections: report, page, and group headers
and footers; and detail
 Controls are used to display data, information,
calculations
 The most common controls are text boxes, labels, and
lines

33. Sorting & Grouping
 Groups help to organize data into information for
records that have something in common
 Can summarize information for subgroups (for
example, showing subtotals by location)
 Sorting controls the order that information is shown

34. Subreports
 Allow main report to include all records, regardless of
whether there are related records
 Subreports are similar in function to subforms, finding
related rows for the current row in main report
 Can include several subreports, if a query would create
incomplete or duplicating results