Microsoft Access Database Lecture 1 Introduction To Microsoft

Microsoft Access Database Lecture 1 – Introduction To Microsoft Access 2007 Presented By Bruno Oluka Tel: +256 -712341501 Email: ohello@olukabruno. me Technical Director, Ubunifu Systems

What Will We Cover in this lecture? Aim of this discussion is to remind you of the basics in MS Access databases: Definitions, concepts, creating a simple database using the Microsoft Access, relational database management systems. We shall: Define some of the Key Terminologies used in Ms Access Remind our selves what a database is and their types Definition of a Relational Database Structure of a database Illustrations of some of the components in access database Steps to use when creating your database Know how to correctly Save Database files

What you should know already Am of the thinking that you are familiar with using Microsoft Windows and therefore know how to perform tasks such as accessing commands, starting programs from menus on the Menu bar, selecting objects, entering information into dialog boxes and moving, closing, opening and resizing windows. I also assume that you have prior Knowledge of using Microsoft Access like creating a database, access definitions, database objects like tables, queries and what each object is used for and why. What this discussion will cover. This discussion is meant to remind you of what you could have forgotten during the long holiday. Test what you already know about access. Answer any questions you have about what you have covered already.

What is a database? A database is a simply structured collection of data. This is true with microsoft excel which has a limit of less than 70, 000 rows of data. What is a relational database Anyway? A relational database is a collection of tables that are related to one another based on a common field. New Words • A table is a set of related records • A record - collection of data about an individual item Name: Barry Harris College: Medicine Tel: 392 -5555 • A field - A single item of data common to all records Name: Barry Harris

Structure of a Relational Database A relational consists of tables related by a common field. This figure illustrates a relation between employer & Position tables using a common field Employer. ID

Steps to consider when creating a database Establish what information you will store for example students and their marks. Considering this example: Decide what facts (attributes) you need to know about each entity, e. g. index number, date of birth, fullname, parent, class, stream and these will be represented by fields in the students tables. Decide what facts (attributes) you need to store about marks scored by each student, e. g. index number, mid-term mark, end of term mark, average and total and represent them by fields in the marks tables. Decide on the relationships between the two tables in the database; i. e. what attributes do they have in common. Relationships are formed in the database between entities that have common attributes. They have common fields in the related tables. For example, student index number will be present in the student marks table. Decide what information you need to extract from your data. This will allow you to design the queries, forms for data entry and also design Reports that will print information extracted from the database

Creating & Saving access database files or project. Creating a new database • Start Access • Select “Create new database using blank database” • Assign a name for the new database & browse location to save and confirm save. This figure shows the database window.

Components of Access Database. Tables, Queries or Views, Forms, Reports, Access pages, Macros and Modules Tables - A collection of records that identify a category of data, such as Customers, Orders, or Inventory divided into fields (columns) and rows. field description data type field name field properties Table in Design View

Table in Datasheet View

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