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Microsoft Access Basics: Introduction

Microsoft Access Basics for HACC or Advanced Computer Courses

Monica Bajaj

on 13 April 2016

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Transcript of Microsoft Access Basics: Introduction

A database is a large collection of information gathered & organized that is related.
Access allows you to manage your information in one database file.
Tables - store your data in your database
Queries - ask questions about information stored in your tables
Forms - allow you to enter, edit or display data stored in your tables
Reports - allow you to print data based on queries/tables
that you have created
Within Access there are four major objects:
i) An organized collection of related data compiled into
a series of tables.
ii) Information is data that has been organized in a useful
iii) Many databases start as a simple list on paper-
Word document or Excel worksheet.
Examples of databases???
Telephone book
Fitness Club Membership
Doctor and Patient Contact Information at a Hospital
What you would search through in order to find an available flight
How do Databases differ from Spreadsheets?
As the list grows...spreadsheets are not as large as databases
Databases- more structured to do management operations, Spreadsheets- designed to do more complex mathematical operations
Data entry is normally done through objects like a form, Spreadsheets- direct entry into the tables
DBMS typically use more than one table. And tables are joined through common fields,
Spreadsheets have one spreadsheet, even though the same
spreadsheet may have many worksheets
DB Egs- Inventories, Addresses of Customers, Invoices, Spreadsheet Egs- Budgets, Forecasting
DB: Accessed by people that enter & modify data only,
SS: Edited directly by people who use them
What do databases do?
i) Store data for easy access.
ii) Sort, present, manipulate data for specific purposes (BB season
coming up, players stats).
iii) Relational databases combine with other databases
by joining the tables. Example- data about the patients, doctors,
tests, etc. are all related.
iv) Databases also perform mathematical computations on individual
records or a summary report. It is more flexible, detailed and user
What is a Relational Database?
i) Stores data in separate tables instead of placing all
data in one large table.
ii) It then allows database administrators to define
relationships between these tables.
iii) These relationships help to combine data from
several tables for querying and reporting.
iv) This technology allows databases to be larger,
faster, and more efficient.
Microsoft Access Basics
Example: Basketball Players Database
Players Table- Player ID~, FName, LName...

Team Table- Team ID*, Team Name...

Game Table- Game ID, Game Dt, Team1ID*,
Team2ID*, Team1Score, Team2Score...

Team Player Table- TeamPlayerID~, TeamID*,

GameStats Table- GameStatID, GameID,
PlayerID, Points, Fouls...
GAME entity TEAM entity







Note: TEAM_NUM appears at least twice in a GAME:

once as GAME_HOME_TEAM and once as

What is a Flat database?
It is a simple database where the data is not
related or linked to one another.
Example: a simple list of movies, CDs, or DVDs.
What is DBMS?
A DBMS stands for database management system. Microsoft Access 2013 is a relational database management system, which is software that controls how related collections of data are stored, organized, retrieved, & secured.
"The fishermen know that the sea is dangerous & the storm terrible, but they have never found those dangers sufficient reason for remaining ashore."
-Vincent Van Gogh

List of Vocabulary
Flat Database
Relational Database
Principles for a Good Database Design
1st Principle: Organize data so that redundant/duplicate data does not occur. For e.g.- Student Contact information in just 1 table. If address changes, 1 place to go & change the information. It conserves space, reduces the likelihood of errors, & does not require remembering all of the places where it is stored.
2nd Principle: Ensure the accuracy & consistency of data that is entered in the tables. How many different people enter data into a database at our college? use design techniques when entering data to help with them enter it accurately & consistently.
Normalization- a process of applying design rules & principles to ensure that the database performs as expected (retrieve meaningful information).
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