Learn Microsoft Access Basics

Microsoft Access

The Basics

06/06/06

The Instructors  Allyson

Mower, Digital Initiatives, 581-5263, [email protected]  Alice Weber, Collection Development, 587-9247, [email protected]  Joan Gregory, Technical Services, 581-5269, [email protected]

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Your Expectations/Experience?

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Class Objectives  To

learn when to use MS Access  To learn how to use MS Access

• Toolbars • Views • Data entry and editing

 To

create usable databases of your own

• Using templates and wizards • Using basic queries and reports 06/06/06

Definitions 

MS Access - software used for creating databases

• • •

 

Quickly Accurately Using wizards and templates developed to maintain the integrity of your data

Data are just information Database

• •

Collection of data Related to a particular topic or project

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Data Integrity  



Data must be accurate. Data are RELATED to other data in your database (e.g., library patron is related to the book(s) that s/he has checked out). Maintaining the INTEGRITY of the relationship between different pieces of data is very important.

•

Example of compromised integrity: sending an overdue notice to the wrong library patron

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MS Access vs. MS Excel 

MS Excel

• spreadsheet • flat database • all information has a one-to-one relationship 

MS Access

• like multiple spreadsheets that are connected to one another

• one-to-many relationships • many-to-many relationships 06/06/06

Examples  



Printed Phone Directory (White Pages)

•

Flat database: One-to-one relationships

•

Relational database: Many-to-many relationships

Library Catalog

• Library patrons check out many books. • Books are checked out by many patrons.

University Class Schedule

• • •

Students have many professors. Professors have many students. Classes can be held in many classrooms.

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MS Access vs. MS Excel  The

choice is simple:

• IF you have only one-to-one relationships, you need to use MS Excel. • IF you have one-to-many or many-to-many relationships, you need to use MS Access.

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Questions

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Now for the Hands-On Practice!

MS Access Tutorial

06/06/06