Bài giảng Business Driven Technology - Technology plug-in T6 - Basic Skills Using Access

TECHNOLOGY PLUG-IN T6Basic Skills Using AccessLEARNING OUTCOMESDescribe the primary functions using Microsoft AccessDescribe the steps for creating a new database file using Microsoft AccessDescribe the steps for creating and modifying a table and fields using Microsoft AccessDescribe the steps for creating relationships between tables using Microsoft AccessINTRODUCTION TO ACCESSMicrosoft Access is a powerful database program that allows you to enter and organize large amounts of dataAccess allows you to relate tables and databases to one another, it is often referred to as a relational databaseINTRODUCTION TO ACCESSA relational database is a group of tables related to one another by common fieldsA table (or datasheet) looks similar to a spreadsheetEach row in the table contains all the data for a single recordEach column in the table represents a specific data value called a fieldAll records have the same fieldsCreating A New Blank DatabaseTo start a new database using Microsoft Access, click the Blank Database option in the New File task paneThe first thing you do is name your databaseIn Access, the database file cannot be moved to another disk or folder using the Save As commandCreating A New Blank DatabaseTo create a blank database, follow these steps:Open Access, click the Office button and then click NewOn the Getting Started with Microsoft Office Access page, under New Blank Database, click Blank DatabaseEnter Slopeside Bikes for the database file name Click CreateCreating A New Blank DatabaseOpening An Existing DatabaseWhen you start Access, the task pane lists the most recently opened databasesTo open a database:Click the Office button and then click OpenIn the Open dialog box, browse to the database that you want to openDouble-click the name of the database to open it, or click the name of the database once to highlight it, then click the Open buttonOpening An Existing DatabaseUsing The Database TemplatesHere is an overview on how to create a new database using a template:Click the Office button and then click NewIn the left pane, click Local Templates under Template CategoriesSeveral featured templates are displayed in the middle paneClick the Contacts template, accept the default file name Contacts1.accdb and click CreateAccess creates the database and then opens itUsing The Database TemplatesUsing The Database WindowAnd Object ViewsWhenever a database is open, Access displays the Database window The Database window serves as the central location for working with the database objects (tables, queries, forms, reports, etc.) in the opened databaseUsing The Database WindowAnd Object ViewsUsing Table ViewsYou can open database objects in different views, depending on what you want to doDatasheet view is the view to use when entering data To open a table in Datasheet view from the Database window:Under the Navigation Pane, click the Shutter Bar Open/Close button and make sure that all of the All Access Objects are selectedTo automatically open a table in Datasheet View, double-click the name of the table under the Tables section of the Navigation PaneThis is the Datasheet view where you can enter data in the tableTo change to Design view, click the View button in the Views group on the toolbarIn Design view, you can add or remove fields or change field propertiesTo switch back to Datasheet view, click the View button againUsing Table ViewsCREATING AND MODIFYING TABLESAccess gives you several different ways to create tables:Create a table using data entryCreate a table in Design viewCreating a Table Using Data EntryTo create a table using the data entry method:Click the Create tab and then click the Table buttonThe new table appears and is ready for data entryRename the fields that you are going to use by double-clicking the field name (Field1, Field2, etc.) and typing the new field name (First Name, Last Name, etc.)Creating a Table Using Data EntryCreating A Table In Design ViewTo create a table using the data entry method:Click the Create tab, and then click the Table Design buttonClick in the Field Name cell and type Bike IDClick in the Data Type cell, click the list arrow and select NumberTo make the Bike ID field a primary key, click on the Primary Key button in the Tools group on the toolbarIn the Field Properties pane (below the table), make sure the Required property is set to Yes and the Field Size is set to Long IntegerCreating A Table In Design ViewChanging Data TypesBy default, the data type for a new field is textTo change the data type for a field:Open the table in Design viewClick the data type for the field that you want to changeClick the drop-down arrow to see the list of available data typesSelect the appropriate data type for your dataChanging Data TypesUsing The Input Mask WizardTo ensure that users enter data in a particular format, use the Input Mask property To use the Input Mask Wizard:Open the CUSTOMER table in Design viewClick the Telephone fieldClick the Input Mask box in the Field Properties paneClick the Input Mask Wizard build button (the ... ellipse button)Using The Input Mask WizardIf you need to save the table, Access will prompt you to do so nowSelect the Phone Number under the Input Mask columnClick the Next button to continueIn this step, you can modify the input mask or change the placeholder characterTo change the placeholder character, click the drop-down arrow and select the character you wantYou can test the new format by typing in the Try It: boxClick the With the symbols in the mask, like this: radio buttonClick Next to go to the last stepClick FinishUsing The Input Mask WizardUsing The Format PropertyUse the format property to ensure that data are entered in a consistent formatTo select a predefined format or enter a custom text format:Open the BIKE table in Design viewClick the Cost Per Hour fieldClick the Format drop-down arrow to display the list of predefined formatsSelect the Currency formatClose the BIKE table window and SaveUsing The Format PropertyDEFINING RELATIONSHIPSObjects in your database are related to one another through relationships defined by common fields between tablesThere are three types of relationships:One-to-manyOne-to-oneMany-to-manyDEFINING RELATIONSHIPSWhen these fields have the same names, Access automatically creates the one-to-many relationship for youThe fields may have different namesIn those cases, you may want to manually create the relationship using the Relationships windowUsing The Relationships WindowTo define relationships between tables follow these steps:Open the Relationships window by clicking on the Database Tools tab and selecting the Relationships buttonSelect each table listed (i.e., BIKE, CUSTOMER, and RENTAL) and click the Add button, then click the Close buttonTo define a new relationship, click and drag the Bike ID from the BIKE table and drop it on the Bike ID in the RENTAL tableClick the Create button in the Edit Relationships dialog boxSelect the Enforce Referential Integrity boxClick the Create buttonUsing The Relationships WindowUsing The Relationships WindowUsing The Relationships WindowNotice the symbols on the relationship linesThe “1” indicates the “one” table in the one-to-many relationshipThe infinity symbol “∞ ” indicates the “many” tableWhen these symbols appear, you know that the relationship has referential integrity enforcedUsing The Relationships Window