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10/22/2012                   1
Database
  Collection of related data and tools to use, manage
   data
  Relational database
        Data stored in tables
        Each table stores data about one thing
        Common values create connections (relationships)
             between tables




10/22/2012                                                  2
Fields, Records, and Tables
  Fields
     Basic unit of data represented by a column in a table
      datasheet
  Records
     Group of related fields or all fields related to a specific
      item: person, place, or thing
     Each row of a datasheet represent a record
  Tables
     Group of related records


10/22/2012                                                          3
Planning a Database
  What information do you want to obtain?
  What data elements (fields) must you include to be able to get
   the information?
  What types of data will you enter into each field?
        Dates, numeric values, amounts of money, text, etc.
  What fields of data relate to the same basic items and belong
   grouped together?
  How do the groups of data relate to each other?
  What questions will you need the database to be able to answer?
  What is the most efficient way to get data into the database
   tables?


10/22/2012                                                           4
Creating Tables
  Each table should contain fields that focus on data
     specific to one type of item
        Such as customers, employees, inventory, etc.
  Each table should have a primary key
     Fields in the primary key cannot be empty (null)
     May be one or more fields
  Each generic field# heading is replaced with a
     descriptive field name



10/22/2012                                               5
Table Design Guidelines
  Store all necessary data
  Store data in smallest parts
  Avoid calculations




10/22/2012                        6
Using Table Design View
  Presents a blank work area on which to enter
   fields
  Provides tools for setting data
   types, descriptions, and properties
  Enables you to change the structure and
   organization of fields in the table



10/22/2012                                        7
Entering Field Names
  Field names:
     Short but descriptive
     Can contain alpha-numeric characters
     Can contain many symbols
     Can contain spaces
     Must start with a character or symbol
  May use naming convention
     Identify table, data type, and field description



10/22/2012                                               8
Identifying Data Types
    Data types identify the kind of data to be added to a
       field
          Text
          Numbers
          Dates/Times
          Currency
    Setting a data type controls values that the field
       contains


10/22/2012                                                   9
AutoNumber Fields
  Fields that automatically number records as you add
   them to a table
  Numbers can’t be entered or changed by user
  If you delete a record from a table, or cancel a new
   row, Access never assigns the number to any new
   record




10/22/2012                                                10
Field Properties
  Field Size determines how much data can be stored
     Some data type sizes are fixed – date/time, yes/no
  Format controls how a value is displayed
  Input Mask controls which keyboard entries will be
   required and accepted
  Validation Rule sets limits on values that a field will
   accept
        Validation Rule applies regardless of how data is entered
         or changed
        Set Validation Text to explain how to correct an entry
10/22/2012                                                           11
Operators
  Operators are used in validation, calculations and
   queries
  Comparison Operators:
        Relational Operators (=, >, <, <>, >=, <=)
        Patterns (Like)
        Compare to a list (In)
  Logical operators define how to tie tests together
     And, Or, Not



10/22/2012                                              12
Using Wildcards
  Used in patterns instead of specific characters
  Primary wildcards used:
     * Represents any number of characters
     ? Represents an individual character
  Examples:
     *Graham* locates all records with graham within the
      text
     Gra?am locates all records with gra at the beginning of
      the field value and am at the end of the field value with
      only one letter between
10/22/2012                                                        13
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




10/22/2012                                                14
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 a foreign key in the
  many table
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 table
   Third table is often referred to as a “join” or “junction”
    table
   Entries in the join table point to rows in the original
    tables
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
Referential Integrity
 Makes sure that the records in related tables are
 consistent
   Must have a customer in the customer table for an order
    assigned to that customer
   Avoids “orphans”
 Cannot 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
Editing Data
 Making new entries, changing existing entries, and
 deleting rows are all affected by referential integrity
   A customer can be added at any time
   Must have a customer before a loan can be entered and
    associated with a customer
       Referential integrity doesn’t require entry into a foreign key
   Can delete a loan at any time, but can only delete a
    customer if they don’t have any loans (assuming no
    cascade delete)
Cascading Changes
 When referential integrity is enforced can choose to
 include Cascade Update and/or Cascade Delete
   Cascade update passes changes to the primary key of the
    “one” table to the related rows in the “many” table
   Cascade delete removes rows from the “many” table
    when a primary key (row) is deleted from the “one” table
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
Autolookup Queries
 Use queries to automatically look up data from related
  tables
 Must contain the foreign key from the many table
 Can add, change or delete data in the source tables

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CIS 145 test 1 review

  • 2. Database  Collection of related data and tools to use, manage data  Relational database  Data stored in tables  Each table stores data about one thing  Common values create connections (relationships) between tables 10/22/2012 2
  • 3. Fields, Records, and Tables  Fields  Basic unit of data represented by a column in a table datasheet  Records  Group of related fields or all fields related to a specific item: person, place, or thing  Each row of a datasheet represent a record  Tables  Group of related records 10/22/2012 3
  • 4. Planning a Database  What information do you want to obtain?  What data elements (fields) must you include to be able to get the information?  What types of data will you enter into each field?  Dates, numeric values, amounts of money, text, etc.  What fields of data relate to the same basic items and belong grouped together?  How do the groups of data relate to each other?  What questions will you need the database to be able to answer?  What is the most efficient way to get data into the database tables? 10/22/2012 4
  • 5. Creating Tables  Each table should contain fields that focus on data specific to one type of item  Such as customers, employees, inventory, etc.  Each table should have a primary key  Fields in the primary key cannot be empty (null)  May be one or more fields  Each generic field# heading is replaced with a descriptive field name 10/22/2012 5
  • 6. Table Design Guidelines  Store all necessary data  Store data in smallest parts  Avoid calculations 10/22/2012 6
  • 7. Using Table Design View  Presents a blank work area on which to enter fields  Provides tools for setting data types, descriptions, and properties  Enables you to change the structure and organization of fields in the table 10/22/2012 7
  • 8. Entering Field Names  Field names:  Short but descriptive  Can contain alpha-numeric characters  Can contain many symbols  Can contain spaces  Must start with a character or symbol  May use naming convention  Identify table, data type, and field description 10/22/2012 8
  • 9. Identifying Data Types  Data types identify the kind of data to be added to a field  Text  Numbers  Dates/Times  Currency  Setting a data type controls values that the field contains 10/22/2012 9
  • 10. AutoNumber Fields  Fields that automatically number records as you add them to a table  Numbers can’t be entered or changed by user  If you delete a record from a table, or cancel a new row, Access never assigns the number to any new record 10/22/2012 10
  • 11. Field Properties  Field Size determines how much data can be stored  Some data type sizes are fixed – date/time, yes/no  Format controls how a value is displayed  Input Mask controls which keyboard entries will be required and accepted  Validation Rule sets limits on values that a field will accept  Validation Rule applies regardless of how data is entered or changed  Set Validation Text to explain how to correct an entry 10/22/2012 11
  • 12. Operators  Operators are used in validation, calculations and queries  Comparison Operators:  Relational Operators (=, >, <, <>, >=, <=)  Patterns (Like)  Compare to a list (In)  Logical operators define how to tie tests together  And, Or, Not 10/22/2012 12
  • 13. Using Wildcards  Used in patterns instead of specific characters  Primary wildcards used:  * Represents any number of characters  ? Represents an individual character  Examples:  *Graham* locates all records with graham within the text  Gra?am locates all records with gra at the beginning of the field value and am at the end of the field value with only one letter between 10/22/2012 13
  • 14. 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 10/22/2012 14
  • 15. 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 a foreign key in the many table
  • 16. 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 table  Third table is often referred to as a “join” or “junction” table  Entries in the join table point to rows in the original tables
  • 17. 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
  • 18. Referential Integrity  Makes sure that the records in related tables are consistent  Must have a customer in the customer table for an order assigned to that customer  Avoids “orphans”  Cannot 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
  • 19. Editing Data  Making new entries, changing existing entries, and deleting rows are all affected by referential integrity  A customer can be added at any time  Must have a customer before a loan can be entered and associated with a customer  Referential integrity doesn’t require entry into a foreign key  Can delete a loan at any time, but can only delete a customer if they don’t have any loans (assuming no cascade delete)
  • 20. Cascading Changes  When referential integrity is enforced can choose to include Cascade Update and/or Cascade Delete  Cascade update passes changes to the primary key of the “one” table to the related rows in the “many” table  Cascade delete removes rows from the “many” table when a primary key (row) is deleted from the “one” table
  • 21. 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
  • 22. Autolookup Queries  Use queries to automatically look up data from related tables  Must contain the foreign key from the many table  Can add, change or delete data in the source tables