Module5_Fundamentals of Database.pdf

New Mansoura University Faculty of Computer Science and Engineering FDTC Fundamentals of Database © 2024 The Central Unit of IT Training Supreme Council of Universities. Microsoft Access Microsoft Access provides an easy-to-use platform for creating and managing databases....

New Mansoura University Faculty of Computer Science and Engineering FDTC Fundamentals of Database © 2024 The Central Unit of IT Training Supreme Council of Universities. Microsoft Access Microsoft Access provides an easy-to-use platform for creating and managing databases. It allows users to store, organize, and analyze large amounts of data efficiently, build custom applications, and generate reports, making it a valuable tool for both small businesses and individual users. Databases are crucial for storing, organizing, and retrieving large amounts of data efficiently. ▪ They enable users to manage information securely, support multiple users simultaneously, and ensure data integrity, making them vital for businesses, organizations, and various applications. 2 Working with Access 3 Access interface It continues to use features like the Ribbon and the Quick Access Toolbar. 4 The Ribbon Access uses a tabbed Ribbon system instead of traditional menus. 5 The Quick Access Toolbar and Backstage view The Quick Access Toolbar, located above the Ribbon, lets you access common commands no matter which tab you are on. Backstage view gives you various options for saving, opening, and printing your database. 6 The Navigation Pane The Navigation pane is a list containing every object in your database. For easier viewing, the objects are organized into groups by type. You can open, rename, and delete objects using the Navigation pane. 7 Object Sorting in the Navigation Pane By default, objects are sorted by type, with tables in one group, forms in another, and so on. However, if you want you can sort the objects in the Navigation pane into groups of your choosing. 8  Managing Databases and Objects - Open an Existing Database Each Access database consists of multiple objects that let you interact with data. Databases can include forms for entering data, queries for searching within it, reports for analyzing it, and tables for storing it. Before you enter data or modify your objects, you will need to open your database. 9  Working with Tables Tables are at the heart of any database, so it is important to understand how to use them. You will learn how to open tables, create and edit records, and modify the appearance of your table to make it easier to view and work with. 10 Navigating within Tables The bar at the bottom of the table contains many commands to help you search or scroll through records. 11 Editing Records Any record is quickly edited within a table, then, you can click it and type your changes. 12  Deleting a Record Select the entire record by clicking the gray border on the left side of the record. 13  Modifying Table Appearance Access offers various ways to modify the appearance of tables, including resizing fields and rows and temporarily hiding information you don't need to see. 14 Working with Forms 15  Forms When you enter information into a form in Access, the data goes exactly where it is supposed to go: into one or more related tables. The records in these tables include ID numbers of records from other tables. You cannot learn much just by glancing at these records because the ID numbers do not tell you much about the data they relate to. 16 Working with Forms Open an existing form 17  Using Form Features The exact procedure you use for filling out a form will vary depending on the content and design of the form you are using. The forms in your database might be similar to the examples in the two interactives below. Some forms may include more options, like calendar buttons, drop-down lists, yes/no checkboxes, sub forms, and embedded tables. 18  Sorting and Filtering Records Access gives you the ability to work with enormous amounts of data, which means it can be difficult to learn anything about your database just by glancing at it. Sorting and filtering are two tools that let you customize how you organize and view your data, making it more convenient to work with. 19  Creating a Filter from a Search Term You can also create a filter by entering a search term and specifying the way Access should match data to that term. Creating a filter from a search term is similar to creating a filter from a selection. 20 Designing a Simple Query 21  How are Queries Used? The real power of a relational database lies in its ability to quickly retrieve and analyze your data by running a query. Queries allow you to pull information from one or more tables based on a set of search conditions you define. 22 Query Design The real power of a relational database lies in its ability to quickly retrieve and analyze your data by running a query. Queries allow you to pull information from one or more tables based on a set of search conditions you define. 23 Designing a Multi-Table Query Most queries you design in Access will likely use multiple tables, allowing you to answer questions that are more complex. 24 Creating a Multi-table Query Now that we have planned our query, we are ready to design and run it. If you have created written plans for your query, be sure to reference them often throughout the query design process. 25  Query Design Options When you open an existing query in Access, it is displayed in Datasheet view, meaning you will see your query results in a table. To modify your query, you must enter Design view, the view you used when creating it. 26 Totals Queries Sometimes setting simple criteria will not give you the results you need, especially when you are working with numerical values. You may want to see your query results grouped or counted in some way. 27 Creating Reports 28 Reports If you need to share information from your database with someone but do not want that person actually working with your database, consider creating a report. Reports allow you to organize and present your data in a reader-friendly, visually appealing format. 29 Creating a Report Access lets you create reports from both tables and queries 30 Deleting Fields from the Report You might find that your report contains some fields you don't really need to view. 31 Printing and Saving Reports in Print Preview While you can print reports using commands in Backstage view, you can also use Print Preview. Print Preview shows you how your report will appear on the printed page. It also allows you to modify the way your report is displayed, print it, and even save it as a different file type. 32 Exporting a Report Access offers options to save your report as an Excel file, text file, PDF, HTML document, and more. 33 Advanced Report Options - Report Wizard Access offers several advanced options for creating and modifying reports. The Report Wizard is a tool that guides you through the process of creating complex reports. 34 Advanced Report Options - Report Wizard Access offers several advanced options for creating and modifying reports. The Report Wizard is a tool that guides you through the process of creating complex reports. 35 Reference ❖ Copyrights© The Central Unit of IT Training ❖ © 2024 Supreme Council of Universities. 36