Occupational Standard: Web Development and Database Administration (WD&DBA Level II) Unit Title: M1 Access And Use Database Application © Operate Database Application Unit Code: v EIS WDDBA1 09 1221 v EIS WDDBA2 01 1221 Unit Descriptor: This unit describes the competency required to operate database applications and perform basic operations. Elements (Learning Outcomes): LO#1: Create database objects LO#2: Customize basic settings LO#3: Create forms LO#4: Retrieve information (Query) LO#5: Create reports Ins. Akfete AssefaHARAMBEE UNIVERSITY LO#1: Create database objects What is Data Bas Data Base is a collection of logically related data that is related to a particular topic or purpose, designed to meet the information needs of an organization. In another word, logically related data comprises entities, attributes, and relationships of an organization’s information. There are two type of data base:- A. flat-file Data base: of data base, which contains only single table B. Relational Data Base: -is a kind of data base, which contains more than two tables. Data Base Management System (DBMS):-is a software that creates the Data Base and organizes manipulates as well as retrieves data stored in a data base. In another word, DBMS provides you with a tool to add, delete, display, maintain, print, search, select, sort and update the data stored in the database. There are different Examples of DBMS Software like MS-aceess, SQL, and Oracle ete a N.B:- DBMS is a software system that enables users to define, create, and maintain the database and that provides controlled access to this database. ‘Components of DBMS Environment Hardware:-Can range from a PC to a network of computers. Software:-DBMS, operating system, network software (if necessary) and also the application programs. Data:-Used by the organization and a description of this data called the schema, Procedures:-Instructions and rules that should be applied to the design and use of the database and DBMS. People:-the main role on the data base is Database Administrator (DBA), Database Designers (Logical and Physical), Application Programmers and End Users (naive and sophisticated). Advantages of DBMSs + Control of data redundancy * Data consistency, + More information from the same amount of data + Sharing of data + Improved data integrity + Improved security + Improved data accessibility and responsiveness vantages of DBMSs + Complexity * Cost of DBMS + Additional hardware costs, Performance as well as higher impact of a failure. Akfete Assefa 2HARAMBEE UNIVERSITY Information Sheet 1 Opening and designing DB application and principles Microsoft Access 2007 Microsoft Access is a database creation program that allows for anyone to easily organize, maintain and edit a database. It is suitable for anything from small projects to large businesses, and is a very visual program. Th makes it great for performing data entry, as you don’t need to work with tables and spreadsheets. See Step 1 below to start getting the most out of Microsoft Ee Access. MS Aceess is a database management tool that enables one to store relevant data. This also has the capabilities to retrieve, sort, stummarize and report results immediately and effectively. It can combine data from various files (tables) through creating relationships, and can make data entry more efficient and accurate through the use of form. Important Terms and Basic Objects Microsoft Access (MS Access) cnables one to manage all important information from a single database file. Within th ‘one ean use the different objects: ¥ Database File: It is a file which stores the entire database. The database file is saved to your hard drive or other storage devices. ¥ Datatypes: Datatypes are the properties of each field. Every field has one datatype like text, number, date, etc. ¥ Tables - A table is a collection of data about a specific topic, such as products or suppliers. Using a separate table for each topic means that you store that data only once. This results in a more efficient database and fewer data-entry errors. # A Table is an object which stores data in Row & Column format to store data, ¥ Queries - You use queries to view, change, and analyze data in different ways. You can also use them as a source of records for forms, reports, and data access pages. © Queries show a selection of data based on criteria (limitations) you provi. * Queries can pull from one or more related Tables and other Queries. © Types of Query can be SELECT, INSERT, UPDATE, DELETE. © Queries ~ This is how you retrieve and filter your data. You can use queries to display specific entries from multiple tables. You can also use queries to create and update data, v Forms ‘© Forms are the way that data is added to your database, While you can enter the data into the database directly into the tables, using forms allows for quicker and more visual data entry. * A form is a database object that you can use to create a user interface for a database application. ‘© Forms help you to display live data from the table. It mainly used to case the process of data entry or editing, ¥ Reports - A report is an effective way to present your data in a printed format, Because you have control over the size and appearance of everything on a report, you can display the information the way you want to see it ¥_ Report These summarize and display the data in your database. Reports are for analyzing data and returning answers to specific questions, such as how much profit were made, or where customers are located. These are usually designed to be printed out. ‘© A report is an object in desktop databases primarily used for formatting, calculating, printing, and summarizing selected data. ‘* You can even customize the report's look and feel. Akfete Assefa 3HARAMBEE UNIVERSITY Y Modules - A module is essentially a collection of declarations, statements, and procedures stored together as one named unit to organize your Microsoft Visual Basic code. Microsoft Access has two types of modules: standard ‘modules and class moduies Y Data access pages - A data access page is a special type of Web page designed for viewing and working with data from the Internet or an intranet— data that is stored in a Microsoft Access database or a Microsoft SQL Server database. The data access page may also include data from other sources, such as Microsoft Excel. In MS Access, data is stored once in one table, but can be viewed from multiple locations. When the data is updated in a Table, Query or Form, itis automatically updated everywhere it appears Determine the best structure for your data. If you are creating a blank database, you'll want to think about the best way to organize your data, and add the appropriate structure. There are several ways that you can format and interact with your data in Acces Advantages of MS ACCESS Here, are the pros/benefits for using MS Access application: + Access offers a filly functional, relational database management system in minutes + Easy to import data from multiple sources into Access * You can easily customize Access according to personal and company needs = Access works well with many of the development languages that work on Windows OS + Itis robust and flexible, and it can perform any challenging office or industrial database ta + MS-Access allows you to link to data in its existing location and use it for viewing, updating, querying, and reporting. = Allows you to create tables, queries, forms, and reports, and connect with the help of Macros ‘© Macros in Access is a simple programming construct with which you can use to add functionality to your database. It can perform heterogeneous joins between various data sets stored across different platforms Disadvantages of MS-ACCESS Here, are the cons for using MS Acce: + Microsoft Access is useful for small-to-medium business sectors. However, it is not useful for large-sized organizations «Lacks robustness compared to DBMS systems like MS SQL Server or Oracle «All the information from your database is saved into one file. This can slow down reports, queries, and forms + Technical limit is 255 concurrent users. However, the real-world limit is only 10 to 80 (depending on the type of application which you are using) + It requires a lot more learning and training compares with other Microsoft programs Create a new database How to Start Microsoft Access Note: We assume you have the latest Microsoft Access installed which comes bundled with Microsoft Office 365 package. ‘There are two ways to Start MS Access. 1. From Windows, 'Start’ button. 2. From Desktop, Right Click> ‘New’ option. 1. To Open Microsoft Access, we have different type of ways. One of them are:~ Start> All Program Microsoft office> Microsoft Access 2007 then Akfete Assefa 4HARAMBEE UNIVERSITY It should look like this: ——————*_ click on blank database eguieaes- Te 7 seme ees Gettin) Started with Microsoft Office Blank Database > Soratns Se; Come) a = ‘Select location y 1. Choose the Page Layout tab. create Type filename 2. Size in the Page Setup group. Amenu appears Click. 3. Click the paper size you are using. Excel sets your page size Afier choose what you want, then it displays like the following windows. Exploring the Microsoft Access Window > The starting point for all tasks in a database is the DatabaseWindow (in access 2007, the above window). From this window it is possible to open, create or edit any of the objects (tables, query, forms, report etc.) in a database. > The type of object on which the user wishes to work is chosen by clicking on the appropriate ObjectTab and then either a new object is created (New), an existing one opened (Open), or a design changed (Design).some of the objects are ‘Tables :-Specitication of fields and where data is stored. Akfete Assefa 5HARAMBEE UNIVERSITY Queries:-Specify what data to be viewed. Forms :-Displays data for editing or entering. Reports:-Presents data in a form to be printed ete. G es for Designing Databases:-Before you use Microsoft access to actually build the tables, forms, and other data base objects that will make up your database. It is important to take time to design your database. A good data base design is the keystone to creating a database that does what you want it to do effectively, accurately, and efficiently. Basic steps in Designing good Data Base:- ® Determine the purpose of the data base and How it is used ® Determine the tables you use ® Determine the field you need ® Ldentify fields with unique values(Determine each table’s primary key) ‘®# Determine the Relationships between tables ® Refine your deign Enter data and Create other database Objects. To Create Data Base Start All Program Microsoft office-> Microsoft Access 2007 > Type the name of “Database” Click “Create” Button-set the field name, data type and field properties then “save. 42 _* ‘Microsoft Access or Getting Started with Microsoft Offic ew Bak Database Blank Database Grate a Moe of sca aaa at as ‘otetinany ens er cec < imme Paes Bieteoee oeeonccane | | ctnesapican ams! ema ces 20071 Come (et et men er ant es “aa gi mo [iin 8 BS AS ES ee oe vo ‘ecco x ie Fomting saan toto Akfete Assefa 6HARAMBEE UNIVERSITY Tables Creating a Table in Datasheet View + Click the Create tab on the Ribbon + Inthe Tables group, click the Table button + Accept the default ID primary key field with the AutoNumber data type, or rename the field and change its data type, if necessary + Double-click the Add New Field column heading, and then type the name for the field you are adding to the table + Press the Tab key or the Enter key + Add all the fields to your table by typing the field names in the column headings and pressing the Tab key or the Enter key to move to the next column + In the first row below the field names, enter the value for cach field in the first record, pressing the Tab key or the Enter key to move from field to field + After entering the value for the last field in the first record, press the Tab key or the Enter key to move to the next row, and then enter the values for the next record. Continue this process until you have entered all the records for the table + Click the Save button on the Quick Access Toolbar, enter a name for the table, and then click the OK button 4 go a Com ene RS a ___basipeBfomateg “Five dae tet ‘wt emtng 2/3/2010 Residential landscape plan ss andscape plans orl scale housing development 238/20 Constatin for bahar reside 3/1/2010 Schematic plan for bacyar residential 4/14/00 landscape design fer two entrances 3/4/10 Pee plan review for town 572/00 Rerovationo age mit housng open pace 5y3/20 landscape plans mutifaly housing site Akfete Assefa 7HARAMBEE UNIVERSITY To save the table * Click the Save button on the Quick Access Toolbar. The Save As dialog box opens + Inthe Table Name text box, type the name for the table + Click the OK button ‘To open table + Start Access and display the Getting Started with Microsoft Office Access page + Click the More option to display the Open dialog box *+ Navigate to the database file you want to open, and then click the file + Click the Open button To Navigating a Datasheet in the table + The navigation buttons provide another way to move vertically through the records 1st Record Next Record Id 44 4 0f 14 Previous Record Last Record New Record Akfete Assefa 8HARAMBEE UNIVERSITY LO#2: Customize basic settings Basic terminology of Table Field:-is a single characteristic or attribute (column) of a person, place, object, event, or idea (noun). Column;-a space allocated for a particular item of information Record:-is a set of related field values, Rows are composed of Columns, each of which contains one item of information, ‘Table:-is a collection of records that identify a category of data, such as customers. Tables are a collection of related data rows. When you first create a table itis an empty container of data. You design the table to cont in specific type of data you want to store such as names and addresses. For each field to be included in a table you are expected to specify type of field name and datatype. You can also specify field description, which is optional. ‘A. Field name:-is the name by which the field is identified. e.g.:- name, age, sex B. Data Typer-defines the type of data to be stored in the field being defined. Guidelines for Setting Field Properties: + You must name each field, table, and other object inamen, adsreneer, doucripttons, and fsis containing aig that are not used nose eateuatione Morne ‘Allows feta values containing letters dais, spaces, and special characters. Use for 1 0 68,535 characters: exact {ona comments anc explanations. ioe determined Sy entry rete ‘Allows poste and negotive numbers 2 field values: Numbers con contain digits = 1915 digits ‘Gucinal pot, commas,» plu sign, and a nue igh. Use for fete that wl Oo wed Jresicuetions, except those icing Date/Time Allows fila values containing valid dates and timos from January 1, 100 ta Dezember 6 byter 51,9909. Dates car bo antered In morth/doy/ywar format, several other Sate formats, ‘r'ewority of time formats such as 10:36 PY. You con perform calclattons on detes ‘Says betwen two dates, Currency Allows fill values similar to those forthe Number data type, but is used for staring Accurate to 15 digits on the. ‘monctary values, Untivecalealatione with Number dats type decimal valves, cacula- (eft side ofthe decimal paint ‘Sore peclormed with the Currency dete tee ‘rot eubyect torcund-offerrer- and to dite on the ses Td ae Creo oe alt eal RECS ey Actes each Veal Cronin fre 99 oO ‘record. You can apecity sequential numbering ar random numbering, which guaran= {eee o unique fld value 20 that such itd con serve ae 2 table's primary ey. ‘OLE Object lowe field vlues that are crested in other Microsoft Windows programs as abject, uch 1 aiaabyte maximum: exact 2 Se SS ee Sbeded toch ft vate sted wo asrage le apernh Consnts of text une on peri creme, wich con Fave up to for porta: the txt Wat Up 19 G5S3S chrorter otal ‘ppears ino fad or corte the pot os fie or page alocaten win the fe or ger" for the four parts of the Shatont doled oso Serer tperink Sate “Aeciment lows tl welve with ono or tached fla, uch ov irages veoh dacureni 2 gigabytes mem eae a earn crake setae erecta naa, | oelcaetet erat igrtnentne OLE Object dot ype ond ows storage apoce mors efit ieee 3560 Tekan ‘rests field hat ts you ook Up valu n another tabs ar Wa preted at Some sine a tho prorary Roy Wied oa feta sos to pov te toolup ‘The Field Size property defines a field value’s maximum storage size for Text, Number, and AutoNumber fields only > Byte > Integer > Long Integer > Single > Double > Replication ID > Decimal €.Description:=is an optional descriptive text that you can add for field you create. Akfete Assefa 9HARAMBEE UNIVERSITY id Properties:-is a charact Lookup Field ‘When creating table fields, it is possible to create a field that already contains the values that are to be inputted. This is called a Lookup field and will speed up data input and reduce typing mistakes. * Open the table in Design View. Types in the field name and from the Data Type drop down list choose Lookup Wizard “Ths wizord creates alnokun conn, which deplays 0 et of vale {you can choose from. How do you want Your loka column to get Keveneer istic that helps to define a field. There are different types of field property. (7 Tank the lookup column to fookup the values in a table oF cot | sw Cae] ow ‘+ From the Lookup Wizardchoose I will type in the values that I want and click Next. * Specify the Number of columns: as 1 and enter the required values into ‘What values do you want to see in your lookup column? Enter the number of columns you Went in tisist, and then type the values you want each eal ‘To adjust the width of a column, drag its right ecige ta the wath yau want, or dauble-ckek the Tight edge of the eatumn heading t get the best Ae. tammber of sokmne: — [T _Sencel_| Bish _| © Click Next. © Enter the label name (ie. field name) then click Finish. eS dt “Thess ove te anewers the necard neds to arte your ooh ‘* Save the table and switch to Datasheet view. Akfete Assefa 10HARAMBEE UNIVERSITY N.B:-The values can either be typed in or choosen from the drop down list.To add/remove an item from the Lookup field, switch to Design view, select the field and from the FieldProperties choose Lookup. From __RowSource add/remove the appropriate item, entering the _ correct syntax. General Lookup | Display Control Combo Box Row Source Type Walue List Row Source “excel”; "Word" "PowerPoint' Bound Column 1 Column Count 1 ‘Column Heads No Column Widths 2.54cm List Rows 8 List Width 2.84em Limit To List No Format When a table is being created it is possible to specify certain formatting options for the fields. ‘© Open the table in Design View and select the field to be formatted General Field Size Format Input Mask Caption Default Value Validation Rule Validation Text Required No Allow Zero Length No Indexed No © Click in the Format Field Property to view the drop down arrow. Note: The Format of a Field will change depending on the Data Type of the field. * Choose the required format from the options given. Ifthe Data Type is Text, then the Format options are bl Converts all text in the 1k. Some useful formatting options are: ‘Id to lowercase, Id to uppercase. Default Value A Default Value is added automatically into a field and is used to save time on data entry when new records are to be added. When records are added the default value can either be accepted or changed. © From the Field Properties click once in Default Value. + Type in the text/numbers to be used as the Default Value. Akfete Assefa aHARAMBEE UNIVERSITY General Field Size Format Input Mask ‘Caption Default Value No. Validation Rule Validation Text Required No ‘Allow Zero Length No Indexed No © Save the Table and Close. Validation Rules/Text Validation Rules will check for any particular words or phrases that are being typed into a field. If the match is not exact to the specification in the Validation Rule, then the information will not be accepted into the field and an error message will appear (Validation Text) explaining why the data could not be accepted. E.g. Only Word, Excel, Access or PowerPoint can be entered into this field. General Field Size Format Input Mask Caption Default Value Validation Rule "Ward" Or “Excel” Or "Access" Or "PowerP Validation Text nly Word, Excel, Access or PowerPoint c. Required No Allow Zero Lenath No Indexed No Save the Table and switch to Datasheet view. ‘© Type in text that defies the Validation Rule - the Validation Text should appear. Input Masks Input Masks control how data is entered and displayed in a field. ‘© Open the table in Design View and select the appropriate field. * Click on the Input Mask and create an input mask using the following symbols: Save the table, switch to Design View or Close the table. Other Field Properties Other Field Properties that can be altered are: Field Size Set to restrict how much text can be entered into a field. Caption Text entered here will appear as the Field Name. Required Ifset to Yes, the field cannot be left blank Indexed Will automatically sort the data in ascending order. Akfete Assefa 2HARAMBEE UNIVERSITY ‘To Viewing and Modifying Field Data Types and Formatting Contract Amt.» | Signing Date,» | Amc 25/010 siden landscape plan $30.00 2/18/2010 Consuitation fr backyard, residential $1500.00 3/1/2010 Schematic pan for backyard residential $225000 3/1/2010 Peer plan review fortown anslano design for restaurant ‘Specifying the Primary Key in Design View + Inthe Table window in Design view, click in the row for the field you've chosen to be the primary key. Ifthe primary key will consist of two or more fields, click the row selector for the first field, press and hold down the Ctrl key, and then click the row selector for each additional primary key field + Inthe Tools group on the Table Tools Design tab, click the Primary Key button. Adding a Field between Two Existing Fields + Inthe Table window in Design view, select the row for the field above which you want to add a new field + Inthe Tools group on the Table Tools Design tab, click the Insert Rows button + Define the new field by entering the field name, data type, optional description, and any property specifications Akfete Assefa 3BHARAMBEE UNIVERSITY TaleTansGelmot Database (Aces 2007) - Mirosot Access Bjfa & = ap Property dees See ie iy Be Teen red Fa loop Cann J Importing Data from an Excel Worksheet ‘The import process allows you to copy the data from a source without having to open the source file Click External Data on the Ribbon Click the Excel button in the Import group to start the wizard (enone: [c pnesipoaierts| Soest hom and where you nant to tare the detain re carne dtabase, (© Import the source data ite a new table fa the current database, 1 be ected tle coos rot eat Acens w Teae tif the ected tbl aready ts, Access mat overwrnes cncentt ‘wine mperted data, Changes nade tthe sauce cats wl rote retactedh be Gatbsee, > Avpend a copy of te records to the table: spo: a] I he soeoted table exate, Acens wl od the ete, If he table doce retest Access wll ate, Changes mode ‘etre source co pl mtberesecoih Pe database. © Unk to the data source by creating 2 Inked table. ‘Accees wl ceste a title Pat wl nortan alin othe source cats Exe. ranges made tothe source dota m Excel be ‘retociedn the Wrhed table However, Pe poure dts carnot be charged ten wan Acco. Akfete Assefa 4HARAMBEE UNIVERSITY Creating a Table by Importing an Existing Table Structure + Make sure the External Data tab is the active tab on the Ribbon In the Import group, click the Access button Click the Browse button ‘Navigate to the file Make sure the Import tables, queries, forms, reports, macros, and modules into the current database option button is, selected, and then click the OK button + Click the Options button (Table, query, report, form e.t.c.) Deleting a Field from a Table Structure + InDatasheet view, select the column heading for the field you want to delete + Inthe Fields & Columns group on the Datasheet tab, click the Delete button or + In Design view, click in the Field Name box for the field you want to delete + Inthe Tools group on the Table Tools Design tab, click the Delete Rows button Defining Table Relationships:-One of the most powerful features of a relational database management system is its ability to define relationships between tables. You use a common field to relate one table to another. In another word, You connect the records in the separate tables through a common field. A primary key is a field, or a collection of fields, whose values uniquely identify each record in a table ‘When you include the primary key from one table as a field in a second table to form a relationship between the two tables, called a foreign key in the second table. A one-to-many relationship exists between two tables when one record in the first table matches zero, one, or many records in the second table, and when one record in the second table matches at most one record in the first table + The Primary table is the “one” in a one-to-many relationship + The Related table is the “many” table Referential integrity is a set of rules that Access enforces to maintain consistency between related tables when you update data in a database + The Relationships window illustrates the relationships among a databa: + Click the Database Tools tab on the Ribbon + Inthe Show/Hide group on the Database Tools tab. click the Relationships button Summary:-This document describes how to define relationships in a Microsoft Access database. The document includes the following topics: + What are table relationships? + Kinds of table relationships © One-to-many relationships © Many-to-many relationships © One-to-one relationships + How to define relationships between tables 0 How to define a one-to-many or one-to-one relationship © How to define a many-to-many relationship + Referential integrity + Cascading updates and deletes + Join types More inform: Akfete Assefa 15HARAMBEE UNIVERSITY What are table relationships? Ina relational database, relationships enable you to prevent redundant data, For example, if you are designing a database that will track information about books, you might have a table named "Titles" that stores information about each book, stich as the book’s title, date of publication, and publisher. There is also information that you might want to store about the publisher, such as the publisher's telephone number, address, and ZIP Code/Postal Code. If you were to store all this information in the "Titles" table, the publisher's telephone number would be duplicated for each title that the publisher prints, A better solution is to store the publisher's information only one time, in a separate table that we will call "Publishers." You would then put a pointer in the "Titles" table that references an entry in the "Publishers" table. To make sure that you data stays synchronized, you can enforce referential integrity betwcen tables. Referential integrity relationships help make sure that information in one table matches information in another. For example, each title in the "Titles" table must be associated with a specific publisher in the "Publishers" table. A title cannot be added to the database for a publisher that does not exist in the database, Logical relationships in a database enable you to efficiently query data and create reports. Kinds of table relationships A relationship works by matching data in key columns, usually columns (or fields) that have the same name in both tables. In most cases, the relationship connects the primary key, or the unique identifier column for each row, from one table to a field in another table. The column in the other table is known as the "foreign key." For example, if you want to track sales of each book title, you create a relationship between the primary key column (let's call it title ID) in the "Titles" table and a column in the "Sales" table that is named title_ID. The title ID column in the "Sales" table is the foreign key. There are three kinds of relationships between tables. The kind of relationship that is created depends on how the related columns are defined, One-to-many relationships ‘A one-to-many relationship is the most common kind of relationship. In this kind of relationship, a row in table A. can have many matching rows in table B. But a row in table B can have only one matching row in table A. For example, the "Publishers" and "Titles" tables have a one-to-many relationship. That is, each publisher produces ‘many titles, But each title comes from only one publisher. A one-to-many relationship is created if only one of the related columns is a primary key or has a unique constraint. In the relationship window in Access, the primary key side of a one-to-many relationship is denoted by a number 1, The foreign key side of a relationship is denoted by an infinity symbol. | =3 Relationships Inventory Transactio... Inventory Transactio... Fo P Transaction ID [+ Type Name Transaction Typ Transaction Cre) Transaction Mo’ Product ID Quantity ¥ Akfete Assefa 16HARAMBEE UNIVERSITY Many-to-many relationships Ina many-to-many relationship, a row in table A can have many matching rows in table B, and vice versa. You create such a relationship by defining a third table that is called a junction table. The primary key of the junction table consists of the foreign keys from both table A and table B. For example, the "Authors" table and the "Titles" table have a many-to-many relationship that is defined by a one-to-many relationship from each of these tables to the "TitleAuthors" table, The primary key of the "TitleAuthors" table is the combination of the au_ID column. (the "Authors” table’s primary key) and the title ID column (the "Titles" table’s primary key). = Ratton Authors Telethon Tes Tae HS Tae Ara Aaretane Tee fe )| ote One-to-one relationships In a one-to-one relationship, one record in a table is associated with one and only one record in another table. For example, in a school database, Ina one-to-one relationship, a row in table A can have no more than one matching row in table B, and vice versa. A one-to-one relationship is created if both of the related columns are primary keys or have unique constraints, This kind of relationship is not common, because most information that is related in this manner would be in one table, You might use a one-to-one relationship to take the following actions: * Divide a table with many columns. + Isolate part of a table for security reasons. + Store data that is short-lived and could be easily deleted by deleting the table. + Store information that applies only to a subset of the main table. In Access, the primary key side of a one-to-one relationship is denoted by a key symbol. The foreign key side is also denoted by a key symbol What is an example of a one to one relationship? A one-to-one relationship exists when each row in one table has only one related row in a second table, For example, « business might decide to assign one office to exactly one employee, Thus, one employee can have only one office. The same business might also decide that a department can have only one manager. W awaitivenerecrnot cascade Undate Rete Pets (Cleteense Scieteneinted Record Akfete Assefa 7HARAMBEE UNIVERSITY How to define relationships between tables When you create a relationship between tables, the related fields do not have to have the same names. However, related fields must have the same data type unless the primary key field is an AutoNumber field. You can match an AutoNumber field with a Number field only if the Field Size property of both of the matching fields is the same, For example, you can match an AutoNumber field and a Number field if the Field Size property of both fields is Long Integer. Even when both matching fields are Number fields, they must have the same Field Size property setting. How to define a one-to-many or one-to-one relationship To create a one-to-many or a one-to-one relationship, follow these steps: 1. Close all tables. You cannot create or change relationships between open tables. 2. In Access 2002 or Access 2003, follow these steps: 1. Press F11 to switch to the Database window. 2. Onthe Tools menu, click Relationships. In Access 2007, Access 2010, or Access 2013, click Relationships in the Show/Hide group on the Database Tools tab. 3. Ifyou have not yet defined any relationships in your database, the Show Table dialog box is automatically displayed. If you want to add the tables that you want to relate but the Show Table dialog box does not appear, click Show Table on the Relationships menu. 4. Double-click the names of the tables that you want to relate, and then close the Show Table dialog box. To create a relationship between a table and itself, add that table two times. 5. Drag the field that you want to relate ffom one table to the related field in the other table, To drag multiple fields, press Ctrl, click each field, and then drag them. In most cases, you drag the primary key field (this field is displayed in bold text) from one table to a similar field (this field frequently has the same name) that is called the foreign key in the other table 6. The Edit Relationships dialog box appears. Make sure that the field names that are displayed in the two columns are correct. You can change the names if it is necessary. Set the relationship options if it is necessary. If'you have to have information about a specific item in the Edit Relationships dialog box, click the question mark button, and then click the item. (These options will be explained in detail later in this article.) Click Create to create the relationship. Repeat steps 4 through 7 for each pai of tables that you want to relate. ‘When you close the Edit Relationships dialog box, Access asks whether you want to save the layout. ‘Whether you save the layout or do not save the layout, the relationships that you create are saved in the database. Note you can create relationships not only in tables but also in queries. However, referential integrity is not enforced with queries. How to define a many-to-many relationship To create a many-to-many relationship, follow these steps: 1. Create the two tables that will have a many-to-many relationship. 2. Create a third table. This is the junction table. In the junction table, add new fields that have the same definitions as the primary key fields from each table that you created in step 1. In the junction table, the primary key fields function as foreign keys. You can add other fields to the junction table, just as you ean to any other table. In the junction table, set the primary key to include the primary key fields from the other two tables. For example, in a "TitleAuthors" junction table, the primary key would be made up of the OrderID and ProduetID ficlds. Akfete Assefa 18HARAMBEE UNIVERSITY Note To create a primary key, follow these steps 1. Opena table in Design view. 2. Select the field or fields that you want to define as the primary key. To select one field, click the row selector for the desired field. To select multiple fields, hold down the Ctrl key, and then click the row selector for each field. 3. In Access 2002 or in Access 2003, click Primary Key on the toolbar. In Access 2007, click Primary Key in the Tools group on the Design tab. Note If you want the order of the fields in a multiple-field primary key to differ from the order of those fields in the table, click Indexes on the toolbar to display the Indexes dialog box, and then reorder the field names for the index named Primary Key. 4, Define a one-to-many relationship between each primary table and the junction table Referential integrity Referential integrity is a system of rules that Access uses to make sure that relationships between records in related tables are valid, and that you do not accidentally delete or change related data. You can set referential integrity when all the following conditions are true: + The matching field from the primary table is a primary key or has a unique index. + The related fields have the same data type. There are two exceptions. An AutoNumber field can be related to a Number field that has a Field Size property setting of Long Integer, and an AutoNumber field that has a Field Size property setting of Replication ID can be related to a Number field that has a Field Size property setting of Replication ID. + Both tables belong to the same Access database. Ifthe tables are linked tables, they must be tables in ‘Access format, and you must open the database in which they are stored to set referential integrity. Referential integrity cannot be enforced for linked tables from databases in other formats. The following rules apply when you use referential integrity: = You cannot enter a value in the foreign key field of the related table that does not exist in the primary key of the primary table. However, you can enter a Null value in the foreign key. This specifies that the records are unrelated. For example, you cannot have an order that is assigned to a customer who does not exist. However, you can have an order that is assigned to no one by entering a Null value in the CustomerID field. + You cannot delete a record from a primary table if matching records exist in a related table. For example, you cannot delete an employee record from the "Employees" table if there are orders assigned to the ‘employee in the "Orders" table. + You cannot change a primary key value in the primary table if that record has related records. For example, you cannot change an employee's ID in the "Employees" table if there are orders assigned to that employee in the "Orders" table. Cascading updates and deletes For relationships in which referential integrity is enforced, you can specify whether you want Access to automatically cascade update or cascade delete related records. Ifyou set these options, delete and update operations that would usually be prevented by referential integrity rules are enabled. When you delete records or change primary key values in a primary table, Access makes the necessary changes to related tables to preserve referential integrity. If you click to select the Caseade Update Related Fields check box when you define a relationship, any time that you change the primary key ofa record in the primary table, Microsoft Access automatically updates the primary key to the new value in all related records. For example, if you change a customer's ID in the "Customers" table, the CustomerID field in the "Orders" table is automatically updated for every one of that customer's orders so that the relationship is not broken. Access cascades updates without displaying any message. Note If the primary key in the primary table is an AutoNumber field, selecting the Cascade Update Related Fields check box has no effect because you cannot change the value in an AutoNumber field. Akfete Assefa 19HARAMBEE UNIVERSITY If you select the Caseade Delete Related Records check box when you define a relationship, any time that you delete records in the primary table, Access automatically deletes related records in the related table. For example, ifyou delete a customer record fiom the "Customers" table, all the customer's orders are automatically deleted from the "Orders" table, (This includes records in the "Order Details" table that are related to the "Orders" records). When you delete records from a form or datasheet when the Cascade Delete Related Records check box selected, Access ‘wams you that related records may also be deleted. However, when you delete records by using a delete query, Access automatically deletes the records in related tables without displaying a waming. Join types There are three join types. You can see them in the following screen shot: Right Table Name Tle Sa Right Column Name [¥| Emooyee uy Indude ALL records from Employees’ end only those records from ‘Orders’ Where the joned fields are equal. Option 1 defines an inner join. An inner join is a join in which records from two tables are combined in a query's results only if values in the joined fields meet a specified condition, In a query, the default join is an inner join that selects records only if values in the joined fields match. Option 2 defines a left outer join. A left outer join is a join in which all the records from the left side of the LEFT JOIN operation in the query’s SQL statement are added to the query's results, even if there are no matching values in the joined field from the table on the right side. Option 3 defines a right outer join. A right outer join is a join in which all the records from the right side of the RIGHT JOIN operation in the query's SQL statement are added to the query’s results, even if there are no ‘matching values in the joined field from the table on the left side. X cunt Deaton Akfete Assefa 20HARAMBEE UNIVERSITY (fiat) nt 4 ¥ X Certo Brice le Dinitond tet — Sveti tt son ne Aeon we BA Rots Akfete Assefa 21HARAMBEE UNIVERSITY LO#3: Create forms Creating Forms A form is a type of database object that is primarily used to enter or display data in a database. Most forms are bound to one or more tables and queries in the database. A form's record source refers to the fields in the underlying tables and queries. Itis also primarily being used to enter or display data in a database. You can also switchboard that opens other forms and reports in the database, or as a custom dialog box that accepts user input and carries out an action based on the input. © A data-entry form © A switchboard form ‘© Accustom dialog box About Forms A bound form stores or retrieves data fiom its underlying record source. Other information on the form, such as the title, date, and page number, is stored in the form's design. A form: focuses on one record at a time can display fields from more than one table can also display pictures and other objects can contain a button that prints, opens other objects, or otherwise automates tasks The form created is linked to the table and information entered in the fields of the form is stored in the table. A form need not contain all the fields from each of the tables or queries that it is based on. ‘When you open a form, Microsoft Access retrieves the data from one or more tables, and displays it on the screen with the chosen layout in the Form Wizard, or with the layout that you created on your own in design view. sh Graphic elements, such as lines and rectangles, are stored in the form's design. = A calculation comes from an expression, which is stored in the form's design. & Descriptive text is stored in the form’s design. You create a link between a form and its record source by using graphical objects called controls. The most common type of control used to display and enter data is a text box. ob Labels display descriptive text. & Text boxes display data from and enter data into the Products table. & A text box uses an expression to calculate a total. There are three ways to create a form. ea formas © Based on a single table or query by using Auto Form. Auto Form creates a form that displays all fields and records in the underlying table or query. If the record source you select has related tables or queries, the form will also include all the fields and records from those record sources. © Based on one or more table or query with a wizard. The wizard asks you detailed questions about the record sources, fields, layout, and format you want and creates a form based on your answers, On your own in Design view. You create a basic form and customize it in Design view to suit your requirements. ‘StudentsDB ame 1 ees Akfete Assefa 2HARAMBEE UNIVERSITY To navigate and input records, Navigation bar Go to the’beg}pning record Enter new record GB to the next record Go to the previous record Go to the end record a Student Database Student Datab: [std a Fstane Gon (ae ria) | Baw sone Fac) aay [Te Castiare lesram fea ee a et =. mies Os You could also resize the text fields in form design view so it can show the largest possible data on it. It will resize the address text field so it could display a long address. Do it by clicking then stretching the field to the desired length as shown below. [SresentS. [castNarne After resizing it in design view, close it then save the changes. To view changes, double-click the StudentsDB form file to be found in the database window under form tab and it will resemble in a form view as shown above. For some more modifications, alter the form and object properties to fit your viewing and data entry needs. For object properties, right-click on the object during design view then choose Akfete Assefa 23HARAMBEE UNIVERSITY LO#4: Retrieve information (Que: Querie: data. A query is a derived item in the database meant to answer specific questions that relate to the information in the database. Queries are handy during data processing. To find and retrieve just the data that meets conditions that you specify, including data from multiple tables, create a query. A query can also update or delete multiple records at the same time, and perform predefined or custom calculations on your data. A query requests data from the database. At its simplest, a query merely fetches all data from a single table, But as you create more complex (and more typical) queries, you can assemble exactly the data you want (i.e. unique sets of data that you require at any given time) Queries can also be used to execute mathematical and logical functions to obtain certain information in the database. Queries are derived from and linked to tables or other queries. (Due to these linkages, they tend to largely inflate the size of the database and should thus only be used to execute the intended functions, and stored only if updated information is to be retrieved) There are various types of queries for different uses but for this session we will just focus on the Select queries: ‘© Select queries - A select query is the most common type of query. It retrieves data from one or more tables and displays the results in a datasheet where you can update the records (with some restrictions). You can also use a select query to group records and calculate sums, counts, averages, and other types of totals © Parameter queries - A parameter query is a query that when run displays its own dialog box prompting you for information, such as criteria for retrieving records or a value you want to insert in a field. You can design the query to prompt you for more than one piece of information; for example, you can design it to prompt you for two dates. Access can then retrieve all records that fall between those two dates. Parameter queries are also handy when used as the basis for forms, reports, and data access pages. For example, you can create a monthly earnings report based on a parameter query. When you print the report, Access displays a dialog box asking for the month that you want the report to cover. You enter a month and Access prints the appropriate report. ‘+ Crosstab queries - You use crosstab queries to calculate and restructure data for easier analysis of your data. Crosstab queries calculate a sum, average, count, or other type of total for data that is grouped by two types of information— one down the left side of the datasheet and another across the top. ‘* Action queries - An action query is @ query that makes changes to or moves many records i There are four types of action queries: * Delete Queries A delete query deletes a group of records from one or more tables. For example, you could use a delete query to remove products that are discontinued or for which there are no orders. With delete queries, you always delete entire records, not just selected fields within records. ‘+ Update Queries An update query makes global changes to a group of records in one or more tables. For example, you can raise prices by 10 percent for all dairy products, or you can raise salaries by 5 percent for the people within a certain job category. With an update query, you can change data in existing tables. © Append Queries An append query adds a group of records from one or more tables to the end of one or more tables. For example, suppose that you acquire some new customers and a database containing a table of information on those customers. To avoid typing all this information into your own database, you'd like to append it to your Customers table. * Make-Table Queries A make-table query creates a new table from all or part of the data in one or more tables. Make-table queries are helpful for creating a table to export to other Microsoft Access databases or a history table that contains old records is a request/question for return data results from the database or for action on the just one operation. Akfete Assefa 24HARAMBEE UNIVERSITY Note: delete query should not be used unless one surely will not require the information to be deleted. To run a simple Select query: In the Database window, click Queries under Objects. Click the query you ‘want fo open. Click Open on the Database window toolbar. Note: To stop a query in progress (after you start it), press “CTRL*BREAK” Caution: I's a good idea to make a copy of the data you are changing or moving in an aetion query, in case you need to restore the data to its original state after running the action query Creating query Open your working database that you did last time then click on the Queries tab in the database window. Create new query by clicking on the Create query in design view. Your screen should resemble like this ic Fim "te Simeron: dn" rete ee fgets ‘inet fons, Sencar nse rer Akfete Assefa 25HARAMBEE UNIVERSITY ‘se nd each ale Database (Aces 207) - cso cess On the table row, click what table you want fo get the field data that you want to extract. On the Field row, choose whatever fields you want to display on your query then apply sorting by choosing either ascending or descending order. On the show row, when checked, means that the field you chooses will be displayed when you run the query otherwise it will not be displayed even if you choose it. ee: ag22835 Akfete Assefa 26HARAMBEE UNIVERSITY Save your query LO#5: Create reports Creating Reports Reports provide a means of organizing and summarizing data. Reports are often used to present an overview highlighting main points and trends. A report can be a simple list, a status report or a monthly production report. With reports, one can preparé Mailing labels for various producers Produce a directory Prepare invoives Present data summaries. ‘A report is made from the data available. There are several ways of preparing a report: + Auto Report: the quickest way to create a report, but gives least control over the report's Structure and appearance. This automatically contains all the fields in its data source, whether table or query + Report Wizard: asks you questions and creates a report based on your answers, The Report Wizard asks which tables or queries the report will be based on, and which fields to use from those data sources. It also asks whether the data is to be grouped, and how it should be sorted and summarized. + Creating a Report in Design view: Gives one control, right from the start. Design view provides you with @ toolbox from which you drag selected controls and arrange them on a grid. To see the report as it will appear when printed, it should be viewed in Print Preview. Different properties may be set for a report, to change how it is viewed or printed For example, a repor’s Page Header property determines whether the page header is printed on the page that begins with the Report Header. ‘© To view or change a report's properties, just double-click the report selector where the rulers meet, © To see more details about a property, click that property and then press FI. ‘+ To view a contro!'s properties, double-click the control. Akfete Assefa 27HARAMBEE UNIVERSITY Akfete Assefa 28HARAMBEE UNIVERSITY ie O1 MS-Access Practical Exer @ Access and Use Database Application and M Operate Database Application Instruction:-Put the data given according to the instruction. If you violet the given instruction, you may miss your mark. Every step will be seen and will have its own value. Use the given Field properties properly. 1. Create a Database by the name HU under Local disk c:\MS_Access_Exercise. 2. Show the design of the following three tables as follow A. Teacher table FieldName | Datatype _| Field properties 1D No Text Input mask LEC_000 Put Primary Key Teacher Name | Text Field size=15 Sex Text Field size=1 and m or f validation rule ‘Age Number Tnput mask=00 Qualification | Text Default Value=BSC Salary currency | Format=currency, Decimal places=Auto Remark YesiNo All are™ Yes B. Student Table FieldName [Datatype | Field properties St.ID No Text Student Name | Text Sex Text Age Number Grade Text Section Text Field size=I C. Course Table Field Name Data type Course No Text Input Mask=LEC-000 Course Name Text Mark Text Tnput mask=00 Grade Text Field size=1 3. Insert the following data in to Teacher Table Teacher Name Sex [Age | Qualification [Salary | Remark Kebebush Tadesse [F_ [18 BSC $3660.00 | Yes ‘Cala Ketema M_ [7 BSC $3770.00 _| Yes Hailu megersa M_ [18 BSC $3900.00_| No Tigist Dereje F_ [19 BSC $3880.00_| No ‘Assefa Mamo M_ [17 BSC $4000.00_| No Reggasa Hailu M_ [20 BSC $4200.00_| Yes Akfete Assefa 29HARAMBEE UNIVERSITY 4._Insert the following data in to Student Table StID No | Student Name Sex Age | Grade Section LEC-001 | Adane Feyisa M 22 9 A LEC-002 | Desi Tola M 24 1 D LEC-003 | Biftu Kedir F 19 9 c LEC-004 | Demitu Lemma F 20 10 B LEC-005 | Weynishet Kebede F 25 12 c 5. Insert the following data in to Course Table Course No | Course Name ‘Mark Grade LEC-001 Database 87 A LEC-001 Networking 90, A LEC-001 ‘Communication 80 B LEC-002 Database 83 B LEC-002 Networkin, 8 B LEC-002 | Communication 88 A LEC-003 Database 70 c LEC-003 Networkin; 96 A LEC-003 | Communication 7 A LEC-004 Database 39 A LEC-004 | Networking 68 c LEC-004 | Communication 2 B LEC-005 Database 92 A LEC-005___| Networking 94 A LEC-005 | Communication 87 A “ Create the following database by the name your section. 1. Insert the fields and data type according to the given information by the name student record ID No Text with ITRE-000 Name Text Sex. Text Age Number Department Text Section Text 2. Add the following data to the table you created above ID No Name ‘Sex. ‘Age | Department | Section ITRE-001 Abdisa Kelbecha F 22 IT B ITRE-002_| Fantu Kebede F 20 ar B ITRE-003___| Cala Bona M 1s [IT B ITRE-004 Leta Birru M 21 IT B ITRE-005 Demma Nadhi M 19 IT B 3. Insert the following information in the following table by the name student result. ID No Text with ITRE-000 ict Number NETWORKING Number Communication Number Entrepreneur ‘Number Akfete Assefa 30HARAMBEE UNIVERSITY 4, Add the following information to the table you have created above. IDNo ICT Networkinj Communication [Entrepreneur TTRE-001 90 80 7 84 TTRE-002 78 90 79 86 TTRE-003 7 85 9 7 TTRE-004 7 89 97 9 ITRE-005 79 87 88 88 5. Create the following table by the name Trainees. ID No ‘Name Department | Division ‘Year Section ACRE-O1 Beker ‘Accounting Regular 2 A ACRE-02 Mohamed ‘Accounting Regular ae A 6. Create the following data in the table by the name Mark. ID No Subject | Mark ACRE-O1 | IT 90 ACRE-01 [ACC_[ 89 ACRE-02_[ IT 92 ACRE-02 [ACC [84 7. Create relationship between student record and student result. 8. Create relationship between trainees and mark. 9. Query design student record within student result 10. Query design trainees within student mark 11. Report both tables query as attractive manner 1, Create a database by the name Airline, Create a table by the name Travelers with the following field names. Field name Data type Description Name of traveler Text In number Text Flight number Text Departure time Dateltime The departure time is based on 24 hours clock Seat No Text Flight from Text Destination status Text Status. Yes/no 2. Add the following data to the table you created above, Name oftraveler | In Flight | Departure | Seat | Flight | Destinaifon | status] sex number _| time No _| from status DEREIELEMA [20389 et-47 | s30AM_ [8-2 [JIMMA | ADDIS Yes |M KEBEDE TOLOSA | AUA-I21996 | ET-M7 | 830AM_[C-2[JIMMA | ADDIS No [M HELINA HAILU | 02:345.76 | ET-M7 | 830AM__| D-1__[JIMMA | ADDIS YES | F MESFIN BEKELE | CD/123098 | ET-47 | 830AM_| C-1__[JIMMA | ADDIS. Yes |M SAMSON LEM! | S8123489 | ET-47[ &:30AM__[ A-l[JIMMA | ADDIS. YES |M TESEMA BEKELE | 01-3389 | ET-347 | 830AM__[ F-l__|JIMMA | ADDIS No |[M TOSEN GEMEDA | K-19078 | BT-347 | 8:30AM B-l__[JIMMA | ADDIS YES | F SIFLEN BULCHA | C22389 | ET-47 | 8:30AM [F2_[JIMMA ADDIS. YES |M 12. Create a create table that displays only the traveler name, flight number, and status (use make table query). 13. Create a select Query that displays only the traveler name, seat No, and departure time, 14, Create a select Query that display only the traveler name, seat No, departure time, and set criteria to display only male travelers. 15. Save the queries by the name tutorial Night. Good Luck! Akfete Assefa 31