Microsoft office access 2007 forms reports and queries pdf free.Microsoft Access
A properly designed database provides you with access to up-to-date, accurate information. Because a correct design is essential to achieving your goals in working with a database, investing the time required to learn the principles of good design makes sense.
In the end, you are much more likely to end up with a database that meets your needs and can easily accommodate change. This article provides guidelines for planning a desktop database. You will learn how to decide what information you need, how to divide that information into the appropriate tables and columns, and how those tables relate to each other.
You should read this article before you create your first desktop database. Important: Access provides design experiences that let you create database applications for the Web. Many design considerations are different when you design for the Web. This article doesn’t discuss Web database application design. For more information, see the article Build a database to share on the Web.
Some database terms to know. What is good database design? The design process. Determining the purpose of your database. Finding and organizing the required information. Dividing the information into tables. Turning information items into columns.
Specifying primary keys. Creating the table relationships. Refining the design. Applying the normalization rules. In a simple database, you might have only one table. For most databases you will need more than one. For example, you might have a table that stores information about products, another table that stores information about orders, and another table with information about customers.
Each row is more correctly called a record , and each column, a field. A record is a meaningful and consistent way to combine information about something. A field is a single item of information — an item type that appears in every record. In the Products table, for instance, each row or record would hold information about one product. Each column or field holds some type of information about that product, such as its name or price.
Certain principles guide the database design process. The first principle is that duplicate information also called redundant data is bad, because it wastes space and increases the likelihood of errors and inconsistencies. The second principle is that the correctness and completeness of information is important.
If your database contains incorrect information, any reports that pull information from the database will also contain incorrect information. As a result, any decisions you make that are based on those reports will then be misinformed.
Provides Access with the information it requires to join the information in the tables together as needed. Gather all of the types of information you might want to record in the database, such as product name and order number. Divide your information items into major entities or subjects, such as Products or Orders.
Each subject then becomes a table. Decide what information you want to store in each table. Each item becomes a field, and is displayed as a column in the table. The primary key is a column that is used to uniquely identify each row.
Look at each table and decide how the data in one table is related to the data in other tables. Add fields to tables or create new tables to clarify the relationships, as necessary. Analyze your design for errors. Create the tables and add a few records of sample data. See if you can get the results you want from your tables. Make adjustments to the design, as needed. Apply the data normalization rules to see if your tables are structured correctly.
Make adjustments to the tables, as needed. It is a good idea to write down the purpose of the database on paper — its purpose, how you expect to use it, and who will use it. For a small database for a home based business, for example, you might write something simple like “The customer database keeps a list of customer information for the purpose of producing mailings and reports. The idea is to have a well developed mission statement that can be referred to throughout the design process. Having such a statement helps you focus on your goals when you make decisions.
To find and organize the information required, start with your existing information. For example, you might record purchase orders in a ledger or keep customer information on paper forms in a file cabinet.
Gather those documents and list each type of information shown for example, each box that you fill in on a form. If you don’t have any existing forms, imagine instead that you have to design a form to record the customer information.
What information would you put on the form? What fill-in boxes would you create? Identify and list each of these items. For example, suppose you currently keep the customer list on index cards. Examining these cards might show that each card holds a customers name, address, city, state, postal code and telephone number.
Each of these items represents a potential column in a table. Instead, list each item that comes to mind. If someone else will be using the database, ask for their ideas, too. You can fine-tune the list later. Next, consider the types of reports or mailings you might want to produce from the database.
For instance, you might want a product sales report to show sales by region, or an inventory summary report that shows product inventory levels. You might also want to generate form letters to send to customers that announces a sale event or offers a premium.
Design the report in your mind, and imagine what it would look like. What information would you place on the report? List each item. Do the same for the form letter and for any other report you anticipate creating. Giving thought to the reports and mailings you might want to create helps you identify items you will need in your database. For example, suppose you give customers the opportunity to opt in to or out of periodic e-mail updates, and you want to print a listing of those who have opted in.
For each customer, you can set the field to Yes or No. The requirement to send e-mail messages to customers suggests another item to record. Once you know that a customer wants to receive e-mail messages, you will also need to know the e-mail address to which to send them. Therefore you need to record an e-mail address for each customer. It makes good sense to construct a prototype of each report or output listing and consider what items you will need to produce the report.
For instance, when you examine a form letter, a few things might come to mind. If you want to include a proper salutation — for example, the “Mr. This suggests you would typically want to store the last name separate from the first name. A key point to remember is that you should break each piece of information into its smallest useful parts. In the case of a name, to make the last name readily available, you will break the name into two parts — First Name and Last Name.
To sort a report by last name, for example, it helps to have the customer’s last name stored separately. In general, if you want to sort, search, calculate, or report based on an item of information, you should put that item in its own field.
Think about the questions you might want the database to answer. For instance, how many sales of your featured product did you close last month? Where do your best customers live? Who is the supplier for your best-selling product? Anticipating these questions helps you zero in on additional items to record. To divide the information into tables, choose the major entities, or subjects. For example, after finding and organizing information for a product sales database, the preliminary list might look like this:.
The major entities shown here are the products, the suppliers, the customers, and the orders. Therefore, it makes sense to start out with these four tables: one for facts about products, one for facts about suppliers, one for facts about customers, and one for facts about orders. You can continue to refine this list until you have a design that works well.
When you first review the preliminary list of items, you might be tempted to place them all in a single table, instead of the four shown in the preceding illustration. You will learn here why that is a bad idea.
Microsoft Office Access Forms, Reports, and Queries | InformIT
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Microsoft Office Access Forms, Reports, and Queries | InformIT
It is a part of the Microsoft Office suite of applications, included in the database, the main objects are tables, queries, forms, reports, macros, data. The customizable Navigation Pane replaces the Database window from Access You can display or hide all tables, queries, forms, reports. Best Practices in MS Access includes queries and reports created as a result of manipulating stored data—it is Select Microsoft Office Access
Microsoft office access 2007 forms reports and queries pdf free
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