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A Painless Introduction to MS Access Databasing
A Painless Introduction to MS Access Databasing
Preliminaries
Preliminaries
Contents
Contents
Resources – MS Access
Resources – MS Access
Resources – MS Access
Resources – MS Access
Resources – MS Access
Resources – MS Access
Resources – MS Access
Resources – MS Access
Resources – Excel/MS Query
Resources – Excel/MS Query
Resources – Excel/MS Query
Resources – Excel/MS Query
Resources – MS Access Free Online Training Resources
Resources – MS Access Free Online Training Resources
Why Bother with MS Access
Why Bother with MS Access
Why MS Access
Why MS Access
Definitions, Definitions…
Definitions, Definitions…
Definitions
Definitions
Table and Field Definitions How It Looks In Access…
Table and Field Definitions How It Looks In Access…
Table and Field Definitions How It Looks In Access…
Table and Field Definitions How It Looks In Access…
Oracle MS Access MS SQL Server Filemaker MS SQL Server MySQL Postgress
Oracle MS Access MS SQL Server Filemaker MS SQL Server MySQL Postgress
Understanding Relational Databases
Understanding Relational Databases
Understanding the Relational Principle: A Simple Database
Understanding the Relational Principle: A Simple Database
Understanding the Relational Principle: A Simple Database
Understanding the Relational Principle: A Simple Database
The Relational Principle in Action
The Relational Principle in Action
The Database Schema: Your Roadmap For Querying
The Database Schema: Your Roadmap For Querying
The Database Schema: Your Roadmap For Querying
The Database Schema: Your Roadmap For Querying
Example: The Schema for SRI’s BioWarehouse System
Example: The Schema for SRI’s BioWarehouse System
Example: The Schema for SRI’s BioWarehouse System
Example: The Schema for SRI’s BioWarehouse System
Example: The Schema for SRI’s BioWarehouse System
Example: The Schema for SRI’s BioWarehouse System
Querying MS Access or any relational database…
Querying MS Access or any relational database…
How Relational Databases Are Queried
How Relational Databases Are Queried
Introducing The SQL Select Statement
Introducing The SQL Select Statement
Introducing The SQL Select Statement
Introducing The SQL Select Statement
Basic Syntax of Select Statement
Basic Syntax of Select Statement
Realistic Querying With the MS Access Query Builder
Realistic Querying With the MS Access Query Builder
A More Complete Description of Select Statement
A More Complete Description of Select Statement
A More Complete Description of Select Statement
A More Complete Description of Select Statement
Meaningful Queries in Acces
Meaningful Queries in Acces
Uploading Data in MS Access
Uploading Data in MS Access
Importing Data Into Acces From Access
Importing Data Into Acces From Access
Creating an Access DB from Excel
Creating an Access DB from Excel
Cool Things You Can Do In Access
Cool Things You Can Do In Access
Extras
Extras
Creating Forms Using MS InfoPath
Creating Forms Using MS InfoPath
Creating Forms Using MS InfoPath
Creating Forms Using MS InfoPath
Querying With MS Excel
Querying With MS Excel
Querying With MS Excel
Querying With MS Excel
Querying With MS Excel
Querying With MS Excel
To Conclude…
To Conclude…
Yannick Pouliot, PhD lanebioresearch@stanford
Yannick Pouliot, PhD lanebioresearch@stanford
Yannick Pouliot, PhD lanebioresearch@stanford
Yannick Pouliot, PhD lanebioresearch@stanford
The Nitty- Gritty Details
The Nitty- Gritty Details
How to Query Using MS Query
How to Query Using MS Query
Step1: Getting Drivers Essential for SQL Querying
Step1: Getting Drivers Essential for SQL Querying
Step1: Getting Drivers Essential for SQL Querying
Step1: Getting Drivers Essential for SQL Querying
MySQL Driver: Needed to Query MySQL Databases
MySQL Driver: Needed to Query MySQL Databases
Oracle Driver: Needed to Query Oracle Databases
Oracle Driver: Needed to Query Oracle Databases
Step 2: Creating a Data Source Name
Step 2: Creating a Data Source Name
Step 2: Creating a Data Source Name
Step 2: Creating a Data Source Name
Step 2: Creating a Data Source Name
Step 2: Creating a Data Source Name
Step 2: Creating a Data Source Name
Step 2: Creating a Data Source Name
Words of Caution
Words of Caution
Resources – SQL The Language to Query Relational Databases
Resources – SQL The Language to Query Relational Databases
42
42
42
42
The Relational Principle in Action
The Relational Principle in Action
SQL Querying…With What
SQL Querying…With What
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1A Painless Introduction to MS Access Databasing. Yannick 24averages Querying from a query! Change order of columns Change
Pouliot, PhD Bioresearch Informationist sorting of rows. 24.
lanebioresearch@stanford.edu Lane Medical Library & 25Uploading Data in MS Access. 25.
Knowledge Management Center 4/20/07. 26Importing Data Into Acces From Access. Important Column
2Preliminaries. Launch MS Access Open Simple1.mdb File/Open headers in Excel file must match those of columns in Access
Using the Help ? don’t neglect it! Exercise: ask the Office target table No spaces, weird characters Must ensure that data
Assistant for “select syntax”. 2. in Excel columns is of correct type (text, number, date) Blanks
3Contents. Familiarization with MS Acces Understanding a (not empty cells!) are nasty Exercise: Loading data via Excel
simple database Basics of SQL querying Creating a simple File: LoadingData.xls Demo:
database Loading database via MS Excel Tools for running SQL http://office.microsoft.com/en-us/access/HP010950951033.aspx.
queries Installation (Windows) Selected databases Resources 26.
& cheat sheet. 3. 27Creating an Access DB from Excel. One table per Excel
4Resources – MS Access. Available as eBook. Available as worksheet Demo:
eBook. 4. http://office.microsoft.com/en-us/access/HA012013211033.aspx.
5Resources – Excel/MS Query. In Lane catalog. 5. 27.
6Resources – MS Access Free Online Training Resources. Using 28Cool Things You Can Do In Access. Store entire files in
an Access database to store and information (2 min) records Excel, Word, sounds, pictures anything. 28.
http://office.microsoft.com/en-us/assistance/HA011709681033.aspx 29Extras. 29.
Creating a database from Excel (5 min): 30Creating Forms Using MS InfoPath. Really the easiest way to
http://office.microsoft.com/en-us/assistance/HA012013211033.aspx create interfaces to Access 10 min of work Probably 30 for you ?
Creating tables in Access (50 min): More:
http://office.microsoft.com/training/training.aspx?AssetID=RC061 http://office.microsoft.com/en-us/access/HA011199501033.aspx.
83261033 Writing queries (50 min): 30.
http://office.microsoft.com/training/training.aspx?AssetID=RC010 31Querying With MS Excel. MSQuery, an unknown hero Free
76611033. 6. Facilitates writing of a SQL query ? graphical First, need to
7Why Bother with MS Access? 7. find it! Search for “MSQRY32.EXE” using “Search for Files or
8Why MS Access? More: Folders” Search hidden files and folders On my disk, it is
http://office.microsoft.com/en-us/access/HA010429181033.aspx. 8. located in C:\Program Files\Microsoft Office\OFFICE11 Once you
9Definitions, Definitions… 9. find it, create a shortcut to it and rename it e.g. MSQuery move
10Definitions. Database: Collection of tables ? Table the shortcut to a desired location Also needed: creating a data
Collection of records that share a common fundamental source name. 31.
characteristic E.g., patients and locations can each be stored 32To Conclude… If using Excel is a headache, use MS Access
in their own table Schema A view that inter-relates tables to Access can work very well on its own reasonably easy to
each other Record Basic unit of information in a relational learn/use.. Lots of free resources to quickly learn how to use
table E.g., 1 record per person A record is composed of fields it MS Access + Excel = dynamite. 32.
Query Set of instructions to a database “engine” to retrieve, 33Yannick Pouliot, PhD lanebioresearch@stanford.edu. 33.
sort and format returning data. E.g., “find me all patients in 34The Nitty- Gritty Details. 34.
my database” Database engine Software application that stores 35How to Query Using MS Query. Steps Make sure you have the
the data and enables querying. 10. requisite driver (next slide) Create a Data Source Name (Windows
11Table and Field Definitions How It Looks In Access… 11. only) Write your query Get the results back into Excel! See Lane
12Oracle MS Access MS SQL Server Filemaker MS SQL Server MySQL videorecorded class Managing Experiment Data Using Excel and
Postgress Sybase. Main Relational Database Engines. 12. Friends: Digging Out from Under the Avalanche for lots more
13Understanding Relational Databases. 13. details. 35.
14Understanding the Relational Principle: A Simple Database. 36Step1: Getting Drivers Essential for SQL Querying. A driver
Every patient gets ONE record in the Patients table Every visit is a piece of software that lets your operating system talk to a
gets ONE record in the Visits table Rows in different tables can database Installed drivers visible in ODBC manager “data
be related one to another using a shared key (identifier ? connectivity” tool Each database engine (Oracle, MySQL, etc)
number unique to table) There can be multiple visits records for requires its own driver Generally must be installed by user
a given patient There can be multiple tissue records for a given Drivers are needed by Data Source Name tool and querying
patient. 14. programs Require (simple) installation. 36.
15The Relational Principle in Action. Related records can be 37MySQL Driver: Needed to Query MySQL Databases. Windows:
found using a shared key Shared key = identifier that is: unique Download MySQL Connector/ODBC 3.51 here Must be installed for
to each table Can be referenced by another table Example: direct querying using e.g. Excel Not necessary if you are using
Patients.ID = Visits.PatientID. 15. the MySQL Query Browser. 37.
16The Database Schema: Your Roadmap For Querying. The schema 38Oracle Driver: Needed to Query Oracle Databases. Installing
describes all tables and all fields Describes relationships “client” software will also install driver Windows: Download 10g
between tables Crucial in enabling retrievall of desired data Client here Mac: Download 10g Client here Free Oracle user
Simple example: Very important Must understand schema for account required to download Must be installed if you are
accurate querying Wrong understanding = wrong results. 16. querying using MS Query or any other query browser involving
17Example: The Schema for SRI’s BioWarehouse System. 17. Oracle. 38.
18Querying MS Access or any relational database… 18. 39Step 2: Creating a Data Source Name. A Data Source Name
19How Relational Databases Are Queried. Querying = extracting (DSN) tells programs on your PC where and how to query a
information out of the database … and into something, e.g., database Populating the fields: Data Source Name: Unique name of
Excel This is done using the Structured Query Language (SQL). your choice Description: anything Server: exactly as given by
19. the database provider Port number: as specified by database
20Introducing The SQL Select Statement. Good news: This is the provider Defaults: MySQL: 3306; Oracle: 1521; MS Access: N/A.
only SQL statement you need to understand for querying Exercise: 39.
run SuperSimpleQuery1 in Simple1 database. SELECT LastName, 40Words of Caution. Easy to build queries that Retrieve
FirstName FROM Patients. 20. nonsense Never complete, end up completely bogging down the
21Basic Syntax of Select Statement. SELECT field_name FROM database Scotty to Captain Kirk: “Where going in circles, and at
table [WHERE condition] Example: Select LastName,FirstName From warp 6 we’re going mighty fast…” Understanding schema is only
Patients Where Alive = ‘Y’; Important: Everything is MS Access way to prevent that Not always easy… 40.
is case sensitive ? LastName ? lastName. 21. 41Resources – SQL The Language to Query Relational Databases.
22Realistic Querying With the MS Access Query Builder. 22. Beginning SQL, Wilton P & Colby JW: E
23A More Complete Description of Select Statement. SELECT http://jenson.stanford.edu/uhtbin/cgisirsi/5AGuKeptoD/GREEN/5996
[DISTINCT|COUNT] field_list FROM table_list [WHERE conditions] 102/9#holdings Oracle SQL*Plus, Gennick, J. Beginning MySQL:
[GROUP BY field_list] [ORDER BY field_list [ASC | DESC] ] more: e-book http://site.ebrary.com/lib/stanford/Doc?id=10114227. 41.
http://office.microsoft.com/en-us/access/HP010322651033.aspx?pid 4242.
CH010410171033 Includes examples and descriptions of each SELECT 43The Relational Principle in Action. Related records can be
operator (e.g., “group by”). 23. found using a shared key Example: Patients.ID =
24Meaningful Queries in Acces. Exercises - Database: Visits.PatientID. 43.
Simple2.mdb Returning ordered records Counting records 44SQL Querying…With What? Other query browsers exist but are
LifetimeNumberFAQs1 Exercise: how many FAQs per day? more sophisticated = more complex Example: PL/SQL Developer,
LifetimeNumberFAQs2 Demo: creating Pivot Tables Generating from Allround Automations. 44.
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