I am reviewing what we looked at Monday. Name your database and decide where you want to store it. Title: Feb 3 10:54 AM (1 of 39)

Transcription

1 I am reviewing what we looked at Monday. Name your database and decide where you want to store it. Title: Feb 3 10:54 AM (1 of 39)

2 I want to develop the table in design view, so when the screen comes up looking like this, I click on View to go into design view. Right now I am seeing the datasheet. I will be prompted to name the table at this point. The database is made up of tables. The database is named mydb, now I need to enter a name for the table. Title: Feb 3 11:06 AM (2 of 39)

3 Notice than I am now in design mode so I can design my table. I named the table mytable. Access had called the first field ID and given in an auto number type. I changed the name to stuid and made it a text field and changed the field size to 5. I left it as the primary key (If Access did not designate it the primary key I would have clicked on the field and click on primary key to make it the primary key. A primary key has to be unique, when I enter data I will not be allowed to give two students the same stuid. Title: Feb 3 11:10 AM (3 of 39)

4 Title: Feb 3 11:13 AM (4 of 39) I added some more text fields and gave the field sizes that were reasonable. The stuname field is 45 and the stumajor field is 2 in field size. Now stugpa is a number and I am choosing single to allow decimals. It is a small decimal number so single works, for a large number I would use double in field size.

5 Title: Feb 3 11:14 AM (5 of 39) Now I am putting in stucredits and I made it a number with a field size of integer. For a big number I would use long integer.

6 Title: Feb 3 11:16 AM (6 of 39)

7 Title: Feb 3 11:18 AM (7 of 39) Now I closed the previous database and opened the one that I did on Monday. It has the same fields but I had already put data into it, so I wanted to save time and use it. The database is called firsts10 and the table is called students. The field names are the same names I used on the previous slides.

8 Title: Feb 3 11:24 AM (8 of 39) Now I want to do a query. I go to create and then I click on query design to bring up the list of tables in this database. There is only one table and I add it so I can use it in my query. Queries allow me to get a subset of the records based on criteria I specify.

9 Title: Feb 3 11:24 AM (9 of 39)

10 When I want to see the results, I click on the icon to see the datasheet. This shows the table and the fields in the table. I drag down the ones I want. I decided I did not need stucredits for this query. I am putting in criteria for the query. I want to see records where the stumajor is CI. Because CI is a text literal, I enclose it in quotes. If I forget Access will put in the quotes. Notice that the criteria is entered in the cell below stumajor because that is what I am testing and on the line with the word criteria. Title: Feb 3 11:27 AM (10 of 39)

11 If I want to see the design I click on the icon to see the design view. Note that I am seeing the four fields I dragged down and only the records that have a stumajor of CI. It meets my criteria. Title: Feb 3 11:28 AM (11 of 39)

12 Title: Feb 3 11:28 AM (12 of 39) Here I did not put the quotes around CI, but as you will see, Access adds them.

13 Title: Feb 3 11:28 AM (13 of 39)

14 This shows a segment of the logic flowchart to test for stumajor = CI, The question is written in a diamond. It is a Yes or No question. If the answer is Yes, then the record will be displayed, if the answer is No, nothing will happen. Title: Feb 3 11:31 AM (14 of 39)

15 Title: Feb 3 11:32 AM (15 of 39) Now I want two things to be true. The stumajor has to be CI and the stugpa has to be > 3.2. Both criteria must be true, so this is an AND relationship: stumajor = "CI" AND stugpa > 3.2.

16 Title: Feb 3 11:32 AM (16 of 39) The results show students where the stumajor is CI and the stugpa is > 3.2.

17 This shows the logic flowchart. If stumajor = CI, I take the Y branch and ask the next question. If stugpa is > 3.2 I display. If I get a N to either question, I do nothing which means I do not display. Title: Feb 3 11:36 AM (17 of 39)

18 Now I changed and put the test for stugpa > 3.2 on the or line. This means that I want either a stumajor = CI OR a stugpa > 3.2 Title: Feb 3 11:36 AM (18 of 39)

19 Title: Feb 3 11:37 AM (19 of 39) Note that the BU major that has a stugpa > 3.2 shows on the list. All of the others meet the criteria of stumajor = CI. Note that to get on the list the record must meet either of the criteria. Some meet both but the important thing is that they meet one or the other of the criteria.

20 This shows the OR logic. If the stumajor is CI, the record is displayed. If the answer is N, I get a second chance where I test to see if stugpa > 3.2. If it is, I display. If it is not, then I have no more chances and I do not display. Title: Feb 3 11:39 AM (20 of 39)

21 Title: Feb 3 11:40 AM (21 of 39) This one tests for stumajor of eithe CI or BU.

22 Title: Feb 3 11:40 AM (22 of 39)

23 Title: Feb 3 11:41 AM (23 of 39) Another way to write stumajor is CI or BU.

24 Now I am looking for either stumajor = CI and stugpa > 3.1 OR stumajor = BU and stugpa > 3. Note the use of the criteria line and the or line. Title: Feb 3 11:42 AM (24 of 39)

25 Title: Feb 3 11:42 AM (25 of 39)

26 Title: Feb 3 11:45 AM (26 of 39)

27 Note that I saved the first query by clicking on the X for the query in the right corner and I saved it as first. This changes the order of the fields which is fine. It also tests to make sure all three criteria are true. Title: Feb 3 11:49 AM (27 of 39)

28 Note that the first criteria has two things that both have to be true. The OR only has one criteria that has to be true. This means everyone with more than 20 credits will appear on the list. In this one I want either stumajor = CI and stugpa > 3.1 OR stucredits > 20 Title: Feb 3 11:50 AM (28 of 39)

29 Title: Feb 3 11:52 AM (29 of 39)

30 If I get a N to the question about CI, I test for the number of credits > 20. If I get a no to the question about stugap > 3.2 I test the stucredits to see if it is > 20. Title: Feb 3 11:54 AM (30 of 39)

31 Alternative way to flowchart the criteria. Title: Feb 3 11:56 AM (31 of 39)

32 Now I want to develop a query where stumajor has to be CI and either the stugpa > 3.2 OR stucredits > 20 Title: Feb 3 11:58 AM (32 of 39)

33 To make sure that the stumajor is CI, I put it on both the criteria line and the or line. It now reads as stumajor = CI and stugpa > 3.2 OR stumajor = CI and stucredits > 20. Title: Feb 3 12:01 PM (33 of 39)

34 Title: Feb 3 12:02 PM (34 of 39)

35 Notice on the flowchart, if stumajor is not CI, nothing is done. If it is CI, then I test for either the stugpa > 3.2 OR the stucredits > 20. Title: Feb 3 12:03 PM (35 of 39)

36 Title: Feb 3 12:05 PM (36 of 39) Homework. Note that date released can just be the year.

37 Title: Feb 3 12:06 PM (37 of 39)

38 Title: Feb 3 12:08 PM (38 of 39) When you send to me attach the database with the.accdb extension. If it is still open you see a locked version, close and then send.

39 Title: Feb 3 12:08 PM (39 of 39) I closed the database and no longer see the locked version.