Microsoft Access Chapitre 1 Robert H. Smith faculte de Business

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1 Microsoft Access Chapitre 1 Robert H. Smith faculte de Business
Universite du Maryland – College Park

2 Prepare avec le support et le partenariat de l’Universite du Maryland et de l’Universite Nationale du Rwanda.

3 Lecon #1 – les bases de Access
Vous deviendrez familier avec le langage utilise dans Access. Vous apprendrez la table des bases de donnes et du Design View. Vous apprendrez les fonctions les plus importantes de Access.

4 Qu’est-ce-que Access? Un programme de MS Office
Utilise pour creer et arranger les donnees Ajoute, modifie, et efface les donnes Parcourt des rapports et des queries Filtre les donnes Utilise plusieurs tables Microsoft Access is the fourth major application in the Microsoft Office. It is used to create and manage a database so you can add, edit, and delete records, run reports and queries, filter records, and allows for the use of multiple tables. Many businesses use Access because it is a great database to store many different records and is very easy to use once you learn it.

5 Quelle est l’utilite de Access?
Les etudiants ont de longues listes de livres Access peut aider des eleves comme Deo et Coco a orgaiser ces livres par auteur, titres et prix.

6 Vocabulaire a savoir Filiere donnees Table Base de donnees
Fait de base ou entrée d’un element donnees Groupes de filiere Table Groupes de donnees Base de donnees Consiste a une ou plusieurs tables. Since we are dealing with computers, you must know the language of information systems. Therefore, here is some vocabulary you should be familiar with when you are using Microsoft Access. A field is a basic fact or data element and an example is a book title or a telephone number. A record is a set of fields. A table is a set of records, and a database consists of one or more tables.

7 La fenetre de bases de donnees
Affiche plusieurs objets Tables entrees Formes rapports Pages Macros Modules This is a quick view of the database window. It displays various objects just as tables, queries, forms, reports, pages, macros, and modules. It also shows you the options of creating tables in design view, creating tables by using wizard, and creating tables by entering data.

8 Description des objets
Table Garde les donnees Forme Facon de rentrer, montrer, imprimer des donnes entree Reponds aux questions concernant les bases de donnees. Rapport Presente les donnes en table ou entrees Page Document HTML postes sur le Web It is also necessary to know the following descriptions of these objects. A table stores data about a person, place, or thing and is the basic element of any database. A table appears to be columnar in appearance, with each record in a separate row of the table and each field in a separate column. A form provides a convenient way to enter, display and/or print the data in a table. A query answers questions about the database. A report presents the data in a table or query in an attractive fashion on the printed page. A page is an HTML document that can be posted to the Web and can be viewed in a web browser.

9 Decrire les Objets Macro Module
Automatise la performance des taches repetes Module Fournit un plus grand degre d’automatisation The final two objects used are macros and modules. A macro consists of commands that are executed automatically one after another to automate the performance of any repetitive task. A module provides an even greater degree of automation through programming in Virtual Basic.

10 Tables: la vue du dessin
Utilise pour definir la table Utilise pour specifier les filieres Utilise pour modifier les definitions des tables. There are two ways to view a table in Microsoft Access. The first way is to use the design view. The design view is used to design the table initially, to specify the fields, and to modify the table definition.

11 Affichage de la vue de dessin
This is just a quick view of the design view. You can see the different rows and columns.

12 Tables: la vue des bases de donnees
Utilise pour modifier, ajouter, effacer les tables La 1ere ligne contient le om des filieres. Les lignes additionels contiennent d’autres donnes. Chaque colonne represente une filiere. The datasheet view is the other way to view a table in Access. With the database view, you can add, edit, or delete records. The first row in the table contains the field names and each additional row contains records (the data). Each column represents a field (one fact about the data).

13 Affichage de la base de donnees
Nom de filiere This is a view of the datasheet view. You can see the first row is made up of the field names. There are also some symbols which are explained in the next slide. Les crayons indiquent des donnes Les Asterisk apparaissent pres de la donnee inexistate.

14 Quiz: Question 1 Quelle sequence represente la hierarchie des termes du plus petit au plus grand? Base de donnees, table, entrees, filieres filieres, entrees, table, bases de donnees entrees, filieres, table, bases de donnees filiere, entrees, base de donnees, table

15 Quiz: Question 1 reponse
Which sequence represents the hierarchy of terms from smallest to largest? Base de donnees, table, entree, filiere filiere, entree, table, base de donnees record, field, table, database field, record, database, table

16 Descriptions des termes de Access
Triangle L’entrée a ete enregistree crayon Fonctionne mais n’est pas sauvee Asterisk Entrée vide a la fin d’une table Point d’insertion Barre verticale clignotante Cles primaire Cle primaire pour chaque entree You should understand what each of the symbols mean. A triangle icon means that the record has been saved to the disk. A pencil means that you are currently working on the record but the record has not been saved. An asterisk appears next to the blank record at the end of every table. An insertion point is a flashing vertical bar which appears at the point where text is being entered. The primary key is a field or combination of fields that is unique for very record in the table.

17 Ouvrir une base de donnees
demarrer Access Cliquez sur “ouvrir le fichier existant” Surlignez la base de donnees desiree Cliquez sur OK pour ouvrir la base de donnees Let’s start with the very basics of Microsoft Access. To open Access, click start in the lower left hand corner of the screen. Move the cursor over the programs and select Access. A screen will prompt the user to start a blank database or open an existing file. Click the circle next to “open an existing file” and click the file name you wish to open. Click OK to open this database.

18 Comment ajouter une nouvelle entrée?
Baisser la barre d’insertion Cliquez sur nouvelle entrée Ue nouvelle entrée apparait au bas de la page You will need to add a new record when you are entering data into your table. You add a new record by pulling down the insert menu and clicking “new record”. The new record will then appear at the bottom of the datasheet.

19 Comment quitter Access?
Fermez les tables et les bases de donnees Baissez la barre de Menu Cliquez sur Fermer et OUI Cliquez sur Quitter When you want to exit Microsoft Access, the first thing you do is close all of the tables and databases you are working on. Then pull down the file menu and click close. Answer yes to save any changes. Then pull down the file menu again and click exit. You will now be out of the Microsoft Access Program.

20 Quiz: Question 2 Un crayon indique que: Une entrée a ete enregistree
Une entrée n’a pas ete enregistre.

21 Quiz: Question 2 reponse
Un crayon indique: Une entrée a ete enregistree Une entrée n’a pas ete enregistree

22 Nouvelle Lecon!!!

23 Lecon #2 – Formes, entrees, et rapports
vous: Apprendrez les bases des formes des entrees et des rapports. Pourrez faire des aditions de base, modifier et dillater des entrees. Comprendre le concept de validation des donnees. The Microsoft Access database can contain as many as seven different types of objects. In this lesson, the student will be familiarized with three of these objects, forms, queries, and reports. The student will be: 1. Introduced to forms, queries, and reports 2. Taught how to add, edit, and delete a record 3. Able to demonstrate data validation

24 Formes revisees Total de 5 donnees Actuelle donnee
Forms provide interfaces that are easier to understand and use than tables. The status bar at the bottom of the form indicates which record you are currently viewing. Total de 5 donnees Actuelle donnee

25 Entrees Revisitees Total des entrees Mis par titres et auteurs
A query consists of a question and an answer. The results of a query resemble those in a table with the difference being that the query contain selected records and the selected fields for those records. Thus, a query may list the records in a different order than does a table. Total des entrees Mis par titres et auteurs

26 Rapports Revisites A report presents the records of a table or query in a professional output. Because they are in a more presentable fashion, they are preferable to printing tables or queries.

27 Utilise la commande trouvee
Cliquez sur filiere Cliquez sur Editer Cliquez trouver pour une boite comme celle de droite. The Find command is very useful when attempting to find a particular record within a large quantity of records. To use the find command, first open a desired table. Click the field in which you wish to search within. This will highlight all the records in the column. Pull down the Edit menu and click Find.

28 Plus sur la commande trouver
Entrez une phrase dans trouvrer Cliquez sur la commande “trouver prochain” Access se deplacera sur le prochain In the Find What text box, enter a phrase that describes the record you are looking for. You can narrow down the results by choosing the field to look within. Clicking the Find Next command, will prompt Access to find this particular record within all the records.

29 QUICK TIP!!! Racourci pour “rechercher”
As with all the other Microsoft Office programs, Access provides many shortcut buttons on its toolbar. These convenient buttons increase work speed and thus heighten productivity and efficiency. An example of these shortcut buttons is the find button. The fastest way to find a record is to click the shortcut find button located on the Microsoft Access toolbar represented by a pair of binoculars. Clicking this button will cause the Find dialog box to pop up without having to access the command from the edit menu. Racourci pour “rechercher”

30 Quiz: Question 1 Le raccourci pour rechercher peut etre accede en cliquant sur le symbol localise sur la barre d’outils? loupes Lightning Bolt jumelles Point d’interrogation

31 Quiz: Question 1 reponse
Le raccourci pour rechercher peut etre accede en cliquant sur le symbol localise sur la barre d’outils? loupe Lightning Bolt jumelles Point d’insertion

32 La commande de remplacement
Cliquez sur filiere Cliquez sur le raccourci pour rechercher Cliquez sur le bouton de remplacage Tappez une phrase a remplacer par une autre et cliquez sur OK. The replace command incorporates the find command and allows you to not only to locate specific records but also to alter them. It is very useful when it is necessary to make a change to a large quantity of identical records. To demonstrate this, click on a field to highlight its records. Click edit and click Find. Click on the Replace tab. Type in a phrase next to the Find what text box and the phrase you want to replace it with in the Replace with text box. By clicking OK, all the words in the Find what text box will be changed to the ones in the Replace with text box.

33 La commande annuler Utiliser pour annuler une action
Baissez la barre de menu Cliquez sur annuler frappe La derniere commande effectuee est annulee Mistakes arise and can be reversed by using the Undo command. To use this function, pull down the edit menu and click on undo typing. This will allow you to undo the last command. While the Undo command is common to all Microsoft Office applications, Access enables the undo of only the most recent command. The fastest way to access the undo command is to click the shortcut undo button also located on the Microsoft Access toolbar. Raccourci pour annuler

34 La commande effacer Cliquez sur n’imoprte quelle entree
Cliquez sur selectionner une entrée dans le menu d’edition. Appuyez sur la touche efface L’image de gauche confirme cette action. Delete Key The delete command allows the user to remove any unwanted records in a particular database. To use this function, click on any record to select it, the record should be highlighted. Pull down the edit menu by clicking edit. Click on select record to selected the entire record. Press the delete key on the keyboard to delete this record. A prompt similar to the one shown above will appear confirming the deletion of the record. Keep in mind that Microsoft Access only allows the most recent events to be reversed by using the undo command.

35 Quiz: Question 2 Si Coco veut trouver tous les livre ecrits par un auteur particulier, laquelle de ces commandes utilisera t’il? Remplacer Annuler Effacer Rechercher

36 Quiz: Question 2 Answer Si Coco veut trouver tous les livre ecrits par un auteur particulier, laquelle de ces commandes utilisera t’il? Remplacer Annuler Effacer Rechercher

37 Validation des entrees
Cliquez sur une donnee qui necessite une entrée numerique. Attentat de rentrer un donnee non numerique Appuyer sur la touche tab pour aller sur l’autre filiere. Access affichera une boite de dialogue qui determinera que l’entrée est invalide Data validation is a crucial part of any system. It anticipates errors that the user may make and rejects those errors prior to accepting data. This can be demonstrated by typing a non-numerical value into a record that requires a numerical entry (i.e. zip code, copyright date). Microsoft Access will detect this as an invalid value and a dialog box will appear indicating this.

38 Faire un rapport Cliquez sur la fenetre des bases de donnees
Cliquez sur nouveau rapport Selectionnez Rapport Wizard et cliquez OK Cliquez la double fleche(>>) Cliquez Terminer Reports are used to put information from a table into a presentable fashion. Creating reports is made fairly simple with the report wizard that comes with Microsoft Access. Click the reports button in the database window. Click new report and select the report wizard. Add all the fields from the table by clicking the double arrow button. Click finish and you will have made a report in Microsoft Access.

39 Assistant office Un clic montre l’assistant office
Cliquez sur la trombone Tapez la question When all else fails, Microsoft Access provides its own interactive Office Assistant. To access the assistant, click on the help menu and click on show the office assistant. Click on the assistant represented by a paper clip. From this point, the user can select a topic from the menu or type in a question to be answered.

40 Quiz: Question 3 si Deo veut mettre les entrees de la liste de ses livres dans une table dans une page prsentable et imprimable, quel genre de proces doit il utiliser? Forme Rapport Entrée Base de donnees

41 Quiz: Question 3 reponse
si Deo veut mettre les entrees de la liste de ses livres dans une table dans une page prsentable et imprimable, quel genre de proces doit il utiliser Forme Rapport Entrée Base de donnees

42 Nouvelle Lecon!!!

43 Lecon #3 – filtres et sortage
Vous : Aurez une comprehension des filtres et des sortes. Serez capable de filtrer par selectio ou par forme. Apprendrez a sorter par ordre croissant et par ordre decroissant. Microsoft Access, as with many other Microsoft programs, is suitable for both slow workers and those who have to work in a hurry. When there is no time to make a report, luckily there is an easier and faster way to make obtain information from a database. In this chapter, the student will be familiarized with filters and sorting and learn how these concepts apply to databases.

44 Qu’est-ce-que les filtres par sorte?
Un filtre montre un sous ensemble de donnees par rapport a certains criteres. Une liste par sorte arrange ses criteres d’une certaine maniere. Filters and sorts are most useful in organizing large groups of data. A filter simply “filters out” the records that the user does not wish to display and shows only those specified by the user. A sort works in conjunction with a filter and sorts the records from the filter in a given sequence (I.e. alphabetically, numerically, etc)

45 Comment aident ils? Deo veut savoir le prix de certains livres sur sa liste, il peut utiliser la commande de filtre. Coco veut organiser ces livres par auteurs, elle peut utiliser la commande de sortes. Filters and sorts can help college students like Deo and Coco to quickly gather information from a database. For instance, if there were books on Deo’s book list by a particular author that he wanted to check, he could use the filter command to view only those books written by that author. Furthermore, he can then sort these books alphabetically to make the information easier to read.

46 Filtrer par selection Cliquez la cellule qui contient la valeur du critere desiree Cliquez sur filtrer par Selection The easiest way to implement a filter is to click in any cell that contains the value of the desired criterion (i.e. any record that contains Johnson). Then click the shortcut filter by selection button on the Access toolbar. The result will be a database filtered so that only those records with the author Johnson will show up. Filtre par selection

47 Filtrer par selection Une liste filtree par l’auteur filtree
This is an example of a filtered view of a table I which the user wishes to only see those books that are written by the author, Johnson. The status bar on the bottom of the screen shows that this is a filtered list and that there are three records that satisfy the criteria. Note that the book titles are displayed in alphabetical order. filtree

48 Filtrer par Forme Cliquez sur le bouton Filtrer par forme
Selectionnez les criteres a partir du menu. An alternate and more efficient way to apply a filter is to use the filter by form command. Clicking the filter by form button will a screen on which the user can select criteria from a drop-down menu for every field in the database. This allows the user to apply multiple criteria simultaneously. The most useful advantage of filtering by form is that the user can specify relationships within a given criterion (i.e. books with a copyright year greater than 2000). Filtering by selection, on the other hand, requires that the user specify criteria equal to an existing value. Another advantage of filtering by form is that the user can specify alternative criterion (i.e. book titles with copyright year of 2000 and book titles by author Johnson). This is done by clicking the “or” tab located on the bottom of the screen. “Ou” Tab Etablir un critere

49 Quiz: Question 1 Un filtre: Liste les donnes dans un ordre specifique
Montre un sous-ensembbe de donnes en accord avec les criteres specifiques Enleve des donnes d’une filiere permanente Cree une version imprimable de la table. Cree une version imprimable de la table.

50 Quiz: Question 1 reponse
Un filtre: Liste les donnes dans un ordre specifique. Montre un sous-ensemble de donnes en accord avec les criteres specifiques. Enleve des donnes d’une filiere permanente Cree une version imprimable de la table.

51 Sortes Cliquez sur sort Cliquez sur le sort croissant ou decroissant
The sort command allows the user to list the records within a field in a specific sequence. To use this command, click in the field on which you want to sequence the records. Click on either the sort ascending or sort descending button on the Access toolbar. The sort ascending button is appropriate for names while the sort descending button is more appropriate for numeric fields. decroissant croissant

52 Par ordre croissant La filiere de l’auteur est classee de A-Z
The sort ascending button is appropriate for fields such as last name, if you want to display the records with the smallest value listed first.

53 Par ordre decroissant La filiere de quantite va du plus large au moins large The sort descending button is appropriate for numeric fields such as salary, if you want to display the records with the highest value listed first.

54 Quiz: Question 2 Pour arranger les valeurs numeriques, la commande a utiliser est: Par ordre croissant Filtrer par Forme Par ordre decroissant Filtre par Selection

55 Quiz: Question 2 Reponse
Pour arranger les valeurs numeriques, la commande a utiliser est: Par ordre croissant Filtrer par Forme Par ordre decroissant Filtre par Selection

56 Enlever les bouttons de filtre
Cliquer sur ce bouton enlevera le filtre La table complete sera affcichee de nouveau By clicking the Remove Filter button, it will display the complete table at any time. Remove Filter Button

57 Nouvelle lecon!!!

58 Lecon #4 – bases de donnees reliees
Vous: Aprendrez ce qu’est une base de donnes reliee Apprendre pourquoi l’utiliser Saurez l’utiliser et la creer Apprendrez a utiliser l’outil de reference d’integrite The power of Access is seen in its ability to demonstrate relationships between multiple tables. The use of such functions becomes apparent as more and more databases are added. With each database, common areas can be related. These four points are the objectives of this section. The student will learn what a relational database is and why it should be used. They will also become more skilled at creating and utilizing relational databases. Lastly, they will learn how to use the referential integrity tool.

59 Qu’est ce qu’une relation de bases de donnees ?
La plus part des bases de donnes contiennent une table. Le bases de donnes reliees contiennent au moins 2 tables. Montre les relations entre plusieurs tables. Permet a l’utilisateur de sortir des donnes sous une seule demande. Start from the most basic explanation of databases. The most generic database will contain only one table. This is very simple and information can be retrieved using the scroll bar or sorting functions. A relational database contains more than one table. With more tables, the amount of information is multiplied and it becomes hard to locate certain things or to view certain groups of information. The key to a relational database is to relate certain information such as names, crops, and area so that you can view all related information which pertains to each category. A finished relational database can be used to retrieve all the necessary information regarding one category using a single query. Try and keep another computer and perform the tasks in the presentation. Perform example queries to show how it is a hassle to do it every time.

60 Quelle est l’utilites des relations de bases de donnes?
Supposons que Deo veuille savoir l’emplacement de la publication pour le sujet “les fondements de la Psychologie” Il utilisera les tables suivantes Relational databases can help students like Deo who want to know more information about their college books.

61 Tables de Publications
Table de livres These three tables represent tables that are related. The Books table is related to the Publications table by Book ID and the Books table is related to the Topic table by topic ID. Table de sujets Tables de Publications

62 Comment est il utilise? Cherchez la table du livre pour creer l’Identification d’un livre. Cherchez la table de publication pour cette identification pour obtenir l’emplacement de la publication. Repetez ces etapes pour trouver le sujet In order to find the necessary information, Deo would have to first search the books table for the title of the book “Fundamentals of Psychology” in order to obtain the Book ID. He would use this Book ID and search for it in the Publication table to obtain the publication place. To find the topic, Deo would again have to search the books table for the title of the book “Fundamentals of Psychology” in order to obtain the Topic ID. He would use this Topic ID and search for it in the Topic table to obtain the topic of the book. This relationship between the Books table and the other two tables is called one-to-many relationship.

63 Quiz: Question 1 Quel est le nombre minimum de table necessaire pour creer une relation de bases de donnes? 1 2 3 4 5

64 Quiz: Question 1 reponse
Quel est le nombre minimum de table necessaire pour creer une relation de bases de donnes? 1 2 3 4 5

65 Un apercu Bases de donnees contenant 3 tables: Livres Publications
Sujets This is an overview of how we are going to set up relations between the databases. There are three databases we are going to use as examples. The first one is called Books, the second one is called Publications, and the third one is called Topics.

66 bDessiner une relation
Dessiner une relation en utilisant l’identification du sujet Entre les tables de livres et les tables de sujets We are going to draw a relation between Book ID’s which is an entry in both the Books database and the Publications database. The usefulness of such a task is that in the future, we are able to retrieve all information which relates to Book ID. For example, if we wanted to know the place of publication name, as well as the type of cover, we can do it with one query instead of two.

67 Comment creer les relations
Fermer toutes les fenetres a la page principale Now we will learn how to create relationships between tables using Access. Start by closing all windows and starting at this basic screen.

68 Etablir les relations Cliquez sur Outils et selectionnez Relations.
Cliquez sur le cote droit de la souris Selectionnez Montrer la table Ajouter les tables de sujets et de livres. To set up the relationship between two tables, first click on tools and scroll down to relationships. Right click anywhere on the screen, and select show table. Highlight books to add it and highlight publications to add it.

69 Modifier les relations
Cliquez 2 fois n’importe ou sur la partie grise. Le menu d’edition des relations apparait Selectionnez Creer un Nouveau… Now, double-click anywhere on the gray area. The Edit Relationships dialog box will pop up. This is the main menu for beginning to draw relationships between the selected databases. Click Select New.

70 Etablir les relations Selectionnez le sujet a la gauche et le livre a la droite pour le nom de la table. Selectionnez l’identification du sujet a la droite et a la gauche du nom de la colonne. Now, we must select the two tables we are going to establish relationships for. On the left table, select Books, on the right table, select Publications. Now, this is the category which we will relate the two databases with. Lets select Book ID for both the left column and the right column.

71 Plus sur les relations! Selectionnez le sujet dans la table.
“+” permet d’avoir un acces facile a: Entrée en rapport avec les donnes de bases. L’affichage des donnes correspondantes. Now, double click on the Publications table. You can see that there is a “+” sign on the left of the first entry. Click on it. This brings you directly to all the other entries which is related to Book ID. From here, it is easy for you to view related data between both tables which correlate to Book ID, and also change it if you wish.

72 Plus sur les relations! Cliquez sur Outils et selectionnez relations.
Vous devez voir cet ecran.

73 Reference d’integrite
Utilise pour eviter les erreurs lors de l’entre des donnes Cliquez 2 fois sur les lignes entre les tables Cliquez sur renforcer les references d’integrite Cliquez sur Ok With data entry, it is often important to make sure that data is consistent. We are going to set up Referential Integrity. Referential Integrity is a function which is used to make sure that data is consistent between related databases. Go back to the relationships screen. Double click on the line between the two tables. This is the Edit Relationships menu. Click ok on Referential Integrity menu and click enforce referential integrity. An error message will be displayed if the data is inconsistent.

74 References des integrites
Remarquez le 1 et le signe de “l’infini” Ca montre la nature de la relation. C’est une relation parmis tant d’autres. Il ya un sujet pour chaque livre Il ya plusieurs livres par sujet.

75 Quiz: Question 2 Les references d’integrite sont utilisees pour:
Verifier l’eppelement Assurer la consistence des nombres Assurer que les donnees sont consistantes avec d’autre donnees reliees Assurer que les bases de donnees sont compatibles.

76 Quiz: Question 2 Reponse
Les references d’integrite sont utilisees pour: Verifier l’eppelement Assurer la consistence des nombres Assurer que les donnees sont consistantes avec d’autre donnees reliees. Assurer que les bases de donnees sont compatibles.

77 Chapitre Complet!

78 Realise par: Mark Rabinowitz Jimmy He Sen Lin Hannah Chang
Eva Goudiaby Armel Bokam