a painless introduction to ms access databasing

Lane Medical Library &Knowledge Management Center Resources – Excel/MS Query In Lane catalog... Lane Medical Library &Knowledge Management Center Why Bother with MS Access?... Lane Medi

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Lane Medical Library & Knowledge Management Center http://lane.stanford.edu

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 Launch MS Access

 Open Simple1.mdb

 File/Open

 Using the Help  don’t neglect it!

 Exercise: ask the Office Assistant for “select syntax”

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Lane Medical Library &

Knowledge Management Center

Contents

 Familiarization with MS Acces

 Understanding a simple database

 Basics of SQL querying

 Creating a simple database

 Loading database via MS Excel

 Tools for running SQL queries

 Installation (Windows)

 Selected databases

 Resources & cheat sheet

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Resources – MS Access

Available as eBook Available as eBook

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Resources – Excel/MS Query

In Lane catalog

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Resources – MS Access

Free Online Training Resources

 Using an Access database to store and information (2 min)

 Writing queries (50 min):

http://office.microsoft.com/training/training.aspx?

AssetID=RC010776611033

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Why Bother with MS

Access?

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Why MS Access?

 More: http://office.microsoft.com/en-us/access/HA010429181033.aspx

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Definitions, Definitions…

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 Database: Collection of tables 

 Table

 Collection of records that share a common fundamental characteristic

 E.g., patients and locations can each be stored in their own table

 Schema

 A view that inter-relates tables to each other

 Record

 Basic unit of information in a relational table

 E.g., 1 record per person

 A record is composed of fields

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Table and Field Definitions

How It Looks In Access…

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Main Relational Database Engines

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Understanding Relational

Databases

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Understanding the Relational Principle : A

Simple Database

key (identifier  number unique to table)

“join”

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The Relational Principle in Action

 Related records can be found using a shared key

 Shared key = identifier that is:

 unique to each table

 Can be referenced by another table

 Example: Patients ID = Visits PatientID

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The Database Schema : Your

Roadmap For Querying

 The schema describes all tables and all fields

 Describes relationships between tables

 Crucial in enabling retrievall of desired data

 Simple example:

 Very important

 Must understand schema for accurate querying

 Wrong understanding = wrong results

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Example: The Schema for SRI’s

BioWarehouse System

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Querying MS Access

or any relational database…

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How Relational Databases Are

Queried

 Querying = extracting information out of the database

 … and into something, e.g., Excel

 This is done using the Structured Query Language (SQL)

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Introducing The SQL Select Statement

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Where Alive = ‘Y’;

Important: Everything is MS Access is case sensitive

 LastName ≠ lastName

[ ] = elective

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Realistic

Querying With

the MS Access

Query Builder

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Includes examples and descriptions of each SELECT operator (e.g.,

“group by”)

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Meaningful Queries in Acces

Exercises - Database: Simple2.mdb

1 Returning ordered records

 Querying from a query!

4 Change order of columns

Change sorting of rows

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Uploading

Data in MS

Access

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Importing Data Into Acces From

Access

Important

of columns in Access target table

 No spaces, weird characters

correct type (text, number, date)

 Blanks (not empty cells!) are nasty

 File: LoadingData.xls

Demo:

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http://office.microsoft.com/en-Lane Medical Library &

Creating an Access DB from Excel

 One table per Excel worksheet

 Demo: http://office.microsoft.com/en-us/access/HA012013211033.aspx

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Cool Things You Can Do In Access

 Store entire files in records

 Excel, Word, sounds, pictures anything

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Extras

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Creating Forms Using MS InfoPath

 Really the easiest way to create

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Querying With MS Excel

 Free

 Facilitates writing of a SQL query  graphical

 First, need to find it!

 Search for “MSQRY32.EXE” using “Search for Files or

Folders”

 Search hidden files and folders

 On my disk, it is located in C:\Program Files\Microsoft

Office\OFFICE11

 Once you find it, create a shortcut to it and rename it e.g MSQuery

 move the shortcut to a desired location

 Also needed: creating a data source name

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To Conclude…

 If using Excel is a headache, use MS Access

 Access can work very well on its own

 reasonably easy to learn/use

 Lots of free resources to quickly learn how to use it

 MS Access + Excel = dynamite

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Yannick Pouliot, PhD

lanebioresearch@stanford.edu

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The Nitty- Gritty Details

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How to Query Using MS Query

Steps

1 Make sure you have the requisite driver (next slide)

2. Create a Data Source Name (Windows only)

3 Write your query

4 Get the results back into Excel!

See Lane videorecorded class

Managing Experiment Data Using Excel and Frie nds: Digging Out from Under the Avalanche

for lots more details

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Step1: Getting Drivers

Essential for SQL Querying

 A driver is a piece of software that lets your operating system talk to a

database

 Installed drivers visible in ODBC manager

 “data connectivity” tool

 Each database engine (Oracle, MySQL, etc) requires its own driver

 Generally must be installed by user

 Drivers are needed by Data Source Name tool and querying programs

 Require (simple) installation

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MySQL Driver: Needed to Query

MySQL Databases

 Windows: Download MySQL Connector/ODBC 3.51 here

 Must be installed for direct querying using e.g Excel

 Not necessary if you are using the MySQL Query Browser

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Oracle Driver: Needed to Query

Oracle Databases

 Installing “client” software will also install driver

download

 Must be installed if you are querying

using MS Query or any other query

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Step 2: Creating a Data Source Name

 A Data Source Name (DSN) tells programs on your PC where and how

to query a database

 Populating the fields:

 Data Source Name: Unique name of your choice

 Description: anything

 Server: exactly as given by the database provider

 Port number: as specified by database provider

 Defaults: MySQL: 3306; Oracle: 1521; MS Access: N/A

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 Understanding schema is only way to prevent that

 Not always easy…

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Resources – SQL

The Language to Query Relational Databases

 Beginning SQL, Wilton P & Colby JW : E

http://jenson.stanford.edu/uhtbin/cgisirsi/5AGuKeptoD/GREEN/599601 02/9#holdings

 Oracle SQL*Plus, Gennick, J.

 Beginning MySQL: e-book http://site.ebrary.com/lib/stanford/Doc?

id=10114227

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The Relational Principle in Action

 Related records can be found using a shared key

 Example: Patients ID = Visits PatientID

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