Advanced Database Features: Updating Files, Indexing, Finding Records, and Revising Tables, Slides of Database Management Systems (DBMS)

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Advanced Relational Features

Updating a File

• Use Windows Explorer
• Copy and then Paste File
• Delete Unwanted File
• Rename File Copy

Indexing

• Provides an Alternative to Sorting
• Provides for Quick Access to Records
• Requires Less Space Than Sorting
• Good for Frequently Used Data

Automatic Indexes

• Primary Key
• Foreign Key
• Field Named Zip Code

Index on Multiple Fields

• Access Table in Design View
• Click the Indexes Button on Toolbar
• Assign Name to Index
• Complete Field Name Columns on Form

Finding Records

• Access Table in Datasheet View
• Click Column Heading Containing Value
• Click Find Button on Toolbar
• Enter Value to Search
• Click Find First Button
• Note: Search is not case sensitive unless
• “Match Case” box is checked.

Revising Table Structure

• Access Table in Design View
• Make Desired Changes
• Add a Field
• Delete a Field
• Revise Field Types
• Revise Column Widths
• Save Changes

Saving/Running a Query

• Complete Query Design
• Click the Save Button on Toolbar
• Assign Desired Name to Query
• Click Queries Tab
• Open Desired Query Name
• Query Results Will Appear

Ordering Rows in a Table

• Access Table in Datasheet View
• Click in Desired Field for Ordering
• Click Sort Ascending or Descending Button
• on Toolbar
• Note: Hold Shift and click row selector
• to select multiple columns to order
• Note: Order of data does not change in table unless data change is saved.

Steps to Print Table Structure

• Access Table in Design View
• Click Tools/Analyze/Documenter on Menu
• Select Objects to Print
• Select Desired Items to Print
• (Only Names, Data Types, Sizes, Properties)
• Click OK Click OK
• Click Printer Icon on Toolbar