Ken Goldberg Database Lab Notes

Lab 3 Relationships in ER Diagram and Relationships in MS Access

MS Access Lab 3
Summary
• Introduction to Relationships
• Why Define Relationships?
• Relationships in ER Diagram vs. Relationships in MS Access
• Creating Relationships Between Tables
o One-to-Many Relationship (1:N)
o Many-to-Many Relationship (M:N)
• Creating a Field/Column that looks up or lists values in tables
o Creating a field that looks up data from another table
o Creating a field that lists values from another table

1. Introduction: What is a Relationship?

Definition in class: An association between 2 (or more) separate entities.
Definition in MS Access: An association between 2 common fields (column) in two tables.

There are three types of relationships:

• One-to-One (1:1)
• One-to-Many (1:N)
• Many-to-Many (M:N).

2. Why Define Relationships?

After you've set up different tables for each subject in your Microsoft Access Database, you need
a way of telling Microsoft Access how to bring that information back together again. The first step
in this process is to define relationships between your tables. After you've done that, you can
create queries, forms, and reports to display information from several tables at once. For
example, the form in Fig. 1 includes information from five tables:

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Fig. 1: A Form Using Information from Five Tables

How do relationships work?
In the previous example in Fig. 1, the fields in five tables must be coordinated so that they show
information about the same order. This coordination is accomplished with relationships between
tables. A relationship works by matching data in key fields — usually a field with the same
name in both tables. In most cases, these matching fields are the primary key (see footnote of

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page 5) from one table, which provides a unique identifier for each record, and a foreign key in
the other table. For example, employees can be associated with orders they're responsible for by
creating a relationship between the “Employees” table and the “Orders” table using the
EmployeeID fields (which we will show later).

3. Relationships in ER Diagram vs MS Access

3.1 Relationships in ER Diagram

Let’s take a look at the relationship between the “EMPLOYEE” entity and the “ORDER” entity in
Fig. 2. ‘Takes’ is a one-to-many relationship. The ‘Takes’ relationship can be converted into an
MS Access relationship as shown in Fig 3.

Fig. 2: Relationships in ER diagram

3.2 Relationships in MS Access

Please refer to Fig. 3, which corresponds to the relationship in ER diagram shown in Fig. 2.

4. Creating Relationships Between Tables

Again, we will be using Northwind Sample Database. Please oOpen it as before from Help
menu.

4.1 One-to-One relationship

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Fig. 3: Relationships in MS Access Relationship View

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In a one-to-one relationship, each record in Table A can have only one matching record in Table
B and each record in Table B can have only one matching record in Table A. This type of
relationship is NOT common, because most information related in this way would be in one table.
You might use a one-to-one relationship to divide a table with too many fields, to isolate part of a
table for security reasons, or to store information that applies only to a subset of the main table.
For example, you might want to create a table to track employees participating in a fundraising
soccer game.

4.2 One-to-many Relationship

A one-to-many relationship is the most common type of relationship. In a one-to-many
relationship, a record in Table A can have many matching records in Table B, but a record in
Table B has only one matching record in Table A. Refer to Fig. 4 for Supplier table as A, and
Products table as B.

Defining a One-to-many Relationships between Tables

1. Close any tables you have open. You can't create or modify relationships between any open
tables.
2. If you haven't already done so, switch to the Database Window. You can press F11 to switch
to the Database window from any other window.
3. Click Oon the menu Ribbon Click Database Tools Relationships (Note: when you do
this, the toolbar Ribbon in the window will look different, refer to Fig.3) If the relationships are
already defined for the database, a relationship view of the current database will show up and
look like Fig. 5.
4. If your database does not have any relationships defined, the Show Table dialog box will
automatically be displayed (Fig. 6). Add the tables that you want to relate. When the Show
Table dialog box isn't displayed, in the Relationships View (which you originally accessed
via the menu Tool Datasheet →Relationships), click on menu relationships Design
→ Show Table or right-click and select Show Table.

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Fig. 4 One-to-Many Relationship

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Fig. 5 Relationships View of a Northwind Database

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Fig. 6 Sample “Show Table” Dialog Box

5. Once in the relationship view you have all the tables you want to relate, then you need to
define the relationship between any two tables by dragging the field that you want to relate
from one table to the related field in the other table (refer to Fig. 7). To drag multiple fields,
press the CTRL key and click each field before dragging them. In most cases, you drag the
primary key1 field (before which a key sign is displayed in bold text) from one table to a
similar field (often with the same name) called the foreign key2 in the other table. The related
fields are NOT required to have the same names (Note it is good practice to do so since it
reminds you where the relationship comes from), but they MUST have the same domain (or
data type3) and contain the same kind of information. In addition, when the matching fields
are Number fields, they must have the same FieldSize property setting. The two exceptions
to matching data types:
• you can match an AutoNumber field with a Number field whose FieldSize property
is set to Long Integer

1
Primary key: one or more fields whose value or values uniquely identify each record in a table. In a
relationship, a primary key is used to refer to specific records in one table from another table.

2
Foreign key: one or more table fields that refer to the primary key field or fields in another table. A
foreign key indicates how the tables are related. The data in the foreign key and primary key fields must
match. For example, the Products table in the Northwind sample database contains the foreign key
SupplierID, which refers to the SupplierID primary key of the Suppliers table. Using this relationship, the
Products table displays a supplier name from the Suppliers table for each product.

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Data type: the attribute of a variable or field that determines what kind of data it can hold. For example,
the Text and Memo field data types allow the field to store either text or numbers, but the Number data type
will allow only numbers to be stored in the field. Number data type fields store numerical data that will be
used in mathematical calculations. Use the Currency data type to display or calculate currency values.
Supported data types include field data types, Visual Basic data types, and query parameter data types.

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• you can also match an AutoNumber field with a Number field if both fields have
their FieldSize property set to Replication ID.
6. Once you have created the relationships, the Edit Relationships dialog box is displayed as
shown in Fig. 8. Check the field names displayed in the two columns to ensure they are
correct. You can change them if necessary. Set the relationship options if necessary. For
information about a specific item in the Relationships dialog box, click on the question mark
button (the cursor would now have a floating question mark next to it) and then click on the
item.
7. Click the Create button to create the relationship.
8. Repeat steps 5 through 8 for each pair of tables you want to relate.

Fig. 7: Creating a relationship between 2 tables

Notes
• You can edit the relationship between the two tables later on, by just double-clicking on the
Relationship Line (shown in both Fig. 5 and Fig. 7) connecting the two tables in
Relationships View. Please keep in mind that when you delete table from the Relationship
Views, it only changes the layout you see but not the relationship itself.
• When you close the Relationships window, Microsoft Access asks if you want to save the
layout. Whether you save the layout or not, the relationships you create are saved in the
database.
• If you need to view all the relationships defined in the database, click Design→Show All
Relationships on the toolbarRibbon. To view only the relationships
defined for a particular table, click the table, and then click Show Direct Relationships
on the toolbarRibbon.
• If you need to make a change to the design of a table, you can right-click the table you want
to change, and then click Design Table Design.
• You can create relationships using queries as well as tables. However, referential integrity4
isn't enforced with queries.
• To create a relationship between a table and itself, add that table twice. This is useful in
situations where you need to perform a lookup within the same table. For example, in the

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Referential integrity: Rules that you follow to preserve the defined relationships between tables when you
enter or delete records. If you enforce referential integrity, Microsoft Access prevents you from adding
records to a related table when there is no associated record in the primary table, changing values in the
primary table that would result in orphan records in a related table, and deleting records from the primary
table when there are matching related records in a related table.

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Employees table in the Northwind sample database, a relationship has been defined
between the EmployeeID and ReportsTo fields, so that the ReportsTo field can display
employee data from a matching EmployeeID.

Fig. 8: “Edit Relationships” Dialog Box

4.3 Many-to-many Relationship

In a many-to-many relationship, a record in Table A can have many matching records in Table
B, and a record in Table B can have many matching records in Table A. This type of relationship
is only possible by defining a third table, called a junction table, whose primary key consists of
two fields: the primary keys from both Tables A and B. A many-to-many relationship is really
two one-to-many relationships with a third table. For example, the Orders table and the Products
table in Fig. 9 have a many-to-many relationship that's defined by creating two one-to-many
relationships with the Order Details table.

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Fig. 9: Many-to-many Relationship

Defining a Many-to-many Relationship between Tables

Fig. 10 shows a relationship view for Northwind database containing a many-to-many relationship
between Products and Orders. Please refer to it while you understand the following steps.
1. Create the two tables that will have a many-to-many relationship.
2. Create a third table, called a junction table, and add fields with the same definitions as the
primary key fields from each of the other two tables to this table. In the junction table, the

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primary key fields function as foreign keys. You can add other fields to the junction table,
just as you can to any other table.
3. In the junction table, set the primary key to include the primary key fields from the other
two tables. For example, in an Order Details junction table, the primary key would be made
up of the OrderID and ProductID fields. (Note: You can set multiple fields as the primary
key by highlighting multiple rows (which correspond to fields) which you want to be part of
your primary key in Design View, and then on the Ribbon click on EditDesign Primary
Key. Alternatively you can also use the primary key button in the tool bar)
4. Define a one-to-many relationship between each of the two primary tables and the
junction table.
5. To add data to the tables, create a form5 that works with more than one table.

Note:
In the Northwind sample database, a many-to-many relationship exists between the Orders and
Products tables. One order in the Orders table can include multiple products from the Products
table. In addition, a single product can appear in many orders. In the sample database, the Order
Details table is a junction table between the Orders table and the Products table.

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Form: a Microsoft Access database object on which you place controls for taking actions or for entering,
displaying, and entering data in fields.

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Fig. 10: Junction Table in a Many-to-many Relationship in Northwind 2007.accmdb

5. Creating a field that looks up or lists values in tables

5.1 Lookup Wizard
When you set up the fields for the table, you can create a field that displays either of two kinds of
lists to make data entry simpler by means of Lookup Wizard:
• Lookup list that displays values looked up from an existing table or query
• Value list that displays a fixed set of values that you enter when you create the field

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We will introduce how to use the lookup wizard in design view to generate lookup list and value in
the following two sections.

Creating a field that looks up data from another table in Design view

Lookup List
The most common Lookup list displays values looked up from a related table. For example, the
SupplierID Employee field in the Products Orders table of the Northwind sample database
displays the Lookup list as shown in Fig. 11.

Fig. 11: Look up List

You can add a new Lookup field in either design view or datasheet view of tables. However, if the
field you want to use as the foreign key for a Lookup field already exists, you must open that
field's table in Design view to define the Lookup field. For example, assume you already have an
Suppliers Employees table filled with data, now you want to create an Products Orders table
containing an SupplierID EmployeeID field whose contents should come form from the
Suppliers Employees table. You can make the data entry simpler for this by changing it to a
Lookup field, so that a drop-down list containing all supplier employee nameIDs from Suppliers
Employees table will be available when you start to enter data into Products Orders table. In
order to do this, you must open the Products Orders table in Design view to change SupplierID
EmployeeID to a Lookup field. Here are the steps to follow:
1. Open the table in Design view.
2. Do one of the following:
• If the SupplierID EmployeeID field is not defined yet, right click in the row below
where you want to add the field, and then click Insert Rows on the
toolbardropdown menu, or to add a new field at the end of the table, click in the first
blank row. Type SupplierID EmployeeID in the Field Name column, following
Microsoft Access object-naming rules.
• If the SupplierID EmployeeID is already defined, click the corresponding row.

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3. In the ‘Data Type’ column, click the down arrow and select ‘Lookup Wizard’ from the list.
4. Click the option that indicates you want the Lookup field to look up the values in a table or
query.
5. Click Next and follow the directions in the remaining Lookup Wizard dialog boxes.
When you click the Finish button, Microsoft Access creates the Lookup field6 and sets certain
field properties based on the choices you made in the wizard. For information on the properties
that the Lookup Wizard sets, go back to the field that was set by the Lookup Wizard, and click
on the Lookup tab in the Field Properties window (Fig. 12).

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Lookup list field and form: once you've created a Lookup list field, if you add the field to a form,
Microsoft Access copies its definition into the form. You won't have to create the combo or list box and its
Lookup or value list definition for the form. However, if you change the definition of a Lookup or value list
field in the table after adding it to a form, those changes will NOT be reflected in that form. To correct this,
delete the field from the form and then add it again.

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Fig. 12: Properties Listed in the Lookup Tab in the Field Properties Window
Note:
• It is also possible to add a Lookup field to a table that displays values from the same table
that contains the Lookup field. For example, in the Employees table, which has FirstName,
LastName and ReportTo fields, of the Northwind sample database the ReportsTo field can
be created as is a Lookup field that displays data from the FirstName and LastName fields
by looking up the corresponding EmployeeID in the same table.

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Now let’s go back to Fig. 11. It is created by looking up the SupplierID EmployeeID values in the
Suppliers Employees table and by displaying the corresponding Supplier Employee names.
Picking a value from a Lookup list sets the foreign key value in the current record (SupplierID
EmployeeID in the Products Employees table) to the primary key value of the corresponding
record in the original table (SupplierID EmployeeID in the Suppliers Employees table). This
creates an association to the related table to display (but NOT store) the Supplier Employee
names in the record. The foreign key (SupplierIDEmployeeID) is stored but is not displayed. For
this reason, any updates made to the data in the Suppliers Employees table will be reflected in
both the list and records in the Products Orders table. You must define a Lookup field in the
table that will contain the foreign key and display the Lookup list. In this example, the Lookup
list field would be defined in the Products Orders table.

Create a value list field in Design view

Value List
A Value list looks the same as a Lookup list, but consists of a fixed set of values you type in
when you create it. A value list should only be used for values that will not change very often and
don't need to be stored in a table. For example, a list for a Salutation field containing Mr., Mrs.,
or Ms. would be a good candidate for a value list. Choosing a value from a value list will store that
value in the record. It doesn't create an association to a related table. For this reason, if you
change any of the original values in the value list later, they will not be reflected in records added
before this change was made.

1. Open the table in Design view.

2. To insert the field within the table, right click in the row below where you want to add the field,
and then click Insert Rows on the toolbardropdown menu.
3. To add the field to the end of the table, click in the first blank row.
4. In the Field Name column, type the name for the field, following Microsoft Access object-
naming rules.
5. In the Data Type column, click the arrow and select Lookup Wizard.
6. In the first Lookup Wizard dialog box, click the option that indicates you will type in the
values that you want.
7. Click Next and follow the directions in the remaining Lookup Wizard dialog boxes.
Note:
•When you use the Lookup Wizard to create a fixed value list7, Microsoft Access sets
certain field properties based on the choices you made in the wizard.
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
WELL DONE !! YOU HAVE JUST LEARNED HOW TO CREATE DIFFERENT RELATIONSHIPS
BETWEEN TABLES, AND ALSO TO ENHANCE YOUR TABLES USING LOOKUP & VALUE
LISTS
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
Quiz 3
(Due at the start of next class)

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Value list field and form: once you've created the field, if you add it to a form, Microsoft Access
copies its definition into the form. You won't have to create the value list definition for the form.
However, if you change the definition of the value list field in the table after adding it to a form, those
changes will not be reflected in that form. To correct this, delete the field from the form and then add it
again.

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1. Create a database car.mdb, and build 3 tables for a Car Company (choose your own name),
including Customer, VehicleInstance, and Dealership. For each table, create the fields as
follows:
• Customer: CustomerID, CustomerName, City, Discount
• VehicleInstance: VehicleID, VehicleName, Price, Discount
• Dealership: DealerID, DealerName, City, Commission
2. Enter as many tuples/rows of data for the ‘VehicleInstance’ table as you like (>10 instances)
and 10 tuples/rows of data for the ‘Customer’, and ‘Dealership’ tables.

3. Create relationships that connect the different entities according to the following three
requirements:
(Hint: Before you can create a one-to-many relationship between two tables, you need to add
the primary key of the table on the one-side to the table on the many-side so that the two tables
are related by some common field.For many-to-many relationship, build a junction table and then
create two one-to-many relationships) Please enter the data for the new fields too.

a. A dealer can have multiple vehicles and multiple customers

b. A Customer can own multiple vehicles and can also be a client of multiple dealers
c. Each vehicle can belong to only one dealer or one customer.

Further instructions:
For the quiz, please provide:
• screenshots for ALL records in each table, and try to fit 3 tables in a page
• screenshot for ALL relationships in the Relationship window
Please save car.mdb for use in future labs.

To do a screenshot capture, open the window which you want to capture, maximize it (or size it
appropriately) and the do Alt+Print Screen. Then use the Paste command in your word
processing software to import the image into your document.

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