Microsoft Access

2003

ICS 014 – 042 Yazdani

A Few Terms
 Database - a collection of related
information.
 Object - an item in the database such as a
table, query, form, or macro.
 Table - a grouping of related data
organized in fields (columns) and records
(rows) on a datasheet.
A Few Terms
 Field - a column on a datasheet and defines a
data type for a set of values in a table.
 Record - a row on a datasheet and is a set of
values defined by fields.
 Design View - provides the tools for creating
fields in a table.
 Datasheet View - allows you to update, edit,
and delete in formation from a table.
Creating a New
Database
To create a new
database, click on
Create a new file…
New File
Selections
To Create a New Database
 Option 1 – Blank Access Database
 Creates a new blank database.
 After selecting "Blank Access database", you
will first be prompted to specify a location and
name for the database.
 You must save an Access database before
you start working on it.
 Find the folder where the database should reside in the Save in
drop-down menu.
 Type the name of the database in the File name line and click the
Create button.
To Create a New Database
 Option 2 – Blank Data Access Page
 Creates a new blank Data Access Page.
A data access page is a special type of Web
page designed for viewing and working with
data from the Internet or an intranet that is
stored in a Microsoft Access database.
 The data access page may also include data
from other sources, such as Microsoft Excel.
 Data sources can be other Access databases, other types of
databases, Excel spreadsheets, or a Microsoft Data Link.
Data Access Pages
 Data access pages have the following
advantages over printed reports:
 Pages bound to data display current data because
they are connected to a database.
 Pages are interactive. Users can filter, sort, and view
just the records that they want.
 Pages can be distributed electronically by using e-
mail. Recipients will see current data each time they
open the message.
To Create a New Database
 Option 3: Project using existing data…
 Creates a database from an existing
Microsoft Office Access Project.
 Browse to an existing Microsoft Access
Project and click OK.
 Name the database on the next screen.
Microsoft Access Projects
 A Microsoft Access project (.adp) is an Access data file
that provides native-mode access to a Microsoft SQL
Server database through the OLE DB component
architecture.
 Using an Access project, you can create a client/server
application based on forms and reports, or a Web-based
solution based on data access pages, or a combination
of both.
 You can connect the Access project to a remote SQL
Server database, a local SQL Server database, or a
local installation of SQL Server 2000 Desktop engine.
To Create a New Database
 Option 4: Project using new data…
 Creates a new Microsoft Office Access
Project to base a new Access Database
on.
 Browse to an existing data source or click on
the create button.
To Create a New Database
 Option 5: From existing file…
 Creates a new database from an existing
Access database, a Microsoft Access
Project, or a web page.
 Browse to the file you wish to use.
To Create a New Database
 Option 6: From a template
 Creates a new database from an existing
template on your computer or from
Microsoft Online.
 Quickest way to create a database.
 This method works best if you can find and
use a template that very closely matches your
requirements.
Opening an
existing database
 If the database
was opened
recently on the
computer, it will be
listed in the right
window.
 Highlight the
database name
and click OK.
Opening an
existing database
 Otherwise, highlight
"More..."
 From the subsequent
window, click the
"Look In:" drop-down
menu to find the
folder where the
database is located,
highlight the database
name in the listing
and click OK.
Opening an existing database
Database Window
 The Database Window organizes all of the
objects in the database.
 The default tables listing provides links for
creating tables and will list all of the tables
in the database when they have been
added.
Menu Bar Office Links Relationships

Analyze

Properties

New Object
Design View
 Design View customizes the fields in the
database so that data can be entered.
 Primary Key Indexes
Design Field Builder
Sheet/View
Toggle

Primary Key
Marker

Insert/Delete
Rows

Database
Window
Datasheet View
 The datasheet allows you to enter data
into the database
 Design Sorting Filtering Find
Sheet/View
Toggle

Record
Selector

Navigation Buttons &

Record Number New Record Delete Record
Introduction to Tables
 Tables are grids that store information in a
database similar to the way an Excel
worksheet stores information in a
workbook.
 Access provides three ways to create a
table for which there are icons in the
Database Window.
 Double-click on the icons to create a table.
Introduction to Tables
 Create table in Design view will allow
you to create the fields of the table.
 This is the most common way of creating a
table.
Create a Table in Design View
 Design View will allow you to define the
fields in the table before adding any data
to the datasheet.
 The window is divided into two parts:
 a top pane for entering the field name, data type,
and an option description of the field
 a bottom pane for specifying field properties.
 Primary Key Indexes
Design Field Builder
Sheet/View
Toggle

Primary Key
Marker

Insert/Delete
Rows

Database
Window
Introduction to Tables
 Create table using wizard will step you
through the creation of a table.
Introduction to Tables
 Create table by entering data will give
you a blank datasheet with unlabelled
columns that looks like an Excel
worksheet.
Primary Key
 Every record in a table must have a primary key
that differentiates it from every other record in
the table.
 Can designate an existing field as the primary key if
you are certain that every record in the table will have
a different value for that particular field.
 A social security number is an example of a record whose
values will only appear once in a database table.
Primary Key
 Designate the primary key field by right-clicking
on the record and selection Primary Key from
the shortcut menu or select Edit|Primary Key
from the menu bar.
 The primary key field will be noted with a key
image to the left.
 To remove a primary key, repeat one of these
steps.
Primary Key
 If none of the existing fields in the table will
produce unique values for every record, a
separate field must be added.
 Access will prompt you to create this type of
field the first time you save the table and a
primary key field has not been assigned.
 The field is named "ID" and the data type is
“AutoNumber".
Primary Key
 The AutoNumber data type automatically
updates whenever a record is added so
there is no extra work on your part.
 This field serves no purpose to the user,
so you may also choose to hide this
column in the datasheet.
Datasheet Records
 Adding Records
 Add new records to the table in datasheet
view by typing in the record beside the
asterisk (*) that marks the new record.
 You can also click the new record button at
the bottom of the datasheet to skip to the last
empty record.
 Design Sorting Filtering Find
Sheet/View
Toggle

Record
Selector

Navigation Buttons &

Record Number New Record Delete Record
Editing Records
 To edit records, simply place the cursor in
the record that is to be edited and make
the necessary changes.
 Use the arrow keys to move through the
record grid.
 The previous, next, first, and last record
buttons at the bottom of the datasheet are
helpful in maneuvering through the datasheet.
Deleting Records
 Delete a record on a datasheet by placing
the cursor in any field of the record row
and select Edit|Delete Record from the
menu bar or click the Delete Record
button on the datasheet toolbar.
Introduction to Queries
 Queries select records from one or more
tables in a database so they can be
viewed, analyzed, and sorted on a
common datasheet.
 The resulting collection of records, called a
dynaset (short for dynamic subset), is
saved as a database object and can
therefore be easily used in the future.
Introduction to Queries
 The query will be updated whenever the original
tables are updated.
 Types of queries are
 select queries that extract data from tables based on
specified values,
 find duplicate queries that display records with
duplicate values for one or more of the specified fields
 find unmatched queries display records from one
table that do not have corresponding values in a
second table.
Query Wizard
 Access' Query Wizard will easily assist
you to begin creating a select query.
 Click the Create query by using wizard icon
in the database window to have Access step
you through the process of creating a query.
Query Wizard
 From the first window, select fields that will be
included in the query by first selecting the
table from the drop-down Tables/Queries
menu.
 Select the fields by clicking the > button to
move the field from the Available Fields list to
Selected Fields.
Query Wizard
 Click the double arrow button >> to move all
of the fields to Selected Fields.
 Select another table or query to choose from
more fields and repeat the process of moving
them to the Selected Fields box.
 Click Next > when all of the fields have been
selected.
Query Wizard
 On the next window, enter the name for the
query and click Finish.
 You can add more parameters to the query,
if necessary.
Forms
 Forms are used as an alternative way to
enter data into a database table.
Create Form by Using Wizard
 To create a form using the assistance of
the wizard, follow these steps:
 Click the Create form by using wizard
option on the database window.
 From the Tables/Queries drop-down menu,
select the table or query whose datasheet
the form will modify.
Create Form by Using Wizard
 Then, select the fields that will be
included on the form by highlighting each
one the Available Fields window and
clicking the single right arrow button > to
move the field to the Selected Fields
window.
 To move all of the fields to Select Fields,
click the double right arrow button >>.
Create Form by Using Wizard
 If you make a mistake and would like to
remove a field or all of the fields from the
Selected Fields window, click the left
arrow < or left double arrow << buttons.
 After the proper fields have been selected,
click the Next > button to move on to the
next screen.
Create Form by Using Wizard
 On the second screen, select the layout of the form.
 Columnar - A single record is displayed at one time with
labels and form fields listed side-by-side in columns
 Justified - A single record is displayed with labels and
form fields are listed across the screen
 Tabular - Multiple records are listed on the page at a time
with fields in columns and records in rows
 Datasheet - Multiple records are displayed in Datasheet
View
 Click the Next > button to move on to the next
screen.
Create Form by Using Wizard
 Select a visual style for the form from the next
set of options and click Next >.
Create Form by Using Wizard
 On the final screen, name the form in the
space provided.
 Select "Open the form to view or enter
information" to open the form in Form View or
"Modify the form's design" to open it in Design
View.
 Click Finish to create the form.
Reports
 Reports will organize and group the
information in a table or query and provide
a way to print the data in a database.
Using the Report Wizard
 Create a report using Access' wizard by
following these steps:
 Double-click the "Create report by using
wizard" option on the Reports Database
Window.
 Select the information source for the report by
selecting a table or query from the
Tables/Queries drop-down menu.
Using the Report Wizard
 Then, select the fields that should be
displayed in the report by transferring
them from the Available Fields menu to
the Selected Fields window
 Can use the single right arrow button > to
move fields one at a time or the double arrow
button >> to move all of the fields at once.
 Click the Next > button to move to the
next screen.
Using the Report Wizard
 Select fields from the list that the records
should be grouped by and click the right arrow
button > to add those fields to the diagram.
 Use the Priority buttons to change the order
of the grouped fields if more than one field is
selected.
 Click Next > to continue.
Using the Report Wizard
 Ifthe records should be sorted, identify a sort
order here.
 Select the first field that records should be
sorted by and click the A-Z sort button to
choose from ascending or descending order.
 Click Next > to continue.
Using the Report Wizard
 Selecta layout and page orientation for the
report and click Next >.
Using the Report Wizard
 Selecta color and graphics style for the report
and click Next >.
Using the Report Wizard
 On the final screen, name the report and
select to open it in either Print Preview or
Design View mode.
 Click the Finish button to create the report.