Microsoft Access
Microsoft Access is a powerful
program to create and manage
your databases. It has many built
in features to assist you in
constructing and viewing your
information.
Database File: This is your main file that
encompasses the entire database and that is
saved to your hard-drive or floppy disk.
Table: A table is a collection of data about a
specific topic..
Field: Fields are the different categories
within a Table. Tables usually contain
multiple fields.
Data types: Data types are the properties of
each field. A field only has 1 data type. (text,
number…)
Creating New, and Opening Existing
Databases
This picture gives you the option to:
1. Create a New Database from scratch
2. Use the wizard to create a New
Database
3. Open an existing database
The white box gives you the most recent
databases you have used. If you do not see the
one you had created, choose the More Files
option and hit OK. Otherwise choose the
database you had previously used and click
OK.
Create a database using the Database
Wizard
When Microsoft Access first starts up, a dialog box is
automatically displayed with options to create a new
database or open an existing one. If this dialog box is
displayed, click Access Database Wizards, pages, and
projects and then click OK. (or you can click “New
Database” on the toolbar )
On the Databases tab, double-click the icon for the kind
of database you want to create.
Specify a name and location for the database. (Save it to
your file on the H: drive)
Click Create to start defining your new database
Create a database without using the
Database Wizard
When Microsoft Access first starts up, a dialog box is
automatically displayed with options to create a new
database or open an existing one.
If this dialog box is displayed, click Blank Access
Database, and then click OK.
If you have already opened a database or closed the dialog
box that displays when Microsoft Access starts up, click
New Database on the toolbar, and then double-click the
Blank Database icon on the General tab.
Specify a name and location for the database and click Create.
(Below is the screen that shows up following this step)
Table
Tables
A table is a collection of data about a
specific topic, such as students or
contacts. Using a separate table for
each topic means that you store that
data only once, which makes your
database more efficient, and reduces
data-entry errors.
Tables organize data into columns (called fields) and rows
(called records).
Create a Table from scratch in Design
view
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.
Double-Click on "Create table in Design view".
Define each of the fields in your table.
Under the Field Name column, enter the categories of your
table.
Under Data Type column, enter the type you want for you
categories
Under the Description column, enter the text that describes
what you field is. (This field is optional).
Primary Key
One or more fields (columns) whose value or values uniquely
identify each record in a table.
A primary key does not allow Null values and must always have
a unique value. A primary key is used to relate a table to foreign
keys in other tables.
NOTE: You do not have to define a primary key, but it's usually
a good idea. If you don't define a primary key, Microsoft Access
asks you if you would like to create one when you save the
table.
To do this, simply select the # field and select the primary key button
After you do this, Save the table
Switching Views
To switch views form the datasheet (spreadsheet view) and
the design view, simply click the button in the top-left hand
corner of the Access program.
Entering Data
Click on the Datasheet View and
simply start "chugging" away by
entering the data into each field.
Manipulating Data
• Adding a new row
Simply drop down to a new line and enter the
information
• Updating a record
Simply select the record and field you want to
update, and change its data with what you want
• Deleting a record
Simply select the entire row and hit the Delete Key
on the keyboard
Forms
A form is nothing more than a graphical representation of a table.
You can add, update, delete records in your table by using a form.
NOTE: Although a form can be named different from a table,
they both still manipulate the same information and the same
exact data.
Hence, if you change a record in a form, it will be changed in the
table also.
A form is very good to use when you have numerous fields in a
table.
This way you can see all the fields in one screen, whereas if you
were in the table view (datasheet) you would have to keep
scrolling to get the field you desire.
Create a Form using the Wizard
It is a very good idea to create a form using the wizard, unless you
are an advanced user and know what you are doing. Microsoft
Access does a very good job of creating a form using the wizard.
The following steps are needed to create a basic form:
Switch to the Database Window. You can do this by pressing F11
on the keyboard.
Click on the Forms button under Objects on the left side of
screen
Double click on Create Form Using Wizard
On the next screen select the fields you want to view on your
form. Most of the time you would select all of them.
Click Next
Select the layout you wish
Click Next
Select the style you desire...HINT: if you plan on printing your
form, I suggest you use a light background to save on printer
toner and ink
Click Next
Give you form a name, and select Open the Form and enter
information
Select Finish
You should see your form. To adjust the design of your form,
simply hit the design button (same as with the tables), and adjust
your form accordingly
Reports
A report is an effective way to present your data
in a printed format. Because you have control
over the size and appearance of everything on a
report, you can display the information the way
you want to see it.
Creating a Report
As with the Form, it is a very good idea to create a report using
the wizard, unless you are an advanced user. Microsoft Access
does a very good job using the wizard to create reports.
3Switch to the Database Window. You can do this by pressing F11
on the keyboard.
Click on the Reports button under Objects on the left side of
screen
Double click on Create Report Using Wizard
On the next screen select the fields you want to view on your
form. Most of the time you would select all of them.
Click Next
Select if you would like to group your files. Keep repeating this
step for as many groupings as you would like.
Click Next
Select the layout and the paper orientation you desire
Click Next
Select the style you desire...HINT: if you plan on printing your
report, I suggest you use a light background to save on printer
toner and ink
Click Next
Give you report a name, and select Preview the Report
Select Finish
You should see your report. To adjust the design of your
report, simply hit the design button (same as with the tables),
and adjust your report accordingly
