ACCESS

Microsoft Access

» Access is a database management system.

» This system lets you create and process data.

» A database is a collection of data that is organized in a way that enables you as the user to retrieve it.

Database

TablesQueries

4 types of Objects.

FormsReports

Tables four views

Design View – the structureDatasheet View – the

information

Terminology to Remember

– = cell A name given to a specific piece of information in a record (name, address, etc.)

– = row contains information about a particular person, company, or event

– the basic organization of the information in a database

– (one field) unique

Field

Record

Table

Primary Key

Tables Build the FIELD Structure

Field Names -- name given to a specific piece of information in a record (name, address, etc.)

Data Type – the kind of information included (words or numbers)

Description – a definition of the information included in the fields

Field Size – the size the field needs to be to accommodate all data

Rules, Rules, Rules, Rules

A field name can not exceed 64 characters.

A field name can contain letters, digits, and spaces.

A field cannot contain periods, exclamation points, accent marks, or square brackets.

The field name cannot be repeated in the same table.

Data Type

The type of information to be stored in a particular field can be one of following:Text – Words or numbers that will not be used in

calculations.Number – A number that can be used in a

calculation. This number can be positive or negative.

Currency – A field that contains money information. The information will be displayed with dollar signs, decimal points and two digits.

Yes/No – A signifies yes, a signifies no.

Primary Key

A primary key is a field that is unique. The information CAN NOT repeated in

any record. A good example of a primary key would

be our Social Security Number. This number is unique to each of us.

New Database Named

To create a new Database – Click Blank Database

Try it on your own

When you create a blank database, Access creates the first

table in the database for you and gives it the name Table 1.

You create the structure of the table in Design View. Click on View in the Views group.

Since we haven’t named the table it will prompt you to name your table before

switching to Design View.Save the table as Toys.

*Another Way – You can open a table directly in Design view from The Navigation Pane. Right-click the table name in the

Navigation Pane, and then click Design View on the shortcut menu.*

The Design View of a Table is where the structure is created.

Indicates Primary Key Indicates the size of

the field

Once the structure is complete and saved, the user can input the data. Click the view button to go back to the datasheet view.

This is Data Sheet View of the Table

All data has been added. The Toys Table is complete.

Field Names

Data RecordsRecord Selector

An additional table has been added to the database

The data for the Vendors Table has been added.

Navigation Buttons

First Record

Previous Record

Current Recordof Total Records

Next Record

New RecordTotal

Number of Records

Last Record

New Record

Using Access

Access is straightforward and methodical.The user saves the structure.Access automatically saves the data (records).

Forms

They can be used for data entryForms show individual recordsThey can also be used to edit existing records

instead of using the tableForms can be customized using the WizardForms, just like Tables and Reports have a

Design View and a Datasheet View.

A Form can be used for data entry. Using the Form button, the form is created quickly.This form includes all the fields from the table in the order they appear in the table.

This is Layout View of the Form.

This is Design View of the same Form.

Using Form Wizard, in the More Forms button on the Create tab, the user can select just the fields needed for the form.

This form has the fields requested in the wizard.

Reports

Reports are not used for data entryThey are used to display information about the

table or tables from the databaseReports can be customized using the WizardReports have 4 views. Report, Print, Layout and

Design view.

The Report button on the Create Tab in the Report group is a way to create a report with all fields shown in the order they appear

in the table.

This is Design View of the previous Report.

Using Report Wizard a user can include only the fields needed for the required information. Choose Stock Number, Description, Inventory, and Selling Price

Select Ascending Order

by Descriptionclick Next.

Select Tabular and Portrait Orientation

click Next.

Select Office Style click Next.

Name the Report Toys Report and click

Finish.

Using Report Wizard, only the fields needed were added to the report. This report is in a tabular layout and is easy to read.

This Report is in Report View

This is the previous Report in Design View.