1 Microsoft Access Introduction – Tables and Forms ©Richard Goldman January 2000.

1

Microsoft Access

Introduction – Tables and Forms

©Richard Goldman

January 2000

©Richard L. Goldman

What is a database?

• A data base is a table of data arranged for convenient access.

• A relational database is a collection of related tables.

• With Microsoft Access you can create relational databases.


What is a Database Management Systems?

• A computer programs that allow you to create databases and manipulate the data.

• Microsoft Access is Database Management System.• Other popular database programs:

– Microsoft Works & Claris Works – home use– FileMaker Pro – Mac/Windows– Microsoft FoxPro – developers– Microsoft SQL Server – large organizations– Oracle – large organizations– dbase IV – early db – still around


What is a Table?

Record

• A set of field values is called a record.

Name HairColor Phone Age

Bob Smith Black 456-9876 42

Jane Smith Blonde 456-9876 39

Mary Smith Red 456-9877 13

• The contents of each field is called a field value.

Field ValueFields

• A table contains a group of related fields.


How are Tables Related?

Name Street City State

Bob Smith 123 Adams Salem OR

Jane Smith 55 Oak Salem OR

Mary Smith 472 Circle Boise ID

Name OrderNumb Date Cost

Bob Smith 5878 2-2-2002 250.00

Bob Smith 4357 4-1-2000 39.00

Mary Smith 9984 2-9-2000 5.13

Order Table

Address Table

•Tables can be related to each other if there is a common field in each table.


What are the Rules for Relating Tables?

Name Street City State

Bob Smith 123 Adams Salem OR

Jane Smith 55 Oak Salem OR

Mary Smith 472 Circle Boise ID

Name OrderNumb Date Cost

Bob Smith 5878 2-2-2002 250.00

Bob Smith 4357 4-1-2000 39.00

Mary Smith 9984 2-9-2000 5.13

Order Table

Address Table

One table must have a field with unique data in each record. This field is called the Primary Key.

The matching field in the other table is called the Foreign Key.


What is in an Access Database?

• Access is built around six main objects groups that are available from the Database Window:

1. Tables – Contains all your data2. Queries – Programs that you create to find specific data by

filtering or sorting.3. Forms – Screen that you create to display or input your

data.4. Reports – Pages that you create to print out your data.5. Macros – Small programs that you can create to perform

routine tasks.6. Modules – Programs that can be written to perform simple

or very complex tasks.


What is in each Object Group?

• The Design View allows you create and edit the object you are working with.

• The Datasheet View allows you to see and edit the data you are working with in a table format.

•Most Object Groups that we work with will have a Design View and a Datasheet View.


How do you navigate through the records of a table? In addition to the standard horizontal and vertical scroll

bars, Access has special record navigation buttons.

First Previous Next Last

New Record

You can also type the number of the record that you want into the Record Number box.


How do you know which record is selected in a table?• The Current Record Symbol identifies the

currently selected record.


What is a Query?

• A query is a set of instructions that you give Access that tells it which records and field that you want to display.


How do you create a Query?

• You can use the Query Wizard which guides you through the steps of creating one.

• Or, you can design your own.• You can create a query based on one or

more tables and or other queries.• The query will be sorted on the Primary

Key unless told otherwise.


Creating a Simple Query using the Query Wizard• Select the Queries group from the Database

Window.• Select the New button.• Select Simple Query Wizard and then OK.• Select the table or query to base the new query on

from the Tables/Queries box.• Select the fields that you want from the Available

Fields box and click the > button to add them.• Click the Finish button after you have selected all

the fields that you want.


How do you sort a table or datasheet?• Click anywhere in the column that you

want to base the sort on.

• Click either the ascending or descending button.


How do you print a table or datasheet?• Click the Print button on the toolbar.• Or, select the File menu and then select Print.• Note: If it is a large table or data sheet it will be

broken up and printed on several sheets.• We will be learning to use Queries and Reports to

allow us to print just the data that we want in an easier to read format.


What is a form?

• A form is custom screen display of your data.

• You can create one with as much or as little of your data as you wish.

• You can allow users to enter, edit, or just view whatever data you wish.


How do you create a Form?

• You can use the Form Wizard which guides you through the steps of creating one.

• You can use the AutoForm: wizards.

• Or, you can design your own.

• You can create a form based on one or more tables and or other queries.


What does the AutoForm: Columnar wizard look like?

• The size of the Field Value box represents the size of the of the field.


What does the AutoForm: Tabular wizard look like?


What does the AutoForm: Datasheet wizard look like?


What does the AutoForm: Justified wizard look like?


Can you print a form?

• Yes, just select the File menu and then select print.

• You may print the selected record, a range of records, or all records.

• You may also print by clicking on the print button on the toolbar if you want to print all the records.


How would you print just records 7 through 11?Select the File menu, then select Print.

Click the Pages radio button.

Type in 7 in the From: box.

Type in 11 in the To: box.

Click OK.


What are the features of Help in Access?• Access Help provides the same features as

the Help system in other Windows programs.– Contents– Index– Find


How do you use the Office Assistant?

• Click the Office Assistant button on any toolbar.

• Type a question in the text box.

• Click the search button.

• Choose a topic from the list displayed.


What is a Report?

• A formatted printout of data selected from one or more tables, queries, or other reports.

• Reports allow you to group and present data on paper in a variety of ways.

• You may the create report yourself or use the Report Wizards.

• After creating a report with a wizard, it will be displayed in Print Preview.


What does AutoReport: Columnar look like?


What does AutoReport: Tabular look like?


What does AutoReport: Justified look like?


End

1 Microsoft Access Introduction – Tables and Forms ©Richard Goldman January 2000.

Documents

Transcript of 1 Microsoft Access Introduction – Tables and Forms ©Richard Goldman January 2000.