Introduction to Microsoft Introduction to Microsoft Access 2003Access 2003

Presenter: Jolanta Soltis

MCSE, MCT, A+

Attendee IntroductionsAttendee Introductions

Your name

Current position

Background in Microsoft Office

Expectations

Course ObjectivesCourse Objectives

In this course you will learn how to:• Understand database concepts and terminology in

Access 2003• Design and create tables• Enter and manipulate data in tables• Use Access queries to select and analyze

information in a table• Create data forms for viewing and inputting data• Create reports that summarize and group data• Perform database maintenance procedures

Access 2003 StructureAccess 2003 Structure

Powerful Relational Database Management System (RDBMS) design to run in Microsoft Windows

–Data can be organized as a set of related tables

Integration with other Office applications allows seamless exchange of data with centralized database

What is Microsoft Access?What is Microsoft Access?

What is an Access What is an Access Database?Database?

Collection of data objects stored with filename extension .mdb (Microsoft database)

Main Access data objects

Tables

Queries

Forms

Reports

Macros

Modules

Pages

Access basic Data ObjectsAccess basic Data Objects

Database

Tables

Queries Forms

ReportsMacro

s Modules

Pages

Access opens with the dialog box shown here

How to open Access?How to open Access?

Database WindowDatabase Window

Database Window– Main database design/management window– Displayed when creating or opening an Access

database– You can use the Objects toolbar to access the

different objects that make up a database

TablesTables

What is table• Basic container for data, arranged as a grid of

rows and columns • Each row contains a single record• Each column represents a field within the record

Access tables• Fundamental data objects in Access

– Forms, queries and reports are all based on tables

• Table Wizard provides automated table creation• Tables can also be created manually for more

precise specification

FormsForms

What is form• Electronic version of paper form• Used to simplify entry of data into an Access database

QueriesQueries

What is a Query?• A question asked of the database• Used to extract specific information from database• Used to extract specific information from database

– Example:What is the three top-selling products in our company’s product line?

• Queries are composed of structured query language(SQL) statements

– Example: SELECT Products.[Product #], Products.[Product Name], Products.PriceFROM ProductsWHERE (((Products.Price)<4.75));

Access allows queries to be created graphically• Hides complexity of SQL language

ReportReport

What is report?– Formatted template used to print reports of

database or query results– Allows user to specify fields, grouping levels,

arrangement of printed data

MacrosMacros

What is access macro?– User-defined sequence of actions to be performed by

Access 2000– Macros will not be covered

ModulesModules

What is a module?– User-created sections of code which provide

sophisticated automation of Access functions– Written in Visual Basic for Application(VBA)

Creating New DatabaseCreating New Database

Address Book

Creating DatabaseCreating Database

Case study scenario:– In this section, we will create a database

(including tables, forms, reports, and queries).– The database we will create will have

addresses.

Creating a new database– Start Access– Select “Create new database using blank

database”– Assign a name for the new database

• AddressBook.MDB

TablesTables

Create New TableCreate New Table

Creating a new table – In the database window, select the Tables tab,

then click on New

Table creation options– Design View

• Manual table creation by user(maximum control over table specifications)

– Table Wizard• Automated table creation facility

– Import table • Import data from external tables

– Link Table• Link to data in external tables

Creating a new table in Design Creating a new table in Design ViewView

For each field in new database,specify the following items– Field Name

• Descriptive name of field to be used in table– 64-character maximum– Prohibited characters:period(.), accent grave(‘), square

brackets([]), exclamation point(!)

– Data Type• Drop-down list displays available data types

– Number, Date/Time, Currency,Auto number, Yes/No, OLE Object, Hyperlink, Lookup Wizard

– Description• Comment describing details of field. Appears on the status

bar in Datasheet view when you click a row in the field's column

Access Data Types. Access Data Types.

Data Type Usage Size

Text Alphanumeric data Up to 255 characters

Memo Alphanumeric data—sentences and paragraphs Up to 64,000 characters

Number Numeric data 1, 2, 4, or 8 bytes (16 bytes for ReplicationID and Decimal)

Date/Time Dates and times 8 bytes

Currency Monetary data, stored with 4 decimal places of precision 8 bytes

AutoNumber Unique value generated by Access for each new record 4 bytes (16 bytes for ReplicationID)

Yes/No Boolean (true/false) data <1 bit/FONT>

OLE Object Pictures, graphs, or other ActiveX objects from another Windows-based application

Up to about 1 gigabyte

Hyperlink A link "address" to a document or file on the World Wide Web, on an intranet, on a local area network (LAN), or on your local computer

Up to 2048 characters

Fields propertiesFields properties

Field Property Purpose/Note or Example

Field size Specifies amount of storage for data in fieldNote: Test maximum field size = 255 characters

Format Predefined formats for field dataEx: Short date =11/25/97

Input Mask Formatting mask for user data inputEx:Phone number input mask = (XXX)-XXX-XXX

Default Value Specifies default value in fieldNote: Speeds up data entry.

Required Specifies that a value must be entered in field

Indexed Tells Access to create an index for this data fieldNote: Speeds up data searches based on this field

Setting a Primary KeySetting a Primary Key

What is a primary key?– Main index for table – Must be unique for each record in table

• Example: Product number, Employee number, etc.

– If no such field exist, create a new field with the data type “Autonumber” and specify it as the primary key

• Access will automatically create unique numbers for this field

Assigning a field as the primary key– Select field– Click on Primary Key button on toolbar (or use “Edit

/Primary Key”)• A key symbol will appear next to selected field

Saving the tableSaving the table

– Select “File/Save” or click on the close button for the Table Design View window

– Access will prompt you to enter a name for the new table

• Table name can be up to 64 characters

Entering data into a Table Entering data into a Table • Entering data using Datasheet view

– From the Access database window, select the table of interest – Click on Open

» The table will be displayed in datasheet view– Type new data directly into fields on datasheet

• Adding/Deleting records– Add new records in empty record at bottom of datasheet– Delete records by selecting record, then use Edit/Delete Record

• Sorting records– Click on data field to be sorted– Click on sort buttons on toolbar (Ascending and Descending)

• Disadvantages of datasheet data entry– Clumsy to enter data into tables with large number of fields– Forms are usually a better choice

Working with tablesWorking with tables

Adding records – Insert / New Record

Modifying the table design – Format / Data Sheet

Finding and editing records – Edit / Find

Deleting, adding, and copying records and values – Edit / Cut, Copy, Paste

Filtering and sorting – Records / Filter

FormsForms

Creating FormsCreating Forms

Form advantages– Simplifies data entry process– Able to display many entry fields on one

screen

Most commonly used form creation options

New form options DescriptionDesign View Manual form creation (maximum

control)

Form Wizard Automated form creation assistant

Auto form Automatically creates form without user intervention

Creating forms with Form Creating forms with Form WizardWizard

– Using Form Wizard• From the Access database window, click on

the Forms tab, then click on New– The New Form dialog box will be displayed

• Select the name of the table or query to be used to create the new form

– Form creation steps• Field selection• Form layout• Style

Field selection

Form layout

Style

Using the New FormUsing the New Form

– Form navigation• The form wizard displays the new form at the end of

the form creation process• The contents of the first record are displayed

– Record navigation controls(lover left corner of form

Record navigation control Action

|< Move to first record

< Move to previous record

> Move to next record

>| Move to last record

>* Move to new blank record

QueriesQueries

Creating queriesCreating queries

– What is query?• Structured request for specific ingomation

from database• Created in Access using New Query

– Query created with graphical tools(Query by example)

– Underlying code produced in SQL

– Creating a query in design view• From Access database window, select

Queries tab, then click on New• Select Design View

– Specify fields to show• Select the fields to be displayed by clicking on the Show

checkbox

– Specify criteria• Enter the criteria expression for the desired field in the

query grid • In this example, we want to select all products whose

price is less than$4.75– We will set the criteria for the Price column to “<4.75”

• if multiple fields have criteria set, they must all be satisfied to select record (logical AND)

– Viewing SQL• Use View/SQL to see a listing of the SQL statements

produced by the design

ReportsReports

Creating ReportsCreating Reports

Using the Report Wizard– From the Access database window,

click on Reports tab,then click

Report creation steps– Field selection– Sort order– Layout– Style– Title/preview

If you have any questions, please feel free to contact Academic Computing

Jolanta Soltis, IT Consultant (973) 596-2925

e-mail soltis@adm.njit.edu