Ms Access Notes[1]

8/3/2019 Ms Access Notes[1]

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In the name of Allah

Ms Access notes

Date started: 22/07/2010Timing: 3 pm to 4 pm

Teacher: sir wajeed

Center: Muslim hands informatics (UK)

Ms Access 2006 notes


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22/7/2010 Ms Access

Microsoft Access

Microsoft access is called Database program / DBMS as well.

What is DBMS? (Data Base Management System) means to plan

Note: before making database in msaccess planning is must.

Date base: a collection of data a storing of data that is called database.

2nd definition: a collection of inter related data.

What is table?

A combination of rows and columns is called table.

1: columns: the vertical line of a table is called column.

2: rows: the horizontal lines of table are called rows.

3: Cell: the intersection between rows and columns that is called cell.

4: Record: the data of horizontal lines of a table that is called records.

5: Fields: the data of vertical lines that is called fields.

First give the database name then a main window will be appeared.

Table: create table in design view

Field name date type description

Name text it is used for name

F/name text it is used for father name

Math number it is used for math number

Class text

Note; text can used for both text and number

When: we click on data type a list appears this list is called combo list

Description s information will appeared in status bar


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23/7/2010 Ms Access

Data: unclear information that is called data.

Information: the data which is clear is called information.

Auto number: it is used for serial no or automatically no.

Field name date type description

S/no auto number it is used for serial no

Name text

Class text

Male yes/ no it is used for true and false

Date/ time date time

Phone no numberPicture ole object

Int = number

Char = text

String 0,1 0,2

Note: memo: it is used for long note

Country: lookup wizard = 2nd option

To close the design view table press Ctrl + W

To tick mark the yes/no data type press space

**********26************

OLE object: (Object link embedded)

It is used to make link with file, folder, etc, links.

Field name data type

Name text

F/name textClass text

Date date/time

Name= properties

Field size = 10 minimum= 1

By default =50 maximum = 255


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26/7/2010 Ms Access

Format ! [Red] enter

Ole object: we can make link with the installed program inside our computer but

Hyperlink: with all ex song etc or we can apply our email address as well in this cell.

(3) Main things come in hyperlink 1; underline 2; color blue 3; hand

*******27*****

Field name data type

Name text

F/name text

Country text

Date/time date/time

Name properties

Click on name cell then you will get the name properties below.

Caption; student

Caption: father name

Default value: Pakistan/ Pakistan

Input mask:00/00/0000 instead of slash, comma cant be used.

Caption: it is used to replace the name which has been already given in design view

Click on the name cell then you will get the properties below.

3: default value; it is used to give default value ex. I know that the database which I am making

depends to only Pakistani people therefore I write Pakistan in the default value cell so that it

automatically comes.

******29*******

Math = numberMath properties

Validation rule:


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39/7/2010 Properties

Indexed: has 3 options.

1. No

2. yes (duplicate ok)

3. yes (no duplicate)

No means neither I depend to duplicate nor no duplicate.

Yes (duplicate ok) it allows us to enter two or more then two same names in datasheet

Yes (no duplicate) it doesnt accept two or more the same names.

Field name data typePhone no number

We cant insert our number completely for the purpose of inserting number we must go to its

properties then select the Double option field size.

*********30*********

Relation ship: make up 2 tables

1; s/no name f/name class address date/time

2; s/no name math bio chem. English total

Go to first table and give primary key then click on Create only without tick marking the 3 option

below.


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2/8/2010 Primary key

Primary key

It is a field or group of field which uniquely identify each record.

Foreign key

A key which refers to primary key if you put a primary key then

no blank data = in properties = required (null)

_______3_______5

Keep sorting

Ex; 11, 22, 33, 44, etc

Usage of primary key. Select first id no + click give primary key

Indexed:primary key = yes (no duplicate)

= yes (duplicate ok)= No

Required: must or should

Name: yes / no

Validation: we use for age

Validation: 17

Between 16 and 17

Validation text: ex; only 17 years is allowed

Primary key foreign key

Or the last one is called foreign key


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3/8/2010

Relationship of 3 tables

Name: properties

Format: > it is used for to make the text in capital letter.

< It is used for to make text small letter. / It is used for to change alignment

&name it us used to add any word or letter at the end of every name or father name ex;

Saleem name

Nouroz name

Yaseen name

Default value: =now () then enter

Time ()Day ()

Validation rule: between 16 and 30

******4******

Query

It is used for to ask question.

2nd one: to ask anything in a correct form

Or: it is used for calculation + formula as well.

Make a table

Roll no

Name

f\name

MathPhysic

Bio

Chemistry

History

Total: [math] + [bio] + [chemistry] + [history]

2nd one: total: math+bio+chemistry+history then press enter button


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4/8/2010 Formula

Formula

Formula-

Roll noName

F/name

Fee

Fee paid

Balance: [fee]-[fee paid] then enter and colon is must after balance

Note; these all formula should be written in query design view

********5*********

Percentage

Per:obtain/500*100

Here we have to type the total number of all subjects ex; we have 5 subjects then

Their total number is 500.

Pass / fail:iif (obtain>300,pass,fail)

Note: if we have written in design view ex: total markso this should be written in formula this

should be written with no space ex totalmark.

Result: iif (obtainmark Or per>50,pass,fail)

Enter one of them


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12/8/2010 formula

Field type data type

Fee currency

Fee properties

Validation rule:>=50350,A, iif (obtainmarks>300,B, iif (obtainmarks>250,C, iff(obtainmarks>200,D,))))

TableField type data type

Name text

F/name text

Class textFee currency

Phone number

First fill the table

And apply this table in query then open design view of query and apply these all functions below

Criteria :> 5


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17/8/2010 Criteria

Criteria: between 2 and 4

Not between 2 and 4

[Enter any number]

2nd cell name

Criteria: [Enter any name]

Working together

Criteria: [Enter any roll no] 2nd cell [Enter name] 3rd cell [Enter father name]Between[enter any rollno from]and[to] then press enter

Keyboard shortcuts

Design view

Name text

Ctrl+>shows datasheet

Ctrl+< design view

F6: shows ex name properties, first we should click on name or other cell.

F4: shows all data types or opens the combo list

Alt + D: shows / opens design view the selected table but first table should be selected.

*******18*******


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18/8/2010

Changing currencyField date data type

S/no auto number

Afghani numberChange/watta currency

Pakistani number

Note: click on change then go to in its properties then select 2

Create query wizard

Design view

Pakistani: [change]*[afghani] then press enter once you enter the formula then dont change it

whether rates become high or down ex: nowadays the rate is 1.8 so the next day It will be 1.258 s

here we shouldnt change the formula just type the rate inside the datasheet.

Doing in excel

1800 1000

Pakistani = Pakistani

=1800/1000 =1.8=1000*1.8 =1800

Now changing Pakistani to afghani

Afghani: [Pakistani]/ [change] then press enter button.


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24/8/2010 Form

Form

To give sequence

To give a complete shape.To work with a different styles

To give different kinds of button.

It is used for to bring different kinds of buttons, images, and option button, check button,

and a lot of other works, that is called form.

Make up a table!

Field type data type

Name text

f/name text

fee currency

fee paid currency

balance number

in query: total:[fee]-[fee paid] then enter

then save it inside query and open the form then from form open it (query table should be

selected) then you can add students properties inside that form, once you fill all the blanks then fonew page or for new students press tab button then you can sum all the balances of all students

whose fees are registered in this list. By the below formula. Then select text (A) from toolbox and

click on the end of database. Then this formula can be written inside this.

=sum (balance) then enter will sum all students blance

Note: for giving password to the database go to tools then set password.

********7********

Note: database cant be saved with the (/ and ?).

With the above database work with button from form and properties( double click on any button

then its property will be displayed )


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Switch board

First make up two tables then fill in blanks then

If you need to apply any formula then take them into query options

Then Go to form after that by Create form by using wizard you can bring them here Then open the Create form in design view so here you can write the name of you form

ex: Form then below you can create 2 buttons for created forms then select form operation

Then open form from here you can select the 2 created tables.

Then Go to report bring the 2 table here and go to back in form then create form in design

view then give the title ex: Report so here below make up 2 reports buttons by command

button = report operation = preview report then select the table one by one.

Then select the create table in design view give the name Switch board then bring report

and form here by command button = form operation = open form.

Note: Go to tools =database utilities = switch board manager = edit= New = open form in add

mode then form the third option you can select the Switch board which has been just created by

you now. Then ok = close= close

Report

It is used as print preview or when we want to see our last result then we use this option.


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Ms Access Notes[1]

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