This tutorial is for students to learn and practice basic database operations All Programs -> Microsoft Office -> Microsoft Office Access 11/27/ 1. Introduction to. Microsoft Access Introduction. A database is a collection of information that's related. Access allows you to manage your. Download free Microsoft Access Tutorial course material and training, PDF file on 49 pages.
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Introducing Access . please visit: caite.info . Sidebar: Exporting Information to PDF and XPS Files. .. Microsoft Office Access is a powerful relational database application that includes. This is an introductory tutorial that covers the basics of MS Access. Audience After completing this tutorial, you will have a better understating of. MS Early versions of Access cannot read accdb extensions but MS Access and. board my latest online course. There are over videos and over 75 PDF files. You also get to use an interactive forum where I answer.
To remove a sort: A menu appears. Set the properties you want to set. For example, you can use a query to find the names of the employees in your database who live in a particular state. In this view you cannot see the underlying data, but you can perform some tasks in Design view that you cannot perform in Layout view. Similar Tutorials. Access creates a one-to-many relationship between the tables.
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Embeds 0 No embeds. No notes for slide. Access lecture notes students 1. Microsoft Access Tutorial Lesson 1: A database is an organized collection of records. Telephone and address books are examples of paper databases. With Access, you can create a computerized database. For example, you can use Access to organize the students who attend a school, the courses they take, and the instructors who teach them.
Getting Started You use windows to interact with Access. To begin, start Access You screen will look similar to the one shown here. Understanding Security It is possible for an Access database to contain malicious code, such as a computer virus.
Access has security settings that disable code and display a security warning when you open a database. If you know a database is trustworthy, you can perform the following steps to enable it. You may need to enable the Northwind database. To enable a database: The Navigation Pane To manipulate the Navigation pane: The Title bar displays the name of the database on which you are currently working. The double down-arrows change to double up-arrows.
The double up-arrows change to double down-arrows. Objects 4. Tables In Access, data is stored in tables. A table is a set of columns and rows, with each column referred to as a field. Each value in a field represents a single type of data. Each row of a table is referred to as a record. Queries You use queries to retrieve specific data from your database and to answer questions about your data.
For example, you can use a query to find the names of the employees in your database who live in a particular state. Forms Forms give you the ability to choose the format and arrangement of fields. You can use a form to enter, edit, and display data. Reports Reports organize or summarize your data so you can print it or view it onscreen. You often use reports when you want to analyze your data or present your data to others. Macros Macros give you the ability to automate tasks. You can use a macro to add functionality to a form, report, or control.
Modules Like macros, modules give you the ability to automate tasks and add functionality to a form, report, or control.
Macros are created by choosing from a list of macro actions, whereas modules are written in Visual Basic for Applications. You right-click an object to view a menu of options. You can use the menu to do such things as open objects, rename objects, and delete objects.
Right-click a tab to view a menu of options you can perform, such as save the object, close the object, or change the view. For example, in Access, data is stored in tables. Two of the possible ways you can view a table are Datasheet view and Design view.
You can see the data contained in a table in Datasheet view. You can see the design of a table in Design view. When you open an object, buttons appear in the lower-right corner of the Access window. You can use the View button on the Home tab to change views, or you can click the proper button in the lower-right corner of the window.
Lesson 2: Access stores data in tables. This lesson teaches you how to create a table, add fields to a table, assign data types to fields, and set field properties.
Understanding Tables A table is a set of columns and rows. Each column is called a field. Within a table, each field must be given a name and no two fields can have the same name. Each value in a field represents a single category of data. For example, a table might have three fields: The table consists of three columns: In every row of the table, the Last Name field contains the last name, the First Name field contains the first name, and the Phone Number field contains the phone number.
Each row in a table is called a record. All of the data in a table should refer to the same subject. For example, all of the data in the Employees table should refer to employees, all of the data in the Students table should refer to students, and all of the data in the Courses table should refer to courses.
To add fields to a table: Click the Add New Field column label.
Activate the Datasheet tab. Type the field name. Press Enter. Access creates the field. Type the next field name. Continue until you have created all of the fields in your table. Press Enter without entering a field name to end your entries. Name and Save a Table After you create a table, you must name and save it. To name and save a table: Click the Save button on the Quick Access toolbar. The Save As dialog box appears.
Type the name you want to give your table. Click OK. Access names your table. You can use the Rename option at any time to rename any column. Understanding Data Types In Access, you use data types to specify the type of data each field can capture. Use for text and for numbers that are not used in mathematical calculations.
Use for names, addresses, and other relatively short pieces of text. Can store up to characters.
Memo Long text. Use for long pieces of text, such as notes and long descriptions. Can store up to 64, characters. Number Numeric data. Use for numbers you want to use in mathematical calculations. If you are working with currency, use the currency type. Currency Use for currency.
Prevents rounding during calculation. AutoNumber Unique sequential numbers or random numbers automatically inserted when you create a record. Use to create a primary key. Use when only one of two values is valid. Hyperlink Use to store hyperlinks. Attachment Use to store attachments. To assign a data type or format to a field: To use Design view to create a new table: Activate the Create tab. Click Table Design in the Tables group. Access changes to Design view and the Table Tools become available.
To set field properties: Click the field for which you want to set the field properties. Activate the General tab in the Field Properties area. Set the properties you want to set. Repeat steps 1 through 3 until you have set all the properties for all fields. Create a Lookup Column If a field can contain a finite list of values, you can create a Lookup Column and users can select the value they want from a list.
For example, if the employees at a school can only work in one of the following departments: You can create a table Departments table that lists the departments and then use the list in the Employee table to assign each employee to a department. Creating a Lookup column creates a relationship between two tables. See the section Create Relationships in Lesson 3 to learn more about relationships. To use the Lookup Wizard to create a lookup column: Open the table to which you want to add a lookup column.
Click the field label for the field before which you want to add a lookup column. You must be in Datasheet view. The Lookup Wizard appears. Click Next. The Lookup Wizard moves to the next page. Open the Lookup Wizard Select your table or query A lookup column can be based on a table, a query, or a list of values you type.
If you base your lookup column on a table or query, you must create the table or query before creating the lookup column. A query is a list of rows and columns based on one or more tables. A query only displays the rows and columns you specify. Click a radio button to select what you want to base your lookup column on. Choose from Tables, Queries, or Both.
Click to select the table or query you want. Select fields You choose the fields you want to appear in your lookup column. Be sure to include the primary key. Click the field you want. Click the single right-arrow button. Access places the field in the Selected Fields column. Repeat this process to select additional fields. If you want all the fields in the table, click the double right-arrow button. Use the single left-arrow and the double left-arrows to deselect fields.
Sort fields The Lookup Wizard allows you to sort the records in a lookup column. You can display records in order, either ascending alphabetical from A to Z, lowest number to highest number, earliest date to latest date or descending alphabetical from Z to A, highest number to lowest number, latest date to earliest date. You can also sort within a sort.
For example, you can sort by state and then within each state by city, and then within each city by street address. If you are creating a sort within a sort, create the highest level sort on line one, the next level sort on line two, and so on. In the state, city, and street address example, you create the state on line one, the city on line two, and the street address on line three. Click the down-arrow and then select the field you want to sort by.
Click to select a sort direction the button toggles between ascending and descending.
You can sort within a sort for up to four levels. Adjust column widths A key column is the column that connects one table or query to another table or query.
For example, you can use the Department ID field in the Employees table and the Department ID field in the Departments table to connect the two tables. You may, however, want to display the name of the department when you view the table but not the department ID; if so, leave the Hide Key Column box checked. Deselect Hide Key Column, if you wish.
Adjust the column widths by dragging or double-clicking the right vertical border for the column. If you deselected Hide Key column, you must tell Access which field is the key field.
Click the key field. Name the column Field names appear at the top of each column. On this page of the Wizard you tell Access what you want to name your lookup column.
In Access , multiple values can appear in a field; click the Allow Multiple Values checkbox if you want to allow multiple values. Type the name you want to give the column.
Click if you want to allow multiple values in the field. Click Finish. Access creates the lookup column. How do I create a lookup column by typing a list? These instructions assume you are in the Datasheet view. Type the number of Columns you want in the Number Of Columns field. Type the values you want under the column heading. Type the column label you want.
Access creates a lookup column based on your list. Lesson 3: Working with Microsoft Access Tables After you create an Access table, you can modify it, enter data into it manually or import data from somewhere else, such as Excel.
This lesson teaches you how to modify a table and enter data. Enter Records After you have created a table, you can enter data into it. To enter data into an AutoNumber field: When you make an entry into another field in the record, Access will automatically make an entry into the AutoNumber field. To enter data into fields that have a lookup list: Click the down-arrow that appears when you click in the field. Click to select the entry you want. Press the Tab key.
Modify a Table After you create a table, you may need to modify it. You can delete columns, insert columns, or move columns. Delete Columns The Delete option permanently deletes columns and all the data contained in them. You cannot undo a column delete. To delete columns: Click and drag to select the columns you want to delete.
A prompt appears. Click Yes. Access deletes the columns you selected. Insert Columns The Insert option inserts a column before the selected column. To insert a column: Lesson 4: Sorting, Filtering, and Creating Relationships You can sort Access data so you can view records in the order you want to view them, and you can filter data so you only see the records you want to see. This lesson teaches you how to sort and filter an Access table. Access data is stored in multiple tables.
Relationships join tables together so you can work with the data from multiple tables. This lesson also teaches you how to create relationships. Sort a Table By sorting, you can put a column of information in alphabetical, numerical, or date order. You can sort in ascending order alphabetical from A to Z, lowest number to highest number, earliest date to latest date or descending order alphabetical from Z to A, highest number to lowest number, latest date to earliest date.
For example, you can sort by state and then sort within each state by city. When sorting within a sort, perform the innermost sort first. For example, if you are sorting by state and then city, sort the city first and then sort by state. To add a sort: Click the column label for the column you want to sort.
Activate the Home tab. Access sorts the column in ascending or descending order. To remove a sort: Access clears all of the sorts you have applied. Filter a Table You can apply a filter to see only the records you want to see. You can filter your data so only DE students display. Each time you apply a filter to a column, it replaces any previous filter you applied to that column.
For example, if you apply a filter so you only see students in DE, and later you apply a filter so you only see students in NJ, Access clears the DE filter and then applies the NJ filter. You can apply filters to multiple columns in the same table.
For example, by applying a filter first to the State field and then to the Last Name field, you can see all of the students in the state of DE whose last names are Adams.
To apply a filter: Click the column label for the column you want to filter. Click the Filter button. A menu appears.
Uncheck the items you do not want to appear, making sure only the items you want are checked. Access filters your data and displays the word Filtered at the bottom of the window. To remove a filter: Click Clear All Filters. Access clears all the filters you have applied. After you apply a filter, you can use the Toggle Filter button to toggle the application of the filter on and off. Hide Columns There may be times when you may not want to display a certain column or set of columns.
In such cases, you can temporarily hide the column or columns from view. Later, if you want to display them column again, you can unhide them. To hide columns: To create relationships: