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Access​ ​Tutorial​ ​Part​ ​1

Starting​ ​and​ ​Saving,​ ​Creating​ ​Tables​ ​and​ ​Importing​ ​Data

This​ ​Access​ ​Lab​ ​is​ ​comprised​ ​of​ ​4​ ​parts.​ ​Part​ ​1​ ​&​ ​2​ ​are​ ​given​ ​together​ ​and​ ​Part​ ​3​ ​&​ ​4​ ​are​ ​given​ ​together.​ ​To​ ​complete​ ​all​ ​four​ ​parts​ ​of
lab,​ ​follow​ ​the​ ​steps​ ​outlined​ ​in​ ​the​ ​“Logging​ ​into​ ​Lynda.com”​ ​page​ ​in​ ​myClasses.​ ​Please​ ​watch​ ​the​ ​ ​Access​ ​2013​ ​Essential​ ​Training
with​ ​Adam​ ​Wilbert​ ​ ​Parts​ ​1,​ ​2,​ ​3,​ ​4,​ ​5,​ ​7,​ ​8,​ ​and​ ​9​.​ ​By​ ​the​ ​time​ ​you​ ​are​ ​done​ ​all​ ​four​ ​parts​ ​of​ ​the​ ​lab,​ ​you​ ​should​ ​understand​ ​the
concepts​ ​below​ ​and​ ​be​ ​able​ ​to​ ​answer​ ​the​ ​following:

1. What​ ​is​ ​Access​ ​and​ ​what​ ​is​ ​an​ ​Access​ ​Database? 8. What​ ​is​ ​a​ ​table?
2. Why​ ​would​ ​we​ ​use​ ​a​ ​database? 9. What​ ​is​ ​a​ ​query?
3. What​ ​tools​ ​can​ ​we​ ​use​ ​in​ ​Access? 10. What​ ​is​ ​a​ ​form?
4. What​ ​are​ ​the​ ​five​ ​database​ ​objects? 11. What​ ​is​ ​a​ ​report?
5. What​ ​are​ ​the​ ​object​ ​views? 12. How​ ​do​ ​you​ ​import​ ​data​ ​into​ ​a​ ​table?
6. What​ ​is​ ​the​ ​relationship​ ​structure​ ​and​ ​what​ ​does 13. What​ ​is​ ​the​ ​difference​ ​between​ ​design/datasheet​ ​view?
it​ ​do?
7. What​ ​are​ ​Primary​ ​keys​ ​and​ ​what​ ​is​ ​their​ ​purpose.

PART​ ​1:​ ​CREATE​ ​AND​ ​SAVE​​ ​an​ ​Access​ ​database:​ ​ ​Access​ ​is​ ​the​ ​only​ ​MS​ ​product​ ​that​ ​SAVES​ ​FIRST.​ ​To​ ​create​ ​and​ ​save
your​ ​file,​ ​open​ ​Microsoft​ ​Access​ ​and​ ​click​ ​on​ ​Blank​ ​desktop​ ​database​.​ ​ ​Next,​ ​a​ ​dialog​ ​box​ ​will​ ​open.

1. Give​ ​the​ ​database​ ​the​ ​name​ ​Aa01_LastNameFirstName​​ ​(e.g.​ ​if​ ​your​ ​name​ ​is​ ​John​ ​Doe,​ ​name​ ​the​ ​database
Aa01_DoeJohn)

2. Notice​ ​where​ ​the​ ​database​ ​is​ ​being​ ​created.​ ​The​ ​example​ ​here​ ​and​ ​the​ ​default​ ​is​ ​the​ ​C​ ​drive.​ ​If​ ​you​ ​are​ ​in​ ​a​ ​computer​ ​lab,
change​ ​the​ ​file​ ​path​ ​to​ ​your​ ​P:Drive

3. Click​ ​Create

4. Congratulations​ ​–​ ​you​ ​now​ ​have​ ​a​ ​blank​ ​database.

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PART​ ​2:​ ​CREATE​ ​TABLES​:​ ​In​ ​databases,​ ​related​ ​data​ ​is​ ​stored​ ​in​ ​tables.​ ​ ​If​ ​you​ ​are​ ​familiar​ ​with​ ​Microsoft​ ​Excel,​ ​a​ ​table​ ​is​ ​kind​ ​of​ ​like​ ​a
worksheet​ ​which​ ​stores​ ​formatted​ ​and​ ​structured​ ​data.​ ​ ​In​ ​this​ ​part,​ ​we​ ​are​ ​creating​ ​four​ ​tables​ ​that​ ​will​ ​store​ ​customers’​ ​order
information​ ​for​ ​a​ ​fictional​ ​bottled​ ​water​ ​company.

5. The​ ​first​ ​table,​ ​Customers​,​ ​contains​ ​five​ ​(5)​ ​columns​ ​of​ ​information​ ​(also​ ​known​ ​as​ ​field​ ​names).​ ​ ​Each​ ​field​ ​name,​ ​along
with​ ​its​ ​correct​ ​data​ ​type,​ ​is​ ​summarized​ ​here.​ ​Please​ ​note​ ​the​ ​lack​ ​of​ ​spaces​ ​in​ ​the​ ​name​ ​-​ ​these​ ​must​ ​be​ ​exact.

Field​ ​Name Data​ ​Type

CustomerID Short​ ​Text
CustomerName Short​ ​Text
City Short​ ​Text
State Short​ ​Text
Region Short​ ​Text

6. When​ ​you​ ​create​ ​a​ ​blank​ ​database,​ ​there​ ​is,​ ​by​ ​default,
one​ ​pre-made​ ​table​ ​called​ ​Table1.​ ​ ​Go​ ​ahead​ ​and​ ​close​ ​it,
this​ ​will​ ​make​ ​it​ ​disappear.​ ​ ​To​ ​create​ ​another​ ​blank​ ​table,
you​ ​need​ ​to​ ​click​ ​on​ ​the​ ​Create​ ​ribbon​ ​at​ ​the​ ​top​ ​of​ ​your
screen​ ​and​ ​then​ ​click​ ​on​ ​the​ ​Table​ ​button.

7. This​ ​will​ ​create​ ​a​ ​blank​ ​table​ ​called​ ​Table1.​ ​ ​Click​ ​on​ ​the​ ​Design​ ​View​ ​button​ ​to​ ​edit​ ​the​ ​structure​ ​of​ ​Table1.​ ​ ​This​ ​will
automatically​ ​launch​ ​the​ ​Save​ ​As​ ​dialog​ ​box.​ ​ ​Name​ ​the​ ​table​ ​Customers​ ​and​ ​click​ ​OK.

8. This​ ​will​ ​launch​ ​the​ ​table​ ​in​ ​edit​ ​mode​ ​(called​ ​Design​ ​View).​ ​ ​By​ ​default,​ ​Access​ ​has​ ​created​ ​a​ ​column​ ​called​ ​ID​ ​of​ ​data​ ​type
AutoNumber.

a. You​ ​may​ ​notice​ ​this​ ​field​ ​has​ ​a​ ​Key​ ​in​ ​front​ ​of
it.​ ​This​ ​means​ ​the​ ​ID​ ​is​ ​a​ ​Primary​ ​Key​ ​-​ ​or​ ​a

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unique​ ​identifying​ ​column.​ ​We​ ​will​ ​work​ ​with​ ​keys​ ​more​ ​in​ ​part​ ​2​ ​so​ ​for​ ​now,​ ​just​ ​ignore​ ​it.

b. Change​ ​this​ ​default​ ​ID​ ​field​ ​name​ ​to​ ​Customer​ ​ID.​ ​ ​Select​ ​Short​ ​Text​ ​from​ ​the​ ​Data​ ​Type​ ​pull-down​ ​menu.

c. Repeat​ ​this​ ​process​ ​for​ ​the​ ​remaining​ ​four​ ​(4)​ ​data​ ​columns​ ​in​ ​the
Customers​ ​table​ ​(see​ ​page​ ​1​ ​for​ ​a​ ​list​ ​of​ ​Field​ ​Names​ ​and​ ​Data​ ​Types).
When​ ​you​ ​are​ ​finished,​ ​your​ ​table​ ​should​ ​look​ ​as​ ​follows.

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d. Close​ ​the​ ​table​ ​by​ ​clicking​ ​the​ ​X,​ ​this​ ​will​ ​prompt​ ​a​ ​save.

e. Now,​ ​if​ ​you​ ​open​ ​up​ ​(double​ ​click)​ ​on​ ​your​ ​table​ ​you​ ​will​ ​see​ ​that​ ​the​ ​fields​ ​you​ ​just​ ​created​ ​reside​ ​across​ ​the​ ​top​ ​-
as​ ​column​ ​headers.

f. Repeat​ ​this​ ​process​ ​to​ ​create​ ​the​ ​remaining​ ​three​ ​(3)​ ​database​ ​tables.​ ​ ​The​ ​table​ ​names,​ ​field​ ​names,​ ​and​ ​data
types​ ​are​ ​provided​ ​below:

g. Products​ ​Table:

Column​ ​Name Data​ ​Type

ProductID Short​ ​Text

ProductName Short​ ​Text

Cost Currency

Inventory Number

Price Currency

h. Sales​ ​Table:

Column​ ​Name Data​ ​Type

OrderID AutoNumber

CustomerID Short​ ​Text

Date Date/Time

i. Sales​ ​Detail​ ​Table:

Column​ ​Name Data​ ​Type

OrderID Number

ProductID Short​ ​Text

Quantity Number

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j. If​ ​you​ ​setup​ ​the​ ​tables​ ​properly,​ ​you​ ​should​ ​have​ ​four.​ ​Their​ ​design​ ​layout​ ​and​ ​datasheet​ ​view​ ​should​ ​match​ ​the
following​ ​screen​ ​shots:

Design​ ​Layout Datasheet​ ​view

PART​ ​3:​ ​ADDING​ ​DATA​:​ ​ ​Now​ ​that​ ​we​ ​have​ ​set​ ​up​ ​your​ ​tables,​ ​you​ ​are​ ​ready​ ​to​ ​add​ ​data.​ ​You​ ​can​ ​either​ ​do​ ​this​ ​manually​ ​OR​ ​import
data​ ​from​ ​an​ ​Excel​ ​spreadsheet.​ ​Importing​ ​from​ ​a​ ​spreadsheet​ ​is​ ​typically​ ​faster​ ​so​ ​the​ ​instructions​ ​outline​ ​how​ ​to​ ​do​ ​that.​ ​Attached
to​ ​this​ ​assignment,​ ​you​ ​will​ ​see​ ​a​ ​spreadsheet​ ​called​ ​ZZwater.xlsx,​ ​you​ ​will​ ​need​ ​this​ ​file​ ​to​ ​continue.​ ​ ​This​ ​Excel​ ​spreadsheet​ ​has​ ​four
worksheets​ ​1)​ ​Products,​ ​2)​ ​Customers,​ ​3)​ ​Sales,​ ​and​ ​4)​ ​Sales​ ​Detail

9. The​ ​first​ ​thing​ ​you​ ​will​ ​do​ ​is​ ​import​ ​the​ ​data​ ​from​ ​the​ ​Customers​ ​worksheet​ ​(in​ ​Excel)​ ​into​ ​the​ ​Customers​ ​table​ ​(in​ ​Access).
Click​ ​on​ ​the​ ​External​ ​Data​ ​ribbon​ ​in​ ​Access​ ​and​ ​then​ ​in​ ​the​ ​Import​ ​&​ ​Link​ ​Group,​ ​click​ ​on​ ​the​ ​(Import)​ ​Excel​ ​button.

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10. This​ ​will​ ​launch​ ​the​ ​Get​ ​External​ ​Data​ ​–​ ​Excel​ ​Spreadsheet​ ​dialog​ ​box.

11. At​ ​the​ ​top,​ ​you​ ​will​ ​need​ ​to​ ​specify​ ​where​ ​you​ ​Excel​ ​ZZwater​ ​sheet​ ​resides.​ ​Click​ ​the​ ​Browse​ ​button​ ​and​ ​find​ ​the
ZZwater.xlsx​ ​file.

12. Next,​ ​select​ ​the​ ​middle​ ​radio​ ​button​ ​[Append​ ​a​ ​copy​ ​of​ ​the​ ​records​ ​to​ ​the​ ​table]​ ​and​ ​select​ ​the​ ​Customers​ ​table.​ ​ ​Click​ ​the
OK​ ​button.​ ​ ​This​ ​will​ ​launch​ ​the​ ​Import​ ​Spreadsheet​ ​Wizard.​ ​ ​Select​ ​the​ ​Customers​ ​worksheet​ ​and​ ​click​ ​Next>​ ​.

13. In​ ​the​ ​next​ ​dialog​ ​screen,​ ​make​ ​sure​ ​that​ ​First​ ​Row​ ​Contains​ ​Column​ ​Headings​ ​is​ ​checked​ ​(it​ ​was​ ​by​ ​default​ ​in​ ​this​ ​case).
Click​ ​Next>

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14. On​ ​the​ ​final​ ​dialog​ ​screen,​ ​click​ ​Finish.​ ​You​ ​don’t​ ​need​ ​to​ ​save​ ​the​ ​steps

15. Now,​ ​check​ ​your​ ​customers​ ​table​ ​to​ ​make​ ​sure​ ​all​ ​the​ ​data​ ​has​ ​imported​ ​correctly.​ ​It​ ​should​ ​look​ ​like​ ​this:

16. Repeat​ ​this​ ​process​ ​for​ ​each​ ​of​ ​the​ ​other​ ​three​ ​tables.​ ​ ​Once​ ​you​ ​are​ ​finished
importing​ ​open​ ​each​ ​of​ ​these​ ​tables​ ​to​ ​make​ ​sure​ ​the​ ​content​ ​imported
correctly.​ ​ ​They​ ​should​ ​each​ ​look​ ​like​ ​this:

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​​

(SalesDetail​ ​is​ ​just​ ​a​ ​sample.​ ​Notice,​ ​there​ ​should​ ​be​ ​38​ ​rows​ ​ending​ ​with​ ​order​ ​#19)

Congratulations!

You​ ​have​ ​successfully​ ​setup​ ​a​ ​database​ ​and​ ​populated​ ​it​ ​with​ ​information.

If​ ​you​ ​have​ ​completed​ ​this​ ​part,​ ​are​ ​comfortable​ ​with​ ​what​ ​you​ ​did,​ ​please​ ​move​ ​on​ ​to​ ​Part​ ​2.