Microsoft Access Description

• Microsoft Access is a powerful program to create and manage your databases. It

has many built in features to assist you in constructing and viewing your
information. Access is much more involved and is a more genuine database
application than other programs such as Microsoft Works.

This tutorial will help you get started with Microsoft Access and may solve some
of your problems, but it is a very good idea to use the Help Files that come with
Microsoft Access, or go to Microsoft's web site located at
http://microsoft.com/office/access/default.htm for further assistance.

First of all you need to understand how Microsoft Access breaks down a database.
Some keywords involved in this process are: Database File, Table, Record, Field,
Data-type. Here is the Hierarchy that Microsoft Access uses in breaking down a
database.
Database File: This is your main file that encompasses
the entire database and that is saved to your hard-drive
or floppy disk.
Example) StudentDatabase.mdb
Table:A table is a collection of data about a specific
topic. There can be multiple tables in a database.
Example #1) Students
Example #2) Teachers
Field:Fields are the different categories within a Table.
Tables usually contain multiple fields.
Example #1) Student LastName
Example #2) Student FirstName

Datatypes:Datatypes are the properties of each field. A

field only has 1 datatype.
FieldName) Student LastName
Datatype) Text

This tutorial will help you get started with Microsoft Access and may solve some
of your problems, but it is a very good idea to use the Help Files that come with
Microsoft Access (or any program you use for that matter), or go to Microsoft's
web site located at http://microsoft.com/office/access/default.htm for further
assistance.

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Starting Microsoft Access

 • Two Ways
1. Double click on the Microsoft Access icon on the desktop.

2. Click on Start --> Programs --> Microsoft Access

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Creating New, and Opening Existing Databases

The above picture gives you the option to:

• Create a New Database from scratch

• Use the wizard to create a New Database
• Open an existing database
o The white box gives you the most recent databases you
have used. If you do not see the one you had created,
choose the More Files option and hit OK. Otherwise choose
the database you had previously used and click OK.

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Create a database using the Database Wizard

1. When Microsoft Access first starts up, a dialog box is
automatically displayed with options to create a new database or
open an existing one. If this dialog box is displayed, click Access
Database Wizards, pages, and projects and then click OK.

If you have already opened a database or closed the dialog box

that displays when Microsoft Access starts up, click New
Database on the toolbar.
2. On the Databases tab, double-click the icon for the kind of
database you want to create.
 3. Specify a name and location for the database.
4. Click Create to start defining your new database

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Create a database without using the Database Wizard

1. When Microsoft Access first starts up, a dialog box is
automatically displayed with options to create a new database or
open an existing one. If this dialog box is displayed, click Blank
Access Database, and then click OK.

If you have already opened a database or closed the dialog box

that displays when Microsoft Access starts up, click New
Database on the toolbar, and then double-click the Blank
Database icon on the General tab.
2. Specify a name and location for the database and click Create.
(Below is the screen that shows up following this step)

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Tables
A table is a collection of data about a specific topic, such as students or
contacts. Using a separate table for each topic means that you store
that data only once, which makes your database more efficient, and
reduces data-entry errors.

Tables organize data into columns (called fields) and rows (called records).

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Create a Table from scratch in Design view

1. If you haven't already done so, switch to the Database Window You can press F11
to switch to the Database window from any other window.
2. Double-Click on "Create table in Design view".
(DESIGN VIEW)
3. Define each of the fields in your table.
o Under the Field Name column, enter the categories of your table.
o Under Data Type column, enter the type you want for you categories.
 The attribute of a variable or field that determines
what kind of data it can hold. For example, in a
Microsoft Access database, the Text and Memo field
data types allow the field to store either text or
numbers, but the Number data type will allow the
field to store numbers only. Number data type fields
store numerical data that will be used in
mathematical calculations. Use the Currency data
type to display or calculate currency values. Other
data types are Date/Time, Yes/No, Auto Number, and
OLE object (Picture).
o Under the Description column, enter the text that describes what you field
is. (This field is optional).
o For our tutorial enter the following items:
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Primary Key
• One or more fields (columns) whose value or values uniquely identify each record
in a table. A primary key does not allow Null values and must always have a
unique value. A primary key is used to relate a table to foreign keys in other
tables.
• NOTE: You do not have to define a primary key, but it's usually a good idea. If
you don't define a primary key, Microsoft Access asks you if you would like to
create one when you save the table.
• For our tutorial, make the Soc Sec # field the primary key, meaning that every
student has a social security number and no 2 are the same.
o To do this, simply select the Soc Sec # field and select the primary key
button

o After you do this, Save the table

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Switching Views
• To switch views form the datasheet (spreadsheet view) and the design view,
simply click the button in the top-left hand corner of the Access program.

Datasheet View Design View

Displays the view, which allows Displays the view, which allows you to enter
you to enter raw data into your fields, data-types, and descriptions into your
database table. database table.

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Entering Data
• Click on the Datasheet View and simply start "chugging" away by entering the
data into each field. NOTE: Before starting a new record, the Soc Sec # field
must have something in it, because it is the Primary Key. If you did not set a
Primary Key then it is OK.
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Manipulating Data
• Adding a new row
o Simply drop down to a new line and enter the information
• Updating a record
o Simply select the record and field you want to update, and change its data
with what you want
• Deleting a record
o Simply select the entire row and hit the Delete Key on the keyboard

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Advanced Table Features w/Microsoft Access

• Assigning a field a specific set of characters
o Example) Making a Social Security Number only allows 9 characters.
1. Switch to Design View
2. Select the field you want to alter
 3. At the bottom select the General Tab

4. Select Field Size

5. Enter the number of characters you want this field to have
• Formatting a field to look a specific way (HINT: You do not need to assign a
field a specific set of characters if you do this)
o Example) Formatting Phone Number w/ Area Code (xxx) xxx-xxxx
1. Switch to Design View
2. Select the field you want to format
3. At the bottom select the General Tab
4. Select Input Mask Box and click on the ... button at the right.
5. Select Phone Number option

6. Click on Next
7. Leave !(999) 000-0000 the way it is. This is a default.
8. Click Next
9. Select which option you want it to look like
10. Click Next
11. Click Finish
• Selecting a value from a dropdown box with a set of values that you assign to
it. This saves you from typing it in each time
o Example)Choosing a city that is either Auburn, Bay City, Flint, Midland,
or Saginaw
1. Switch to Design View
 2. Select the field you want to alter (City)
3. At the bottom select the Lookup Tab
4. In the Display Control box, select Combo Box
5. Under Row Source Type, select Value List
6. Under Row Source, enter the values how you want them
displayed, separated by a comma. (Auburn, Bay City, Flint,
Midland, Saginaw)
 NOTE:This will not alphabetize them for you, so you will
have to do that yourself. It should look something like this:

7. Select in the datasheet view and you should see the change when
you go to the city field.

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Relationships
After you've set up multiple tables in your Microsoft Access database,
you need a way of telling Access how to bring that information back
together again. The first step in this process is to define relationships
between your tables. After you've done that, you can create queries,
forms, and reports to display information from several tables at once.

A relationship works by matching data in key fields - usually a field

with the same name in both tables. In most cases, these matching
fields are the primary key from one table, which provides a unique
identifier for each record, and a foreign key in the other table. For
example, teachers can be associated with the students they're
responsible for by creating a relationship between the teacher's table
and the student's table using the TeacherID fields.
Having met the criteria above, follow these steps for creating
relationships between tables.

1. In the database window view, at the top, click on Tools ---> Relationships
2. Select the Tables you want to link together, by clicking on them and selecting the
Add Button
3. Drag the primary key of the Parent table (Teacher in this case), and drop it into
the same field in the Child table (Student in this case.)

4. Select Enforce Referential Integrity

o When the Cascade Update Related Fields check box is set, changing a
primary key value in the primary table automatically updates the matching
value in all related records.
o When the Cascade Delete Related Records check box is set, deleting a
record in the primary table deletes any related records in the related table
5. Click Create and Save the Relationship

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Forms
A form is nothing more than a graphical representation of a table. You
can add, update, delete records in your table by using a form. NOTE:
Although a form can be named different from a table, they both still
manipulate the same information and the same exact data. Hence, if
you change a record in a form, it will be changed in the table also.

A form is very good to use when you have numerous fields in a table.
This way you can see all the fields in one screen, whereas if you were
in the table view (datasheet) you would have to keep scrolling to get
the field you desire.

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Create a Form using the Wizard

It is a very good idea to create a form using the wizard, unless you are
an advanced user and know what you are doing. Microsoft Access does
a very good job of creating a form using the wizard. The following
steps are needed to create a basic form:

1. Switch to the Database Window. You can do this by pressing F11 on the
keyboard.
2. Click on the Forms button under Objects on the left side of screen
3. Double click on Create Form Using Wizard
4. On the next screen select the fields you want to view on your form. Most of the
time you would select all of them.
5. Click Next
6. Select the layout you wish
7. Click Next
8. Select the style you desire...HINT: if you plan on printing your form, I suggest
you use a light background to save on printer toner and ink
9. Click Next
10. Give you form a name, and select Open the Form and enter information
11. Select Finish
12. You should see your form. To adjust the design of your form, simply hit the
design button (same as with the tables), and adjust your form accordingly

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Reports
A report is an effective way to present your data in a printed format.
Because you have control over the size and appearance of everything
on a report, you can display the information the way you want to see
it.

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Create a Report using the Wizard
As with the Form, it is a very good idea to create a report using the
wizard, unless you are an advanced user. Microsoft Access does a very
good job using the wizard to create reports.

1. Switch to the Database Window. You can do this by pressing F11 on the
keyboard.
2. Click on the Reports button under Objects on the left side of screen
3. Double click on Create Report Using Wizard
4. On the next screen select the fields you want to view on your form. Most of the
time you would select all of them.
5. Click Next
6. Select if you would like to group your files. Keep repeating this step for as many
groupings as you would like.
7. Click Next
8. Select the layout and the paper orientation you desire
9. Click Next
10. Select the style you desire...HINT: if you plan on printing your report, I suggest
you use a light background to save on printer toner and ink
11. Click Next
12. Give you report a name, and select Preview the Report
13. Select Finish
14. You should see your report. To adjust the design of your report, simply hit the
design button (same as with the tables), and adjust your report accordingly

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Creating Mail Merge Labels using a Wizard

Microsoft Access lets you create Mailing Labels for your database that
you have. To do this do the following:

1. Switch to the Database Window. You can do this by pressing F11 on the
keyboard.
2. Click on the Reports button under Objects on the left side of screen
 3. Click on New

4. Select Label Wizard and the table you would like to get your information from.

5. Click OK
6. Select the layout of your labels
7. Click Next
8. Select the font size and color you want on each label
9. Click Next
10. Select how you want your label to look
11. Click Next
12. Select how you want your labels sorted
13. Give your label report a name and preview it

Forms are used as an alternative way to enter data into a database

table.

Create Form by Using Wizard

To create a form using the assistance of the wizard, follow these steps:

 Click the Create form by using wizard option on the database window.
 From the Tables/Queries drop-down menu, select the table or query whose
datasheet the form will modify. Then, select the fields that will be included on
the form by highlighting each one the Available Fields window and clicking
the single right arrow button > to move the field to the Selected Fields
window. To move all of the fields to Select Fields, click the double right arrow
button >>. If you make a mistake and would like to remove a field or all of
the fields from the Selected Fields window, click the left arrow < or left
double arrow << buttons. After the proper fields have been selected, click the
 Next > button to move on to the next screen.

 On the second screen, select the layout of the form.

 Columnar - A single record is displayed at one time with labels and

form fields listed side-by-side in columns
 Justified - A single record is displayed with labels and form fields are
listed across the screen
 Tabular - Multiple records are listed on the page at a time with fields
in columns and records in rows
 Datasheet - Multiple records are displayed in Datasheet View
 Click the Next > button to move on to the next screen.

 Select a visual style for the form from the next set of options and click Next
>.

 On the final screen, name the form in the space provided. Select "Open the
form to view or enter information" to open the form in Form View or "Modify
 the form's design" to open it in Design View. Click Finish to create the form.

Create Form in Design View

To create a form from scratch without the wizard, follow these steps:

 Click the New button on the form database window.

 Select "Design View" and choose the table or query the form will be
associated with the form from the drop-down menu.
 Select View|Toolbox from the menu bar to view the floating toolbar with
additional options.

 Add controls to the form by clicking and dragging the field names from the
Field List floating window. Access creates a text box for the value and label
 for the field name when this action is accomplished. To add controls for all of
the fields in the Field List, double-click the Field List window's title bar and
drag all of the highlighted fields to the form.

Adding Records Using A Form

Input data into the table by filling out the fields of the form. Press the
Tab key to move from field to field and create a new record by clicking
Tab after the last field of the last record. A new record can also be
created at any time by clicking the New Record button at the
bottom of the form window. Records are automatically saved as they
are entered so no additional manual saving needs to be executed.

Editing Forms
The follow points may be helpful when modifying forms in Design View.
  Grid lines - By default, a series of lines and dots underlay the form in Design
View so form elements can be easily aligned. To toggle this feature on and off
select View|Grid from the menu bar.
 Snap to Grid - Select Format|Snap to Grid to align form objects with the
grid to allow easy alignment of form objects or uncheck this feature to allow
objects to float freely between the grid lines and dots.
 Resizing Objects - Form objects can be resized by clicking and dragging the
handles on the edges and corners of the element with the mouse.
 Change form object type - To easily change the type of form object without
having to create a new one, right click on the object with the mouse and
select Change To and select an available object type from the list.
 Label/object alignment - Each form object and its corresponding label are
bounded and will move together when either one is moved with the mouse.
However, to change the position of the object and label in relation to each
other (to move the label closer to a text box, for example), click and drag the
large handle at the top, left corner of the object or label.
 Tab order - Alter the tab order of the objects on the form by selecting View|
Tab Order... from the menu bar. Click the gray box before the row you would
like to change in the tab order, drag it to a new location, and release the
mouse button.

Form Appearance - Change the background color of the form by clicking the
Fill/Back Color button on the formatting toolbar and click one of the color swatches
on the palette. Change the color of individual form objects by highlighting one and
selecting a color from the Font/Fore Color palette on the formatting toolbar. The
font and size, font effect, font alignment, border around each object, the border
width, and a special effect can also be modified using the formatting toolbar: