Micro Computer Application

Microsoft Access
Module V

Training Department
[email protected]

1
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 Course Objectives
 In this program you will learn more about
exactly:
 what a database is
 what it is used for
 how to perform simple database tasks, such as
adding and deleting records.

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 Database
 Databases store and manage
information related to a particular
subject or purpose.
 Database is a single organized collection of
structured data in a data file with a
minimum duplication of data items so as to
provide consistent and control pool of
information.

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 Database Cont….
 In its simplest form, a database is a
collection of information that is
organized into a list and stored in a
manner similar to a file cabinet

A File Cabinet

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 Database Cont….
 Whenever you make a list of information,
such as names, addresses, products, or
invoices, you are, in fact, creating a
database
 Technically, you don't even have to use a
database program to create a database.
 You can make a list of information in all
kinds of programs, such as Microsoft Excel,
Microsoft Word, Notepad program etc.

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 Database Cont….
 A database program, however, is much more
powerful than a simple list you keep on
paper or in a Microsoft Word document. A
database program lets you:
 Store Information:
 A database stores lists of information that are related
to a particular subject or purpose. It could be a list of
home recipes, or business information, such as a list
of hundreds of thousands of customers. A database
also makes it easy to add, update, organize, and
delete information.

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 Database Cont….
 Find Information:
 You can easily and instantly locate information
stored in a database.
 For example, you can find all the customers with the
last name "Johnson" or all the customers who live in
the 55417 zip code and are older than 65.

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 Database Cont….
 Analyze and Print Information:
 You can perform calculations on information in a
database.
 For example, you could calculate what percent of
your total sales comes from Arusha Region. You can
also present information in a professional-looking
printed report.

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 Database Cont….
 Manage Information:
 Databases make it easy to work with and
manage huge amounts of information.
 For example, with a few keystrokes you can change
the area code for hundreds of customers in the (612)
area code to a new (817) area code.

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 Database Cont….
 Share Information:
 Most database programs (including Microsoft
Access) allow more than one user to view and
work with the same information at once. Such
databases are called databases.

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 Exercise 1
 What is a database?
 List down five things which you can perform
by using the database program.

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 Starting Microsoft - Access
There are several ways which you can use to start Microsoft
Access
1st Option
 Click on Start button
 Select All Programs
 Select Microsoft Office
 Click on Microsoft Access

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 Starting Microsoft Access
2nd Option
If there is a shortcut Icon to Microsoft Access on the Desktop
Double Click it

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 Starting Microsoft Access
3rd Option
 Click Start Button

 Click Run Command (Run box will appear)

msaccess

Type
msaccess
 Click OK Button or press the enter key

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 Starting Microsoft Access
 4rd Option
 Click once the program-Icon which is on
your desktop

 Press the Enter Key

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 Starting Microsoft Access
 Access program appears and the task pane
displays options for an existing database or
creating a new database, as shown below

 Click the Open button on the toolbar.

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 The Microsoft Access screen

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 The Microsoft Access screen
 Title bar
 Displays the name of the program you are
currently using (in this case, Microsoft Access).
The title bar appears at the top of all Windows
programs.

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 The Microsoft Access screen
 Menu bar
 Displays a list of menus you use to give
commands to Access.
 Clicking a menu name displays a list of
commands
 For example, clicking the Edit menu name would
display different formatting commands.

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 The Microsoft Access screen
 Toolbar
 Toolbars are short cuts they contain buttons for
the most commonly used commands (instead of
having to wade through several menus).
 The toolbars in Access change depending on
what you are working on.
 The database toolbar (the toolbar currently
displayed) contains buttons for the Access
commands that you will use most often, such as
opening and printing databases.

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 The Microsoft Access screen
 Database window
 The command center for a database, the
Database window, allows you to view, create,
edit, and modify database objects.

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 The Microsoft Access screen
 Objects bar
 The Objects bar categorizes the different types
of database objects.
 Each type of database object has its own icon to
view a type of object, click its icon on the
Objects bar.

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 The Microsoft Access screen
 Database objects
 Database objects are the basic components that
make up a database.
 Database objects include tables, queries, forms,
reports, pages, macros, and modules.

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 The Microsoft Access screen
 Status bar
 Displays messages and feedback.
 The Status bar is especially important in Access
since it can give you meaningful information and
messages when you are entering information
into a database.

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 Menus Found in Microsoft Access
 File
 File-related commands to open, close, print, and
create new files.
 Edit
 Commands to copy, cut, paste, find, and replace
text.
 View
 Commands to change how the screen is
displayed.

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 Menus Found in Microsoft Access
 Insert
 Items that you can insert into a database, such
as graphics and charts.
 Format
 Commands to format fonts, cell alignment, and
borders.
 Records
 Commands to add, delete, sort, and filter
information.

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 Menus Found in Microsoft Access
 Tools
 Tools such as the spell checker and macros. You
can also change the default options for Microsoft
Access here.
 Window
 Commands to display and arrange multiple
windows (if you have more than one file open).
 Help
 Provides help with using Microsoft Access.

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 Database Components
 An Access database consists of several
different components. Each component
listed is called an object.
 Listed below are the names and descriptions
of the different objects you can use in
Access. In this program you will learn more
about:
 Tables
 Queries
 Forms
 Reports.
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 Database Components
 Tables:
 tables are where the actual data is defined and
entered. Tables consist of records (rows) and
fields (columns).

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 Database Components
 Queries:
 queries are basically questions about the data in
a database.
 A query consists of specifications indicating
which fields, records, and summaries you want
to see from a database.
 Queries allow you to extract data based on the
criteria you define.

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 Database Components
 Forms:
 forms are designed to ease the data entry
process. For example, you can create a data
entry form that looks exactly like a paper form .
People generally prefer to enter data into a well-
designed form, rather than a table.

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 Database Components
 Reports:
 when you want to print records from your
database, design a report. Access even has a
wizard to help produce mailing labels.

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 Database Components
 Pages:
 a data access page is a special type of Web
page designed for viewing and working with data
from the Internet or an intranet. This data is
stored in a Microsoft Access database or a
Microsoft SQL Server database.

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 Database Components
 Macros:
 a macro is a set of one or more actions that
each performs a particular operation, such as
opening a form or printing a report. Macros can
help you automate common tasks. For example,
you can run a macro that prints a report when a
user clicks a command button.

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 Database Components
 Modules:
 a module is a collection of Visual Basic for
Applications declarations and procedures that
are stored together as a unit.

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 Creating a new database
 To create a new database, choose Blank
Database and specify a new file name for
the database.
 Click on the OK button to create the new
database.

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 Open an Existing Database
 To open an existing database:
 Choose Open an Existing Database
 highlight More Files...
 click on the OK button
 To exit Access:
 Choose the File menu
 Click Exit

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 Exercise 2
 List down the Database components

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 Tables
 Tables are the main units of data storage in
Access.
 A table is made up of one or more columns
(or fields) and that a given column may
appear in more than one table in order to
indicate a relationship between the tables.

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 Creating Tables
 For example we want to create the business
database we conclude that two tables
would be sufficient to store the data about
Customers and their bank Accounts.

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 Creating Tables
 There are a number of ways to create a table
in Access.
 Access provides wizards that guide the user
through creating a table by suggesting
names for tables and columns.
 The other main way to create a table is by
using the Design View to manually define the
columns (fields) and their data types.

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 Creating Tables
 While using the wizards is a fast way to
create tables, the user has less control over
the column names (fields) and data types.

 In this lesson, we will describe the steps to

create a table using the Design View.

 You will experiment on your own with using

the Create Table wizard.

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 Creating a Table Using the Design View
 To create a table in Access using the Design View
 Make sure the Tables tab is clicked and perform the
following steps:

 Double click on Create Table in Design view

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 Table Design View
 The Table Design View will appear. Fill in the
Field Name, Data Type and Description for
each column/field in the table.

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 Table Design View

Note that the default name given for the table is Table1

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 Table Design View
 In a later step, we will assign an appropriate
name for this table.
 Fill in the information for the fields as follows:
Field Name Data Type Description
CustomerID Number The Unique Identifier for a
Customer

Name Text The Name of the Customer

Address Text The Address of the Customer

City Text The City of the Customer

State Text The home State of the Customer

Zip Text The Zip Code of the Customer

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 Table Design View
 A figure below showing the design view with
the new table definition filled in

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 Primary keys
 The power of a relational database system
such as Microsoft Access comes from its
ability to quickly find and bring together
information stored in separate tables using
queries, forms, and reports.

 In order to do this, each table should include

a field or set of fields that uniquely identifies
each record stored in the table.

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 Primary keys
 This information is called the primary key of
the table.

 Once you designate a primary key for a

table, to ensure uniqueness, Microsoft
Access will prevent any duplicate or Null
values from being entered in the primary key
fields.

 There are three kinds of primary keys that

can be defined in Microsoft Access:
AutoNumber, single-field, and multiple-field.
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 Primary keys
 AutoNumber primary keys
 An AutoNumber field can be set to automatically

enter a sequential number as each record is

added to the table.
 Designating such a field as the primary key for a

table is the simplest way to create a primary key.

 If you don't set a primary key before saving a

newly created table, Microsoft Access will ask if

you want it to create a primary key for you.
 If you answer Yes, Microsoft Access will create

an AutoNumber primary key.

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 Primary keys
 Single-field primary keys
 If you have a field that contains unique values

such as ID numbers or part numbers, you can

designate that field as the primary key.


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 Primary keys
 Multiple-field primary keys
 In situations where you can't guarantee
the uniqueness of any single field, you
may be able to designate two or more
fields as the primary key.
 The most common situation where this

arises is in the table used to relate two

other tables in a many-to-many
relationship

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 Inserting a Primary keys
 Click on the CustomerID field with the
Right mouse button
 Choose Primary Key from the pop-up menu.

OR
 Click the Edit Menu

 select Primary Key

OR
 Click the Primary Key Icon on the Toolbar

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 Inserting a Primary keys

Notice that a small key appears next to the field name on the left side.
Note: To remove a primary key, simply repeat this procedure to toggle the primary
key off.
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 Saving a Table
 As a final step, the table must be saved.
 Click the File menu
 Choose the Save command.

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 Saving a Table
 A dialog box will appear where the name of the
new table should be specified. Note that Access
gives a default name such as Table1 or
Table2. Simply type over this default name with
the name of the table you prefer . For this
example, name the table: Customer

Click on the OK button.

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 Closing a Table
 At this point, the new Customer table has
been created and saved.
 Switch back to the Access main screen by
pulling down the File menu and choosing the
Close menu item.
 This will close the Design View for the table
and display the Access main screen.

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 Closing a Table
 Notice that the new Customer table
appears below the Table tab.

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 Field names
 When defining the fields (columns) for a
table, it is important to use field names that
give a clear understanding of the data
contents of the column. For example, does
the field CNO indicate a Customer Number
or a Container Number ?
 Field names in Access can be up to 64
characters long and may contain spaces.
However, the use of spaces in field
names and table names is strongly
discouraged.
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 Field names
 If you wish to make field names easier to
read, consider using an underscore character
to separate words. However be certain no
spaces appear before or after the
underscore.
 The following table summarizes some
different ways to give field names:
 (See the next slide)

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 Field names
Description Bad Good

Unique identifier CID CustomerID or

for a customer Customer_ID
Description for a PDESC ProductDescripti
product on
Employee's Employee_home HomePhone
home telephone _telephone_num
number ber
Bank account BA# AccountNumber
number

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 Exercise 3: Creating a Table
 Create the Accounts table by following the
same steps used to create the Customer
table.
 Click on the New button and highlight Design
View in the dialog box that appears. Then
click on the OK button.
 The Table Design View will appear. Fill in the
Field Name, Data Type and Description for
each column/field in the Accounts table as
shown in the next slide.
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 Exercise 3 Cont…….
Field Name Data Type Description

CustomerID Number The Unique Identifier for a

Customer

AccountNumber Number The Unique Identifier for a

Bank Account

AccountType Text The type of account

(Checking, savings, etc.)

DateOpened Date The date the account was

opened

Balance Number The current balance

(money) in this account (in
$US)

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 Exercise 3 Cont…….
 After finishing your design view with the
new table definition filled in will look like
the figure below:

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 Exercise 3 Cont….
 Define a Primary Key for the Accounts table.
on the AccountNumber field.
 Save the new Accounts table with the File
name Accounts.

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 Viewing and Adding Data to a Table
 Data can be added, deleted or modified in
tables using a simple spreadsheet-like
display.
 To bring up this view of a single table's data,
highlight the name of the table and then click
on the Open button.
 In this view of the table, shown in the next
slide the fields (columns) appear across the
top of the window and the rows or records
appear below. This view is similar to how a
spreadsheet would be designed.
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 Viewing and Adding Data to a Table

Note at the bottom of the window the number of records is displayed. In this
case, since the table was just created, only one blank record appears.

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 Viewing and Adding Data to a Table
 To add data to the table, simply type in
values for each of the fields (columns).
 Press the Tab key to move between fields
within a record.
 Use the up and down arrow keys to move
between records.
 Enter the data as given in the next slide

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 Viewing and Adding Data to a Table
CustomerID Name Address City State Zip

1001 Name Mr. 123 Lexington Smithville KY 91232

Smith

1002 Mrs. Jones 12 Davis Ave. Smithville KY 91232

1003 Mr. Axe 443 Grinder Ln. Broadville GA 81992

1004 Mr. & Mrs. . 661 Parker Rd. Streetville GA 81990

Builder

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 Viewing and Adding Data to a Table

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 saving the new data
 Click the File menu
 Choose Save

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 Navigate to other records in the table

 To navigate to other records in the table, use

the navigation bar at the bottom of the
screen

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 Modifying existing data
 Simply navigate to the record of interest and
tab to the appropriate field.
 Use the arrow keys and the delete or
backspace keys to change the existing data

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 Deleting a record
 First navigate to the record of interest.
 Click the Edit menu
 Click Delete

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 Closing the table
 Return to the Access main screen
 Click the File menu
 Close.

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 Exercise 4: Adding Data to a Table
 For this exercise, open up the Accounts table
and add data for the seven accounts table

 Be sure to enter the data exactly as shown

including the capitalization of the data in the
AccountType field. e.g., type Savings instead
of savings or SAVINGS.

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 Exercise 4 Cont…….
 When entering the dates, type in the full
four digits for the year
 By default, Access only displays the last two
digits of the year; however, all four digits are
stored in the table
 Save the data when you are done
 The figure in the next slide shows the
Accounts table and data as it should appear
when you are done with this exercise.

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 Exercise 4 Cont…….

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 Creating Relationships Between tables
 Recall that one of the main characteristics of
relational databases is the fact that all tables are
related to one another.
 In the Bank database thus far, the Customers table
is related to the Accounts table by virtue of the
CustomerID field appearing in both tables.
 Access has a means to make this relationship
explicit using the Relationships screen.
 Access uses this information when designing
reports, forms and queries that require more than
one table to be displayed

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 Creating Relationships
 Click the Tools menu
 Select Relationships
 The blank Relationships screen will appear
as follows (See next Slide)

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 Creating Relationships

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 Creating Relationships
 The next step is to
display all of the tables
on the relationships
screen.

 Right click anywhere

on the Relationships
screen and select the
Show Tables... option
from the pop-up menu:

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 Creating Relationships
 When the Show Table
dialog box appears,
highlight both the
Customers table and
the Accounts table as
shown
 Then click on the Add
button
 Click on the Close
button

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 Creating Relationships
 The Relationships
screen will now
reappear with the two
tables displayed as
shown

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 Creating Relationships
 To connect the Customers table with the
Accounts table to form a relationship
 Click on the CustomerID field in the Customers
table and drag it over on top of the CustomerID
field on the Accounts table.
 Upon releasing the mouse button, the Edit
Relationships dialog box will appear as shown on
the next slide

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 Creating Relationships

Access will do its best to determine the Relationship Type (almost

always One-to-Many).

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 Creating Relationships
 For this example, Access knows that
CustomerID is a key of the Customer table
so it chooses this field as the "One" side.
This makes the Accounts table the "Many"
side as One customer may have Many
accounts
 One additional step to be taken is the check
off the box labeled "Enforce Referential
Integrity

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 Creating Relationships
 This option puts constraints into effect such
that an Accounts record can not be created
without a valid Customer and Access will
also prevent a user from deleting a
Customer record if a related Accounts record
exists.
 At this point, click on the Create button to
create the relationship.
 The Relationships screen should reappear
with the new relationship in place as follows:
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 Creating Relationships

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 Creating Relationships
 Note the symbols "1" (indicating the "One"
side) and the infinity symbol (indicating the
"Many" side) on the relationship.
 Close the relationships screen
 Select Yes to save the changes to the
Relationships layout

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 Creating and Viewing Tables
 Click on the Tables tab on the Access main
screen
 Click on the New button.
 Choose the Design View and click the OK
button.
 Fill in the name, data type and description
of each of the fields in the table.

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 Creating and Viewing Tables
 Designate a primary key by clicking on one
of the fields with the right mouse button and
then choose Primary Key from the pop-up
menu.
 Save the table by pulling down the File
menu and choosing Save.
 Close the new table by pulling down the File
menu and choosing Close

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 To change the design of an existing table

 Click on the Tables tab on the Access

main screen
 Highlight the name of the table to be
modified and click on the Design button.
 Make the necessary changes.
 Save the table by pulling down the File
menu and choosing Save.
 Close the table by pulling down the File
menu and choosing Close

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 Add, delete or change data in an existing table

 Click on the Tables tab on the Access

main screen
 Highlight the name of the table to be
modified and click on the Open button.
 Make the necessary changes to the data.
 Save the table data by pulling down the
File menu and choosing Save.
 Close the table by pulling down the File
menu and choosing Close

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 To create or edit relationships between tables

 Pull down the Tools menu and select the

Relationships menu item.
 To display tables, right click and choose Add
Tables
 To create new relationships, drag a key field from
one table and drop it on the associated field in
another table
 To edit an existing relationship, double click on
the relationship line.
 To delete an existing relationship, click on the
relationship line and press the delete key
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msomibora.com Microsoft Access 98
 Creating and Running Queries
 Queries are a fundamental means of
accessing and displaying data from tables.
 Queries can access a single table or multiple
tables. Examples of queries for our bank
database might include:
 Which Customers live in Georgia ?
 Which Accounts have less than a $500 balance ?
 In this section, we show how to use the
Access Wizards to create queries for a single
table and for multiple tables

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 Single Table Queries
 In this section, we will demonstrate how to query a
single table.
 Single table queries are useful to gain a view of the
data in a table that:
 only displays certain fields (columns) in the

output
 sorts the records in a particular order

 performs some statistics on the records such as

calculating the sum of data values in a column

or counting the number of records

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 Single Table Queries

 Creating a query can be accomplished by

using either the query design view or the
Query wizard. In the following example, we
will use the query wizard to create a query.

 Queries are accessed by clicking on the

Queries tab in the Access main screen as
shown on the figure in the next slide

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 Single Table Queries

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 Creating a new query(Using Wizard)
 To create a new query
 Click on the New button. The New Query
menu will appear
 Select the Simple Query wizard option
 Click the OK button.

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 Creating a new query (Using Wizard)

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 Creating a new query (Using Wizard)

 The first step in the Simple Query wizard is

to specify the table for the query and which
fields (columns) should be displayed in the
query output. Three main sections of this
step are:
 Tables/Queries - Pick a list of tables or queries
you have created.
 Available Fields - Those fields from the table that
can be displayed.
 Selected Fields - Those fields from the table that
will be displayed.

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 Creating a new query (Using Wizard)

 For this example, pull down the

Tables/Queries list and choose the Customer
table.
 Notice that the available fields change to list
only those fields in the Customer table. This
step is shown on the next slide

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 Creating a new query (Using Wizard)

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 Creating a new query (Using Wizard)

 From the list of Available

fields on the left, move the
Name, Address, City and
State fields over to the
Selected Fields area on the
right.
 Highlight one of the fields
and then click on the right
arrow button in the center
between the two areas.

 Repeat this for each of the

four fields to be displayed.
When done with this step,
the wizard should appear
as shown in the next slide

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 Creating a new query (Using Wizard)

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 Creating a new query (Using Wizard)

 Click on the Next button to move to the next and

final step in the Simple Query wizard.
 In the final step, give your new query a name. For
this example, name the query: Customer Address
 At this point, the wizard will create the new query
with the option to either:
 Open the query to view information - that is, the wizard
will execute the query and show the data.
 Modify the query design - the wizard will switch to the
Design View to allow further modification of the query

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 Creating a new query (Using Wizard)

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 Creating a new query (Using Wizard)

 For this example, choose Open the query to

view information and click on the Finish
button.
 When this query executes, only the
customer's name, address, city and state
fields appear, however, all of the rows
appear as shown in the figure (Next slide)

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 Creating a new query (Using Wizard)

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 Creating a new query (Using Wizard)

 Close this query by pulling down the File

menu and choosing the Close menu item.

 The Access main screen showing the Queries

tab should appear. Note the new query
CustomerAddress appears under the Queries
tab.

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 Modifying the query
 In the following example, we will modify the
CustomerAddress query to only display
customers in a certain state. To accomplish
this, we will make use of the Query Design
View.
 Open up the CustomerAddress query in the
design view by highlighting the name of the
query and clicking on the Design button. The
design view will appear as in the figure
below
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 Modifying the query

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 Modifying the query
 The Query Design view
has two major
sections.
 In the top section, the
table(s) used for the
query are displayed
along with the
available fields. In the
bottom section, those
fields that have been
selected for use in the
query are displayed.

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 Modifying the query
 Each field has several options
associated with it:
 Field - The name of the field from the table
 Table - The table the field comes from
 Sort - The order in which to sort on this field
(Ascending, Descending or Not Sorted)
 Show - Whether or not to display this field in the
query output
 Criteria - Indicates how to filter the records in
the query output.

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 Modifying the query
 For this example, we will filter the records to
only display those customers living in the
State of Georgia (GA). We will also sort the
records on the City field.
 To sort the records on the City field, click in
the Sort area beneath the City field.
 Choose Ascending from the list as shown in
the figure below:

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 Sorting the query

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 To filter the output to display Customers in Georgia only

 click in the Criteria

area beneath the
State field and type
the following
statement:
= 'GA'

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 To filter the output to only display Customers in Georgia

 The = 'GA' statement tells Access to only

show those records where the value of the
State field is equal to 'GA'.
 Run the query by
 clicking the Query menu
 choose the Run command
 The output is shown in the figure in the next
slide

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 To filter the output to only display Customers in Georgia

Finally, save and close this query to return to the Access main
screen
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 Exercise 5: Single Table Queries
 For this exercise, use the Simple Query wizard to
create a query on the Accounts table showing just
the AccountNumber, AccountType and Balance
fields.

 From the Access main screen, click on the Queries

tab. Then click on the New button.

 Choose the Simple Query wizard option and click

on the OK button.

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 Exercise 5: Single Table Queries
 Under Table/Queries: choose the Accounts table.
Then move the AccountNumber, AccountType and
Balance fields over to the Selected fields area.
Then click the Next button.

 In the next panel, you will be asked to choose

between a detail or summary query. Choose
detailed query and click on the Next button.

 Name the new Query : AccountsQuery and click on

the Finish button.

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 Exercise 5 Cont….
 The output is shown
below

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 Exercise 5 Cont….
 Close this query by pulling down the File menu and
choose Close.
 In the next part of the exercise, we will modify the
query to sort the output on the account number
and only display the Savings accounts.
 From the Queries tab on the Access main screen,
highlight the AccountsQuery and click on the
Design button.
 Change the Sort order for the AccountNumber
field to Ascending.
Add the following statement to the Criteria: are
under the AccountType field:
= 'Savings'

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 Exercise 5 Cont….

Run the query by clicking the Query menu and choose Run
command. The output is shown on the next slide

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 Exercise 5 Cont….

Finally, save and close the query to return to the Access main
screen

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 Multiple Table Queries
 Up to this point, queries involving only one
table have been demonstrated. It is almost a
given that queries will need to involve more
than one table.
 For this example, assume that a manager
would like to see a list of all of the
customers and the type of account(s) that
each one maintains at the bank. Such a
query requires data from both the
Customers table as well as the Accounts
table.
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 Multiple Table Queries
 In such queries, Access will rely on the
Relationships established between tables to
guide how the data will be assembled to
satisfy the query.

 Before proceeding with these next

instructions, make certain the One-to-Many
relationship between the Customers and
Accounts table has been created before

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 Multiple Table Queries
 To start the process of creating a multiple table
query
 Click the Query tab
 Click on the New button to create a new query.
 Select the "Simple Query Wizard" option as was done
previously.
 When the simple query wizard appears
 Select the CustomerID and Name fields from the
Customers table
 Then switch the Tables/Queries selection to the Accounts
table and select the CustomerID, AccountType and
Balance fields from the Accounts table
 The result from this step is down below

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 Multiple Table Queries

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 Multiple Table Queries
 Click the Next button to continue. In the
next step of the wizard, an option will
appear to provide some level of Summary.

 For this example, leave the default at

"Detail ..." as shown in the next slide and
then click on the Next button

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 Multiple Table Queries

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 Multiple Table Queries
 In the final step of the wizard, name the
query "Customer Accounts Query"

 Click on the Finish button. The multiple table

query results should appear as in the next
slide

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 Multiple Table Queries

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 Multiple Table Queries
 As with single table queries demonstrated
previously, one can change the query
definition in design view by adding filters
(e.g., show account information for all
customers in 'GA').

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 Exercise 6: Multiple Table Queries
 For this exercise, create a new query called
"Accounts Summary Query" that joins the
Cusomers table (include the CustomerID and
Name fields) with the Accounts table
(include the Balance field only).
 In the second step of the wizard, click on
the Summary choice (instead of Details) and
then click on the Summary Options... button.
Check all of the Summary option boxes such
as Sum, AVG, Min and Max as shown in
the figure in the next slide
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 Exercise 6 Cont….

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 Exercise 6 Cont….
 The resulting query should appear as follows

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 Creating and Running Queries
 In this section, the basic steps for creating and
running queries were introduced.
 The query wizard can be used to create simple
queries that access a single table.
 It is also possible to then modify the query to sort
or filter the records.

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 Summary Creating and Running Queries
 Creating a query using the query wizard:
 From the Access main screen, click on the Queries tab. Then click
on the New button.
 From the Queries tab on the main Access screen, click on the New
button and choose the Simple Query wizard option.
 Under Table/Queries: choose the appropriate table for the query and
then indicate which fields in the table will appear in the query
output.
 If querying more than one table, change the Table/Queries:
selection to display additional tables and select the necessary fields.
 If the table contains numeric fields, either detailed or summary
information may be specified for the query.
 Finally, name the new query and click on the Finish button.

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 Creating and Running a Data Entry Form
 Data entry forms are the primary means of
entering data into tables in the database. In a
previous section, we described how to add data to
a table using a spreadsheet-like view of the data.
Data entry forms offer a more user-friendly
interface by adding labels for each field and other
helpful information.
 Access provides several different ways of creating
data entry forms. These include creating the forms
by hand using a Design View as well as a number
of wizards that walk the user through the forms
creation process. In this section, we cover the
basic steps for using a wizard to create a data
entry form.

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 Creating a Single Table Form using the Wizard
 In this example, we will create a simple data entry
form for the Customer table. To begin the process,
click on the Forms tab on the Access main screen. As
with the other components in Access, there are
buttons for creating a New form, Open an existing
form and Design an existing form. For this example,
click on the New button to create a new form.

 A New Form dialog box will appear with several

options for creating a new form. For this tutorial,
choose the Form wizard. At the bottom of the dialog
box, there is a prompt to supply the name of the
table or query to be used for the new form. In this
case, select the Customer table as in the following
figure and then click on the OK button
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 Creating a Single Table Form using the Wizard

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 Creating a Single Table Form using the Wizard

 In the next step of the Form wizard, we

need to specify the fields from the Customer
table that will appear on the form.
 In this case, we want all of the fields to
appear.
 Move each of the fields from the Available
Fields side over to the Selected Fields side
as in the following figure.
 Then click on the Next button

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 Creating a Single Table Form using the Wizard

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 Creating a Single Table Form using the Wizard

 Forms can have several different layouts or

arrangement of the labels and fields on the
screen.
 Columnar - Places the labels to the left of each
field. This is similar to a paper form. This layout is
suitable for viewing data one record at a time.

 Tabular - Places the field labels at the top of the

screen and the records are displayed below. This
is similar to how a spreadsheet would display the
data and is suitable for displaying multiple
records of data at a time.

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 Creating a Single Table Form using the Wizard

 Datasheet - The data appears in the same fashion

as when viewing or adding data to a table.
 Justified - Places the labels above each field with
the fields spread out on the form. This is suitable
for viewing a single record at a time as with the
columnar layout.

 For this example, choose the columnar layout as

shown in the figure below and click on the Next
button.

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 Creating a Single Table Form using the Wizard

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 Creating a Single Table Form using the Wizard

 Access has several sample display styles that

determine how the form will appear,
including elements such as fonts, colors and
the background used in the form.

 For this example, select the Standard style

as shown in the next slide and click on the
Next button

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 Creating a Single Table Form using the Wizard

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 Creating a Single Table Form using the Wizard

 As a final step, give this new form the name:

 CustomerDataEntry

 Then click on the Finish button as shown in

the next slide

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 Creating a Single Table Form using the Wizard

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 Creating a Single Table Form using the Wizard

 The new form will be created by the wizard and

then opened. It should appear as in the figure
below

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 Navigate between fields/records
 Use the tab key to navigate between fields in the
form.
 To move to the next or previous record, use the
record navigation bar at the bottom of the form

Previous Record Next Record

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 Navigate between records
 The buttons on the navigation
bar perform the following
functions:

 Go to the first record.

Go to the previous record.
Go to the next record.
Go to the last record.
Go past the last record to add a
new record.
 To close the form and return to
the Access main screen, pull
down the File menu and choose
Close.
 To open the form at any time,
highlight the form name under
the Forms tab on the Access
main screen and click on the
Open button

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 Close/Open the Form
 To close the form and return to the Access
main screen
 Click the File menu
 Choose Close.
 To open the form at any time
 Highlight the form name under the Forms tab on
the Access main screen
 Click on the Open button

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 Exercise 7: Creating a Single Table Form
 For this exercise, we will create a data entry
form for the Accounts table created in a
previous exercise.
 Click on the Forms tab on the Access main
screen and then click on the New button to
create a new form.
 Select the Form wizard
 Select the Accounts table.
 Click the OK button.
 Select all of the available fields and click on the
Next button.

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 Exercise 7 Cont……
 Choose a Tabular layout and click on the Next
button.
 Choose the Standard style and click on the Next
button.
 Name the form: AccountsDataEntry
Then click on the Finish button to create,
save and view the new form.
 The new form is shown in the next slide

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 Exercise 7 Cont……

Close the form and return to the Access main screen, by pulling
down the File menu and choosing Close

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 Review of Creating a Form
 The basic steps for creating a simple data
entry form are:
 Choose a table and a form wizard
 Specify the fields (columns) that will appear
in the form
 Specify the layout for the form
 Specify the style (fonts/colors, etc.) for the
form
 Save, create and run the new form
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 Review of Creating a Form
 In this section we covered the basic steps
required to create and run a data entry
form.
 Access provides wizards which are adept at
building simple forms with a minimal amount
of work.

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 Creating and Running a Report
 Reports are similar to queries in that they
retrieve data from one or more tables and
display the records.
 Unlike queries, however, reports add
formatting to the output including fonts,
colors, backgrounds and other features.
Reports are often printed out on paper rather
than just viewed on the screen.
 In this section, we cover how to create
simple reports using the Report wizard.
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 Creating a Report
 In this example, we will create a simple
report for a single table using the Report
wizard.
 As with the Queries and Forms, we begin by
selecting the Reports tab from the Access
main screen.

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 Creating a Report (Using Report Wizard)

 To create a new report

 Click on the New button.
 The New Report dialog box will appear as
shown below.
 Select the Report wizard and then select the
Customer table as shown on the next slide.
 Then click the OK button.

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 Creating a Report

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 Creating a Report
 In the next step of the Report wizard, we
need to specify the fields from the Customer
table that will appear on the report.
 In this case, we want all of the fields to
appear.
 Move each of the fields from the Available
Fields side over to the Selected Fields side
as in the figure in the next slide.
 Then click on the Next button.

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 Creating a Report

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 Creating a Report
 In the next step, we have the opportunity to
add Grouping Levels to the report.
 A grouping level is where several records
have the same value for a given field and we
only display the value for the first records.
 In this case, we will not use any grouping
levels so simply click on the Next button as
shown in the next slide.

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 Creating a Report

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 Creating a Report
 In the next step, we are given the opportunity
to specify the sorting order of the report.
 For this example, we will sort the records on
the CustomerID field.
 To achieve this,
 Click the down arrow in the list box next to
the number 1 box
 Choose the CustomerID field as shown in
the figure next slide.
 Then click on the Next button.

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 Creating a Report

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 Creating a Report
 The next step is to specify the layout of the
report. The three options are:
 Columnar - Places the labels to the left of each
field. This is similar to a paper form.
 Tabular - Places the field labels at the top of the
report page and the records are displayed
below. This is similar to how a spreadsheet
would display the data.

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 Creating a Report
 Justified - Places the labels above each field with
the fields spread out on the report page.
 Generally, reports use the tabular layout.
 For this example
 Choose Tabular layout and set the page
Orientation to Landscape so that all of the fields
will fit across one page.
 This is shown in the figure next slide.
 Click on the Next button to continue.

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 Creating a Report

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 Creating a Report
 In the next step, the style of the report can
be selected.
 For this example
 Choose the Corporate style
 Click on the Next button to continue.

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 Creating a Report

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 Creating a Report
 Finally, give a name for the new report:
CustomerReport and then click on the Finish
button to create, save and display the new
report.

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 Creating a Report

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 Creating a Report
 The output from the report is shown in the
figure next slide.
 Note that on some screens, the last field,
Zip, may not display without scrolling over to
the right.

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 Creating a Report

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 Creating a Report
 Once the report is displayed, it can be
viewed, printed or transferred into Microsoft
Word or Microsoft Excel.

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 Creating a Report
 To close the report and return to the Access
main screen, pull down the File menu and
choose Close or click on the Close button.

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 Exercise 8 creating a Report
 For this exercise, we will create a report showing
all of the Accounts information.
 1. From the Reports tab on the Access main
screen, click on the New button.
 2. Select the Report wizard, select the Accounts
table and then click the OK button.
 3. Select all of the fields in the Accounts table by
moving them all over to the Selected Fields side
and then click Next
 4. Group the report by CustomerID by clicking on
the CustomerID field and then clicking on the right
arrow button. This is shown in the figure in the next
slide
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 Exercise 8 Cont……

Choose to sort the report on the AccountNumber field. Note

that a new button will appear called Summary Options.

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 Exercise 8 Cont……

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 Exercise 8 Cont……
 Click on the Summary Options button.
 Choose the Balance field and select the Sum
option.
 Choose the option to show both Detail and
Summary data.
 Then click on the OK button.

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 Exercise 8 Cont……

Click on the Next button.

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 Exercise 8 Cont……
 1. Choose a Block layout and click on the
Next button.
 2. Choose the Corporate style and the
click on the Next button.
 3. Finally, name the report:
AccountsReport and click on the Finish
button to create, save and run the report.
 The output from the AccountsReport is
shown in the next slide

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 Exercise 8 Cont……

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 Exercise 8 Cont……
 Note the Grouping at the level of the
CustomerID and the Sum for each
customer's balances.
 To close the report and return to the Access
main screen, pull down the File menu and
choose Close.

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 Review of Creating and Running a Report

 As can be seen in the report exercise, there

are many ways to create reports to show
summarization, sorting and layout of the
data.
 Further study of Reports will show how to
modify the layout using the Design View.
Students are encouraged to work with the
Report wizards to create different styles and
types of reports.

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 Summary
 In this Lesson, we have covered the basics
for creating an Access database including
tables with data, queries to retrieve data,
forms to enter data and reports to display
and summarize data.
 Students are encouraged to further their
Access knowledge and skills by working
through more advanced Lessons and by
reading the on-line help and Access
documentation
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 Thank you for listening

Training Department
[email protected]

198
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