MICROSOFT ACCESS 2021

FOR BEGINNERS & PROS.

COMPLETE BEGINNERS TO EXPERTS PRACTICAL

USER GUIDE FOR MICROSOFT ACCESS 2021 FOR
ALL USERS

MATT VIC
Copyright © 2021 by Matt Vic
All rights reserved. No part of this publication may be reproduced,
distributed, or transmitted in any form or by any means, including
photocopying, recording, or other electronic or mechanical methods, without
the prior written permission of the publisher, except in the case of brief
quotations embodied in critical reviews and certain other noncommercial uses
permitted by copyright law.
 CONTENTS
CONTENTS

INTRODUCTION

CHAPTER ONE

GETTING ACQUAINTED WITH OFFICE 2021

PACKAGES FOR MICROSOFT OFFICE 2021 VERSION
GETTING STARTED WITH ACCESS
INTRODUCING YOU TO ACCESS DATABASE
BASIC TERMINOLOGY TO BECOME PROFICIENT IN ACCESS DATABASE
LAUNCHING INTO MICROSOFT ACCESS APPLICATION
WORKING WITH ACCESS OPENING SCREEN
CREATING A DATABASE FILE
CREATING A BLANK DATABASE FILE
CREATING DATABASE FILE FROM THE PREFORMATTED TEMPLATE

CHAPTER TWO

COMPOSITION OF DATABASE OBJECT

USING TABLES TO STORE DATABASE DATA
GENERATING FORMS TO ENTER AND MAINTAIN DATABASE DATA
SELECTING QUERIES TO EXTRACT DATABASE DATA
USING REPORTS FOR DATA PRESENTATION AND INSPECTION
MACRO
MODULE
WORKING WITH THE NAVIGATION PANE
OPEN/CLOSE AND RESIZING THE NAVIGATION PANE
SELECTING A PREDEFINED CATEGORY
FINDING AN OBJECT WITH THE PANE
SELECTING DATABASE OBJECT
SORT OBJECTS

CHAPTER THREE

CONSTRUCTING A DATABASE
ASCERTAINING KIND OF DATABASE INFORMATION
DISTRIBUTING INFORMATION INTO THE DIFFERENT DATABASE TABLES
ASSIGNING FIELDS TO THE DATABASE TABLES
SELECTING A PRIMARY KEY FIELD FOR EACH DATABASE TABLE
ESTABLISHING RELATIONSHIPS AMONG THE DATABASE TABLES

CHAPTER FOUR

CONSTRUCTING DATABASE TABLES

CREATING A DATABASE TABLE
CREATING A DATABASE TABLE FROM THE SCRATCH
CREATE A DATABASE TABLE WITH THE IN-BUILT TEMPLATE
IMPORTING A DATABASE TABLE FROM ANOTHER DATABASE TABLE
TWO WAYS OF OPENING DATABASE TABLE
DETERMINING DATA TYPE
DATA TYPE FOR ENTERING FIELDS
ENTERING AND MODIFYING FIELDS OF A DATABASE TABLE
ENTERING A FIELD INTO A BLANK DATABASE FILE
ADJUSTING THE FIELDS FOR THE TABLE CREATED WITH TEMPLATE
DO YOU KNOW WHAT THE PRIMARY KEY FIELD IS?
IMPORTANCE OF A PRIMARY KEY
LAW OF A PRIMARY KEY
CREATING A PRIMARY KEY
RENAMING AND DELETING A FIELDS
MOVING A FIELD
FIELD PROPERTIES A GUARANTEE FOR CORRECT DATA ENTRIES
EXAMINING EACH FIELD PROPERTIES SETTINGS
ACTIVATING LOOKUP WIZARD FOR DATA ENTRY LIST
INDEXING FOR FASTER QUERIES

WHEN TO INDEX AND WHICH FIELD IS TO BE INDEXED

CREATING AN INDEX
CREATING MULTIPLE-FIELD INDEX
BUILDING DATABASE TABLES RELATIONSHIP
CATEGORIES OF RELATIONSHIPS
MANAGING TABLES WITHIN THE RELATIONSHIP WINDOW
ESTABLISHING RELATIONSHIP BETWEEN TABLES
MODIFYING TABLE RELATIONSHIP

CHAPTER FIVE

ENTERING DATA INTO THE DATABASE TABLE

DATA ENTERING APPROACHES
DATA ENTERING BY SWITCHING TO DATASHEET VIEW
TIPS AND TRICKS EXPOSURE FOR ENTERING DATA IN A DATASHEET
AMENDING THE LOOK OF THE DATASHEET
ENTERING DATA WITH THE HELP OF A FORM

CHAPTER SIX

FINDING, SORTING, FILTERING, AND QUERYING YOUR DATA

FINDING MISSING DATA WITH THE FIND COMMAND
SORTING RECORDS ALPHABETICALLY AND NUMERICALLY
SORTING A DATABASE FIELD
FILTERING FOR SPECIFIC INFORMATION
METHODS OF FILTERING A DATABASE TABLE
IMPORTANT NOTE FOR USING ALL FILTER METHODS
FILTER BY FIELD CONTENT
FILTER BY SELECTION
FILTER BY FORM
ADVANCED FILTER/SORT
GETTING STARTED WITH QUERY

CREATING A NEW QUERY

OPENING QUERIES AND SWITCHING VIEW
WORKING WITH THE QUERY DESIGN WINDOW
ADDING THE NEEDED TABLE TO THE QUERY DESIGN WINDOW
SELECTING THE FIELDS NEEDED IN QUERY
ARRANGING QUERY RESULTS WITH SORT
SELECTING THE FIELDS THAT WILL BE DISPLAYED IN THE QUERY RESULT
UNDERSTANDING QUERY CRITERIA
FORMAT FOR NUMERIC CRITERIA
FORMAT FOR TEXT CRITERIA
FORMAT FOR DATE CRITERIA
SAVING YOUR QUERY
RUNNING A QUERY
OTHER FORMS OF QUERIES
SELECT QUERY
CALCULATION QUERY
SUMMARY QUERY

CHAPTER SEVEN

PRESENTING DATABASE RESULT IN FORM OF REPORT

CREATING A PROFESSIONAL REPORT
OPENING AND INSPECTING A REPORT
REFINING THE APPEARANCE OF YOUR REPORT

CHAPTER EIGHT

APPROPRIATE SHORTCUTS, TIPS, AND TRICKS

DO AWAY WITH DATA MISMATCH
WRONG CRITERIA BRING WRONG OR NO QUERY RESULT
THERE SHOULD BE A LINK BETWEEN THE TABLES IN RELATIONSHIP
EACH TABLE SHOULD HAVE A PRIMARY KEY AND IT SHOULD BE A NUMERIC DATA
TYPE
VALIDATING ACCESS DATA TYPE
SHORTCUTS AND CONTROL KEYS
SHORTCUTS FOR ENTERING DATA IN DATASHEET VIEW
GENERAL SHORTCUTS
GRID PANE SHORTCUTS

CONCLUSION

INDEX
 INTRODUCTION
Without argument, Microsoft Access is the best Microsoft application
designed for managing all levels of information in the organization.
However, the majority of users find its tools difficult to use conveniently
when it comes to its operation, such as storing and retrieving information
from the database. I agree that learning Microsoft Access may seem difficult
at the start but Access is one of the easiest Microsoft applications if you can
follow the principle that governs its operation adequately. This amazing user
guide is designed to prepare you with an easy pathway in mastering
Microsoft Access.
Are you enthusiastic and excited to master how to manage both small and
large data effectively but haven’t gathered enough skill or having no skill?
You are get covered with this complete user guide which takes you from
basic to expert level with practical and theory examples that can help you
master the principle and technique of managing database conveniently.
We will start from the basics of launching to Microsoft Access 2021 application, getting
acquainted with 10 relevant terminologies that will aid you in mastering the Access database, Creating
a database file that you will use to store the database information, working with the Access Navigation
pane.
Then we will move to the process of designing a database, getting started with the construction of the
database table, entering fields into each database table following the principle of data type and field
properties to restrict wrong data and ensure correct data find their way into the tables, entering data
directly into the table or employ the help of a Form.
From there, we will deal with the management of tables relationship in the relationship windows for
effective database query, extracting simple information from the database with Find, Sort, and Filter
commands, working with the Query Design Window, format for entering the right criteria when
querying the database for certain information, query the database and having the query result.
Finally, creating a professional report via the query result. refining the appearance of the Report,
mastering appropriate tips and tricks, shortcuts for taking more steps ahead of other users, and other
benefits.
I wish to see you continue to break the limit for effective database management of all forms of data
without any problem.
 CHAPTER ONE
GETTING ACQUAINTED WITH OFFICE 2021
This is the family of Microsoft applications that permits you to use a group of
Office suite applications regularly, for instance, Word, Excel, Access,
PowerPoint, Outlook, and others. It is the type of Microsoft application that
will be installed on both PC and Mac for an unlimited period with a One-time
payment known as a license fee.
Microsoft office 2021 is an improved and replacement version over
Microsoft office 2019. It is highly recommended for all forms of users who
do not want to subscribe to the cloud Microsoft service since it has major
applications and software features that are available on the Microsoft 2021
version (cloud-based version). Such as Word, Excel, PowerPoint, Outlook,
Access, and other application based on the type of packages you subscribe for
which may have an additional application such as OneDrive, SharePoint,
Exchange, Skype, and so on.
Microsoft Office suites can be downloaded from the MS website or you can
use your code with a physical card for the installation on the PC or Mac,
immediately after the installation each application that makes up the
Microsoft office suites family will be available on your PC or Mac. Let us
check the best five of those applications:
v Microsoft Access: Access is designed to help you manage large
arrays of data, such as entering, storing, and retrieving the data when
the need arises.
v Microsoft Word: it is also called a word processor, it is used to enter
all kinds of text or word into any document.
v Microsoft Excel: it is also called a spreadsheet application, it is
designed for creating, analyzing, and processing data on a worksheet
with number functions.
v Microsoft PowerPoint: this is specially structured for creating a
slide presentation with text, image, sound, transition, and so on.
v Microsoft Outlook: it is called an email application, is specialized in
sending and receiving all manners of email such as an event,
calendars, and others.
PACKAGES FOR MICROSOFT OFFICE 2021 VERSION
Two packages are available for Microsoft office users with 2021 version for
both PC and Mac, those packages are the following:
1. Office Long Term Servicing Channel: it is designed for business
parastatal who aim at using it for business pursuit for multiple users.
2. Consumer Office 2021: it is designed for a sole individual who may
either use it in the office or at home, it is for a single user.
Both packages majorly have similar features like a dark mode for visual
support in the evening, performance, and accessibility improvement across
standard applications such as Word, Excel, and PowerPoint.
GETTING STARTED WITH ACCESS
The main purpose of using Access is to help you to store large arrays of data,
arrange the data and retrieve the data when it is needed. Some users thought
Access and Excel serve the same purpose far be it, storing data in Excel is
limited to the number of rows in Excel worksheet and can only help you to
sort and filter a minor list of data but Access deals with compound and bulky
arrays of data beyond what Excel can do or try to do.
INTRODUCING YOU TO ACCESS DATABASE
A database can also be called a database file, it is referred to an organized
collection of an item that relates to specific information, the item can be
anything such as product, employee name, and so on, for instance, Amazon is
a database with the organized item that you can purchase, the items contain
an attach information such as name, price, author, title and many more.
Another example of a database is a library catalog with an organized
collection of information about books.
BASIC TERMINOLOGY TO BECOME PROFICIENT IN
ACCESS DATABASE
To understand in and out of the database, it is expedient to understand the
basic term of access database. The table below explains 10 database
terminology you have to recognize if you must run the access database
conveniently.
BASIC DATABASE TERMINOLOGY YOU NEED TO
KNOW
Database This is an orderly method of organizing information
for easy retrieval when it is needed for any purpose.
Database It is referred to the orderly arrangement of data
table information into fields (columns) and records (rows).
Fields It can be likened to a column in a conventional table,
it is the categories of information inside the database
table.
Records It can be likened to a row in a conventional table, it
shows all the recorded data about each category
whether of a person or anything.
Cells Just like a conventional table, a cell is the intersection
of field and record inside a database. It is the point
where you can enter a piece of data
Foreign It is used to link information in database tables i.e., it
key or shows the relationship between two database tables
field by relating it with the primary key. The unique
column that is compared with another column during
comparison is known as a primary key.
Primary This is a field in each database table whose values
key field uniquely identify other fields across the table.
Relational This is the type of database where data is stored in
database more than one database table. It helps to organize
data into the table that can be related together based
on the fact that data must be common to each other,
for instance, a company that recorded the first
database table with customer details and another
database describing individual customer transactions.
 The database used to have more than one database
table but a situation may warrant it that it will have
only one database in such situation it is called file flat
database.
Dynaset It refers to the process of taken data or a set of data in
one or more database tables i.e., the outcome of your
search within the database.
Object The object comprises various components used in
constructing a database such as database tables,
queries, forms, reports, macros, and modules. They
will be discussed at length later in this section.
LAUNCHING INTO MICROSOFT ACCESS APPLICATION
Launching means to start an application, the best and easiest means to start
Access is via the start menu, observe the following instruction to start
Access:
a) Tap on the window start menu located at the bottom left of the desktop
window.
b) Scroll up/down to search for the Access application, click on its icon to
open the Access application.

c) The above steps (1-2) will lead you to the Access opening screen
where Access activities start from.
WORKING WITH ACCESS OPENING SCREEN
Access opening screen is the starting point of getting started with Access, use
the privilege of the opening screen to do the following activities.
1. The blank database: this is used in creating a new database or database
file.
2. Template: this is the available template that you can get on the system
without going to the internet.
3. Online Template: you can click on this to search for more templates
over the internet if you are not satisfied with the template that is
available offline.
4. Recent documents: it helps you to access the recent database document
you have recently worked upon.
5. All documents: this is the folder for accessing all the database
documents.
CREATING A DATABASE FILE
The database file is the document where your database work is being stored.
Access permits you to create a Database file from two ways either from
scratch which is also known as a blank database file or from the preformatted
template, both ways will be created from the opening screen after the
launching of the Microsoft Access start screen.
CREATING A BLANK DATABASE FILE
To create a database blank file from the opening screen, kindly:
a. Tap on the Blank database command at the right side of the opening
screen.

b. Move to the file name and change the name Access guess for you to
the name you want, then click on the Folder icon to change the file
location to another folder location provided you desire that.

c. Select another location and click on Ok to confirm the selected folder

for the file.
d. Then click on Create button below the file name box to create an
Access blank database with a blank table by default.

e. Take a look at Access blank database file.

CREATING DATABASE FILE FROM THE
PREFORMATTED TEMPLATE
Preformatted templates are very easier to start with provided you understand
all the elements of the database and you know how to edit it to your
information. Templates are for those who know how to work well with the
database. To create a database file from the template, follow these listed
steps:
a. Choose “New” from the opening screen of Microsoft Access, then
take a look at the template, you may scroll down to see all the
templates available on Access or use the search box to search for more
templates, click on a template immediately you find the one that
relates with the information you have.

b. You will be provided with a preview panel where you can change the
name of the template, select a folder, and view the selected
template.
c. Click on Create button once you are satisfied with the preview
template and click on enable editing to permit you to work on the
database.
d. Behold a template database file with an inbuilt design table that
comprises fields and records which you can edit on your own with
ease.
 CHAPTER TWO
COMPOSITION OF DATABASE OBJECT
Database objects consist of all the elements that allow you to enter, store,
analyze, compile and extract your data the way you want. There are many
numbers of an object but we will focus on the main objects which are Tables,
queries, forms, reports, macros, and modules as I have mentioned in the
database terminology. Without these components you can’t effectively
operate the database, I will quickly discuss them one after the other below.
USING TABLES TO STORE DATABASE DATA
A database table is the component of the database where related information
is being stored into fields (columns) and records (rows). A table can be used
to store all forms of information into a field such as a Supplier ID, employee
Name, Contact Address, Position, and so on but each table must contain
related information, the record must contain the information that relates to the
field.

Generally speaking, a database used to have more than one database table
nevertheless when the information is not large you may use only one
database table.
GENERATING FORMS TO ENTER AND MAINTAIN
DATABASE DATA
The next action after the creation of the table is to enter data into respective
fields and records. The Forms help you to enter, edit, view, and delete data.
In short, form is used to create data and as well use to create data and as well
use to carry all forms of data manipulation such as editing, viewing,
modifying, and many more. However, you have the choice to enter and
modify data straightway without form but it won’t be as easier compared to a
form.
SELECTING QUERIES TO EXTRACT DATABASE DATA
A query is designed to extract specified information that you want to work
with from the table. The query is used to sort and filter the data based on the
search criteria. Query means passing a question to your database by defining
specific search criteria based on the information you needed, for instance,
you may say who are the customer care, in this case, you are asking your
database to find your customer care under the job title category.

Result of the above query

USING REPORTS FOR DATA PRESENTATION AND
INSPECTION
Reports are usually an output result whether, from the selected queries or
tables, reports are always on paper in printed format which is meant to be
presented to higher or recognized authority for proper inspection and
scrutinization.
MACRO
Macro is simply a programming language invented by Microsoft for creating
instructions and commands in the form. Using Macro extend what you can do
with Microsoft Access, for instance, you can add a button to the form for
opening another related form or report which will introduce a wizard to guide
you with the command but you can only do it once, nevertheless Macro can
help you achieve such command with a drop-down list over and over again.
Macro can help you to open an executive query, view, and print reports. The
limiting factor of Macro is that you can’t make any choice outside the
command within the drop-down list.
MODULE
The module is designed to help you store VBA code either the code written
by you or that available on Microsoft Wizard Access. Module works as a
macro but Module permits you to write your code without any limitations
depending on your skill and language but Macro is limited depending on the
command writer by Microsoft Access available on the drop-down list.
WORKING WITH THE NAVIGATION PANE
A navigation pane is the center area where all database works are executed in
Microsoft Access. The navigation pane is situated at the left side of the
database and it displays database objects such as tables, queries, forms, and
other objects. Navigation Pane permits you to carry diverse operations on the
database, I will be explaining those operations one after the other.
OPEN/CLOSE AND RESIZING THE NAVIGATION PANE
You may decide to open or close the navigation pane based on the space you
need in the working area. To do that, kindly:
v Click on the Shuttle Bar to open/close the navigation pane at the top
right corner of the pane or press F11 on the keyboard.

v Depending on the extent of the space you need in the working area, it
may not necessarily be needed at times to close the pane but rather
resizing. To resize the navigation pane, place the cursor at the upper
right side of the pane till you notice a change from cursor to two-
headed arrow then drag to the desired size.
SELECTING A PREDEFINED CATEGORY
Immediately you create a new database file, the category by default will be
the table and Related views with All tables as the group, you may however
change to other categories by:
v Clicking on the “All Access Object” to display All objects.
v Then move to Navigate to Category and select another category.
FINDING AN OBJECT WITH THE PANE
To search for any of the database objects you have created, simply:
a. Tap on All Access Object and Enter the name of the needed object
you are finding in the search box.
b. Possibly you want to search for another object again, simply clear the
previous object name with a Clear button and insert the new object
you want to find.
SELECTING DATABASE OBJECT
To select any of the database objects, kindly:
v Tap on All Access Object, then click on the object type under
navigate to category.
v Then move to filter group and click the Object you want to select.
SORT OBJECTS
You can dictate how you want to arrange your object with Sort, the object by
default is sort by type. A sorting arrangement can be changed with the listed
process:
v Right-click the title bar of the navigation pane.
v Then tap on the Sort by menu and then select the sort order you
prefer.
 CHAPTER THREE
CONSTRUCTING A DATABASE
Any database that misses the designing aspect will not be appreciated but the
well-prepared database commands respect and regard from its User and
therefore it is of great importance to design the database properly in such a
way that will serve the purpose for which it is created. Designing a database
comprises diverse activities, kindly pay maximum attention to this section in
respect of designing a fascinating database.
ASCERTAINING KIND OF DATABASE INFORMATION
The basis on which your database will be built depends on the type of
information you want to store in the database. It is this information that
determines the type of database you will prepare, for instance, the
information may be stock taken, customer details, revenue information
depends on the need of the organization.
To ascertain the type of information that is needed on the database, take a
look at the form that the organization will give to you in preparing and
recording the database information. This form clearly shows the kind of
information that is needed on the database.
DISTRIBUTING INFORMATION INTO THE DIFFERENT
DATABASE TABLES
The next action immediately you have gotten the information to be recorded
into the database is that of distributing such information into different
database tables for the relational purposes among the tables that involve
which will make a query across many tables convenient because access is
more concerned about the relationship that exists among the tables. Using
one database table for very large information is not ideal as such will obstruct
relationships across tables. Check the diagram below to have an
understanding of how the information is being distributed across many tables.
Distributing information into different database tables may be worrisome if
you are not familiar with the principle of distributing information. Check the
below guides on the principle to follow to distribute information across many
tables:
1. Assign one subject only to one table: each table should contain one
subject only to make dealing with data of one table independently
from the other table. Putting two subjects on a single database table
will obstruct the relationship and will cause data to depend on one
another.
2. Do away with duplicate information: do not repeat the same
information or put duplicate information into the same database table,
this principle will help you deal with each information conveniently
when information is entered once in each table. Nevertheless, you may
use a single database table to store data provided the data is a simple
and short one.
Note: when preparing a database with the student application form, you
should be able to distribute information into three tables or more as
explained below:
1. Student table: this is the table to store information about student
Identity, name, sex, and so on.
2. Examination table: this is the table to store information about
student examination ID, course code, course name, grade, and so
on.
3. Faculties table: this is the table to store information about faculty
name, coordination, motto, and so on.
ASSIGNING FIELDS TO THE DATABASE TABLES
Each database table needs one or more fields depending on the subject of
each table, do not forget that fields are equivalent to categories. In short, each
database table must deal with one specific subject and the subject must have
different fields (categories) such as Employee database as the subject with
employee addresses, salaries, and ranks as the fields. The database will be of
no use until you split the subject into different fields (categories).
Assigning categories to database tables on a specific subject is as easy as
ABC if you can obey the following basic guiding principle:
1. Break the information of each table down into components, for
instance rather than having only a contact address, you may split it into
residential and company address or name, it should be broken down
into first name and last name. Breaking down information into
different components and formulate a field for each piece of
information requires deep thought.
2. Give each field a descriptive name to make its identity clearer, for
instance rather than having staff I.D it is more prudent to put staff
Identity number.
3. Exclude every information that will involve any formulation from the
calculation. The field has no concern with the calculation, every
computation will be initiated and sorted in the query.
SELECTING A PRIMARY KEY FIELD FOR EACH
DATABASE TABLE
A primary key field is known as a special field where unique data is being
stored. A primary key field is structured in a very unique way that it must
uniquely identify each record in the table. It can be called one unique key and
as a consequence of that, it will never allow you to enter similar data into its
field, whenever users try to enter similar data, it will issue a warning message
through a dialog box. The primary key makes finding data more fitting for
queries because it won’t allow the same data entering into its field and
therefore lessens the effort of the query when searching for data. After all, all
data are not alike. Among the table fields it is the special field that can be
selected as a primary key field, for instance, the student identification number
may be primary key but student name can’t be selected as a primary key field
because two or more students may have the same name, it may be the first or
last name, it may even be both names at times. Employee's staff identification
number can also be selected as the primary key field because the company
can’t assign the same identification number to the two staff.
ESTABLISHING RELATIONSHIPS AMONG THE
DATABASE TABLES
This simply means liking the relationship that exists among tables with the
primary key field and the foreign key fields. Foreign key fields are the fields
that have the equivalent field like a primary field. you can simply say the
primary key is one unique key that will be compared with many others keys
know as a foreign key field. Establishing relationship between these common
fields make it easier to gather information with report or query. Failure to
relate these fields together will make query and report very difficult.
 CHAPTER FOUR
CONSTRUCTING DATABASE TABLES
A database table is the source and starting point of every database
assignment. After the creation of the table, the construction continues with
the entering of the data, then establishing a relationship among the table for
database query which will allow you to generate a report from the concern
tables.
An outstanding database is defined by the way you construct its table and
entering the data. Do not worry about how to construct database tables, every
apparatus needed for constructing has been fully explained in this section
including sorting, searching, querying database tables with primary key and
indexed, manners of creating links among tables, and others. Kindly do
yourself good by paying more attention to this section.
CREATING A DATABASE TABLE
As I have said earlier, the most crucial part of constructing a database start
with table creation and entering of data into the table. Kudos to Microsoft
Access as it permits its user to create a database table with 3 different
approaches, as I listed them below:
v Creating database table from the scratch.
v Creating database table with the In-built template.
v Importing table from another database table.
CREATING A DATABASE TABLE FROM THE SCRATCH
This simply means you are creating a blank database table which you will
have to enter its field one after the other. Kindly open a database file and
observe the itemized methods to create a database from the scratch:
a. Tap on the Create tab and click on the Table Design command to
access the blank table.

b. The database blank table will come forth which will permit you to
enter fields into the table, we will be discussing how to enter fields
later in this chapter.
CREATE A DATABASE TABLE WITH THE IN-BUILT
TEMPLATE
A template makes database table creation easier, it involves little
modification, nevertheless, any user who wants to use a template in creating a
database table must be someone proficient in Microsoft Access, who knows
how to manipulate access gadgets. You have to pick one of the parts of the
template in creating a database table as you can see below:
I. Contacts: This is ideal for creating a database table that relates to
contact addresses and phone numbers.
II. Users: it is the database that deals with email address storage.
III. Tasks: for monitoring the project such as status and condition of the
project.
IV. Issues: it is concerned with a database table that is structured to deals
with issues based on their importance.
The moment you create tables with templates there are preformatted forms,
queries, and reports that can be attached to the tables. Observe the following
steps in creating a database table with a template together with the
preformatted forms, queries, and reports:
1. Kindly close all the Open Objects if any object is opened in the
database working area by right-clicking any open object title and
select close All from the drop-down list.

2. Once you are done closing all the objects from the working area, then
tap on Create tab and click on the Application Parts menu.
3. Select any of the template parts from the Application drop-down list
 under the QuickStart heading (Contacts, Issues, Tasks, or Users).

4. Create relationship dialog box will come forth asking you the pattern
of relation you want, this warning will come if you have any other
table in the database. Immediately you see the warning kindly click on
“There is no relationship” and then tap on Create Button. You will
get to know how to create a relationship within the table later in the
next chapter.
5. The new table has been created with in-built form, query, and report,
you may have to click on design view at the status bar to view the
table, field, and data type for any modification, modifying the template
field name is another topic in this section.
IMPORTING A DATABASE TABLE FROM ANOTHER
DATABASE TABLE
The easiest way for creating a database table is when you import it from
another database table. It gives you work-free effort in creating a database
table just like copying and pasting. To import a database table, ensure
compliance with the following guidelines:
i. Tap on the External tab and click on the New Data Source menu,
then pick From Database menu on the drop-down list and lastly pick
Access from the fly-out list.

ii. Get External Data-Access Database dialog box will come forth, then
Click the Browse button to access File Open dialog box.
iii. Select the database file that has the database table you want and tap on
the Open button to access the Get External Data-Access Database
dialog box once more.

iv. Pick the first option with inscription(Import Tables, Queries, Forms,
Reports, Macros, and Modules into the Current Database) and tap
Ok to access the Import Objects dialog box.
v. Select the database table(s) you need with Ctrl + click for multiple
selections under the Table tab (you have the option to “import table
fields, format, and data” or “table fields and format only” by clicking
on the Options button and select either Definition and Data or
Definition only respectively under import tables.
vi. Then click Ok for authentication.
Note: you will be provided with a save import dialog box, simply click on the
close button. If the table you import includes lookup fields, automatically the
imported table will include lookup fields. You will learn more about lookup
fields as we are proceeding in this section.
TWO WAYS OF OPENING DATABASE TABLE
Access provides only two ways for opening its table but the two ways are
structured for different purposes. You can either open the database table in
datasheet view or design view. Why do I have to open the table in two
different ways? Because they serve different purposes, such as:
1. Design View: when you open a database table in design view, this
view permits you to carry out two different tasks which are entering
fields into the table and suggesting restrictions for each field you are
entering.

2. Datasheet view: opening a table with this view allows you to enter
data into the table and perfect examining of the table.
To open a table irrespective of the view you are opening with, kindly move to
the navigation pane and click on the “All Access object” then:
v Double-click the Table to open in datasheet view or select the table
you want to open and right-click over it, then select Open to open in
Datasheet view.
 v Right-click the Table and select Design view to open the table in
Design view.

After you are done opening the table in either of the views, you may want to
change the view, to change the view of the current table that is opened you
will have to switch the current view with any of the three options listed
below:
i. Using the status bar: move to the bottom right of the application
window to switch the between datasheet and design view.
 ii. Using the table’s title tab: right-click the table’s title tab that its view
needs to change and select either datasheet view or design view.

iii. Using the view menu: tap on the Home tab and click on the View
menu, then choose Design view or Datasheet view.
DETERMINING DATA TYPE
You are advised to study data type very well before jumping to the ocean of
entering fields because data types are the basic parameter in deciding if the
field data is entered accurately. Data types are the guiding principle for
entering data into each field of the database table, for instance, if you enter
the First name as the field it is going to be short text and what you will type
under such field will be a short name, if you try to enter webpage address
there will be an instant warning that your entry is invalid because webpage
ought to be a hyperlink, this warning allows you to speedily correct your
error immediately it occurs. Data type selection completely affects the size
and performance of the database. It will as well tells if the query will be run
effectively, classified currency as short text under data type will obstruct the
running of the query that is why effort should be made in understanding how
data type works. Study the table below to get how to deal with data type very
well as it deals directly with the type of data you will enter into each field
without making an error.
DATA TYPE FOR ENTERING FIELDS
DATA DESCRIPTION SIZE
TYPE
Short Text It can be used to store all forms of Ability to hold
text that can’t be used for 255 characters.
calculation, such as addresses,
telephone numbers, names, and so
on
Long Text It is designed to store large forms Ability to hold
of text, only a few users use this 63,999
type of data type characters.
Number It is used for storing numerical Up to 16bytes
data that can be used for
calculation and currency
computation.
Large It is used for storing a very hefty Big integer of
Number data of numerical numbers for about 450
calculations and computations bytes
Date/Time It is used for storing date and 8bytes
time, this can as well be used to
determine the range of calculation
Currency It is used in storing monetary data 8bytes
for calculation
Auto It is used to store numbers in a 4 bytes to 16
Number particular sequence depending on bytes
how you set Auto Number, you
can assign it as primary key
provided there is no unique data in
the database tables
Yes/No It is used to store logical values, At most 8bytes
such as yes/no, true/ false, etc.,
Attachment It is used to store files, charts, About 1GB
images. You can use it to attach
files into the database table just
the same way as attaching files on
the email.
OLE object It is used to insert database file About 2GB
links into another application file
such as a Word document
Hyperlink It is used to store data that has Maximum of
webpage format. 2048
characters
Calculated It is used to store mathematical Not much
values from one field to the other. dependent on
the data to be
calculated
Lookup This is mainly used to create a About 200
wizards drop-down list from which the byte
worker can use to enter data in a
way to eliminate the error of data
entering
ENTERING AND MODIFYING FIELDS OF A DATABASE
TABLE
The next activity immediately after you are done creating the database table
is to enter the field, provided if it is a blank table created from the scratch or
modifying the field table, if necessary, for the table you created from the
template and the table imported from another database. This section is
prepared to enlighten you on all the necessary assignments you have to know
concerning fields.
ENTERING A FIELD INTO A BLANK DATABASE FILE
Entering a field is visible after you must have created a blank database table,
then switch to design view and critically follow these guiding principles:
1. Click on the first field and enter its name, then click on the Data type
menu to select data restriction because Access set restriction limit to
the type of field data you can enter to ensure that field data are
correctly entered, quickly check back the previous lesson about (Data
type for entering fields)

2. Do the same to the next field until you are done inserting all the fields
you have to enter.
3. Description (Optional), you may or may not enter it, the description
gives more explanation about your filed name and make those who see
the description understand what the field name entails.
 4. Then save your database table before carrying out any other activities
by pressing Ctrl + S or right-clicking the default table name (table
1) and select Save from the drop-down list.

5. Insert brief and explanatory name into the field name inside the Save
As Dialog box and press OK.

Note: maybe you forget to enter a field, that’s not a problem you can easily
insert a new row by:
v By selecting the field that will come after the new field, then move
to the ribbon and tap on Insert Rows under the Design tab.

v Insert the missing field and move on with the database construction.
ADJUSTING THE FIELDS FOR THE TABLE CREATED
WITH TEMPLATE
You do not need to exert much effort from the table you created from the
template and provided you can master how to flow along with it or modify it
if it is required, to modify and adjust as necessary after you have created a
table with a template, kindly:
a) Switch to the datasheet view to have a proper view of all the fields in
the table.

b) After examining the fields, you may add a new field by selecting the
field that will come before the new field, then tap on Table tools
(field tab) and move to Add & Delete section, then click on any of the
field buttons you want to Add or tap on More Fields button to select
field type name from the drop-down list.

c) You may then switch to Design View to check the field properties of
each field you are having on the table if they are consistent without,
you will get to know about field properties in this section under “field
properties a guarantee for correct data entries”.
DO YOU KNOW WHAT THE PRIMARY KEY FIELD IS?
A primary key field is known as a special field where unique data is being
stored. A primary key field is structured in a very unique way that it must
uniquely identify each record in the table. It can be called one unique key and
as a consequence of that, it will never allow you to enter similar data into its
field, whenever users try to enter similar data, it will issue a warning message
through a dialog box. The primary key makes finding data more fitting for
queries because it won’t allow the same data entering into its field and
therefore lessens the effort of a query when searching for data. After all, all
data are not alike. All fields are not qualified to be a primary key, for
instance, the student identification number may be primary key but student
name can’t be selected as a primary key field because two or more students
may have the same name, it may be the first or last name, it may even be both
names at times. Employee's staff identification number can also be selected
as the primary key field because the company can’t assign the same
identification number to the two staff. In most cases, the Primary key use to
be one but at times it may be two or three in a table but it’s in a very rare
situation because it uses to slow sorting and finding the record. A primary
key is very important that is why Access use to suggests that you should add
the primary key before saving a new table or close a new table that never has
a primary key.
IMPORTANCE OF A PRIMARY KEY
Why is this primary key field important? Because it helps you with the
following:
i. It organizes your table with a unique field name that uniquely
identifies each record in the table.
ii. It makes finding any record in the table easier.
iii. The table is sorted and thus makes finding any record in the table
convenient.
LAW OF A PRIMARY KEY
It is expedient will check the law that guides primary key before creating a
primary key, the following are guiding principle that governs the use of
primary key:
v There must be only one primary key in each database table though
you can merge two or three fields to be the primary field, it is one
primary field by the virtue of merging them.
v if no key can uniquely identify other records in a table, Access
automatically makes the first field an ID field name with AutoNumber
data type in such a way to use such field to identify other records in a
table.
v A primary key must be a name and access automatically indexed it
primary key indexed (I will be talking about indexes later in this
section).
v The following data type field must not be used as primary field Yes /
No, Attachment, OLE object, Calculated.
CREATING A PRIMARY KEY
Kindly follow these steps to create a primary key for your table:
i. Switch the concerned table in Design view and select the field or
fields provided you want to merge more than one field as a primary
key with ctrl + clicking.
ii. Move to the ribbon and click on the Primary key icon to create a
primary key for the concerned table.

iii. The primary key symbol will be displayed on the selected field or
fields. You can remove the primary key by selecting the primary key
field and click on the primary key icon once more.
RENAMING AND DELETING A FIELDS
To rename or delete any of the fields, kindly:
v Switch to the Design View and tap on the concern field name.
v For renaming clear the current field name and enter a new field
name.

v For deleting, simply tap on the Delete Rows button under the Table
Tool (Design Tab) or right-click the field name and select Delete
Row from the drop-down list.
MOVING A FIELD
To move a field to another location, you only need to switch to design view
as well, then:
v Select the field you want to move to the new location.
v Then double-click and drag to the new location.
FIELD PROPERTIES A GUARANTEE FOR CORRECT
DATA ENTRIES
Field properties work hand in hand with a data type to ensure that data
entering is accurate in all forms and help to keep incorrect data out of your
database. All the field properties can be found under the general tab in the
Design view. it specifies the type of data that should be entered into each
field and thereby leads you to prepare an error-free database. For instance,
under the phone contact field, you may enter 10 for the field size in such a
way as to restrict the person that will enter the data to enter 11 or 12
characters and thereby recording the wrong data. This section deals with field
properties setting to restrict the entering of wrong data into each field of the
database table. I will start by explaining how to modify each data field setting
according to the need of the organization in such a way to restrict entering of
wrong data into each field of the database and lastly explanation of each field
property as it is listed under the general tab in the Design view.
To modify any of the field property settings according to the data you or
your assistant want to enter into the database, kindly:
1. Open the concerned Table that its field properties need to be adjusted
in the Design view.
2. Click on the field name that its field properties need to be modified
and move to the General tab in the field properties heading.
3. You will see the field properties that are available for the field name
you selected depending on the data type.
4. Click on the drop-down list of the field properties and select another
setting you want for the field properties or type the setting if it does
not have a menu like a field size (text) that can be 5, 6, ... 255
characters. Some field properties may not be available for the field you
choose according to its data type when you click on such field
properties drop-down menu you will see a blank.
 5. Click on the Save button to save the settings you just made or Close
the table without saving to revert the changes you enter.
Note: to adjust any of the field properties kindly follow the above method.
EXAMINING EACH FIELD PROPERTIES SETTINGS
Do yourself and your organization well to study the following field properties
to avert incorrect entries of data and to keep your database safe from any
unforeseen disaster from wrong data entries. Do not forget I said the number
of field properties that are available for each field depends on the data type of
the field name you select and you can see those fields in the general tab at the
field properties setting. Let us quickly study those field properties one after
the other as they are listed in the general tab:
v Field size: It limits the number of characters that the selected field
can accommodate, immediately you reach the exceed limit that you
specify, you won’t be allowed to enter any other character.
Field size is of two types which are text and number field size, the text field
size is when your data type is short text while the number field size is when
your data type is number. You can only insert the character you want for the
text field size and you can also pick an option from the drop-down list for the
number field size as is shown below.

Number field size drop-down explanation

Field size The characters number it can hold

Byte 0-255 characters of the whole number

Integer -32,768- +32,767 of whole number

Long integer -2,147,483,648- +2,147,483,647 of whole
 number
Single A decimal number with 7 significant
figures at either side or both
Double A decimal number with 15 significant
figures at either side or both
Replication ID It is a random number with a special
number that is needed for replication.
Decimal This is a decimal 0 setting by default but
you can change the decimal setting up to
28

v Format: This helps you to apply a format to the field name such as
Currency, Yes/No, times, and dates data type. The format you apply to
them is the determinant of how the data you enter to them will be
displayed, for instance, check the dates and currency format below,
whatever format you pick here is the determinant of how the currency
and date you enter to the field will be displayed.

Note: you do not need to put a comma, $ dollars, € Euro sign, period (.) and
colon once you pick the format with those symbols, the format will be
forwarded to your data without you enter them. You can as well create a
format of your own by simply fabricate a format and enter it into the Format
box under the general tab for either text or number, check the below table for
the kind of format you can create on your own.
> (UPPER It will force the data you MICROSOFT
CASE) enter into UPPER ACCESS
CASE
< (lower case) It will force the data you Microsoft access
enter into lower case
@@@-@@@ Putting hyphen Mis-Acc
(hyphen) automatically between the
set of 6 letters or numbers
@@@ @@@ Putting space 345 678
(space) automatically between the
set of 6 letters or numbers

v Decimal places: it is used to decide how many numbers you want to

the right of the decimal point for the number and currency of the
selected field, you can pick up to 15 significant figures, if you pick the
Auto option it means Access guess decimal place for you and it will be
from 0-15, you can see it when you switch to datasheet view.
v Input Mask: It helps to mask a pattern we want for our data entry by
creating certain punctuation automatically round the text. It helps to
reduce the mistake of entering wrong punctuation and make data entry
faster. For example, you have to mask zip code, phone number, social
security number, and others. Let us take phone numbers, for example,
most phone numbers are used to have code numbers inside parentheses
and there will be a dash between the remaining digit (235)555-3040,
you can use this to fabricate a mask for the concerned field. It works
for the field that has the following data type number: currency, text,
date, and time.

v Caption: This is used to caption the field name to give the field
 name a more explanatory name, by entering an expressive name into
the caption text box. The field name will change to caption text in the
datasheet view as field name heading, on the form as well as the
report.

v Default Value: when you are very sure that certain text, number, or
abbreviation will be repeated on the field, you can enter such value
into the default text box, so that it will come forth whenever you want
to enter data into the selected field. However, if it is not the data you
want to enter, you can send it out simply by entering another text.
v New Values: this field property is available for the field that has
AutoNumber data type, it has incremental as default which means the
number will be increasing with a certain figure but if you pick random
Access will be generating a Random number for you. Both options
won’t allow you to type the number by yourself, Access generates it
by itself.
Note: when you select random for a particular table, you won’t be able to
change it to incremental option again in that table that is the shortcoming
of switching to the random option, no second thought.
v Validation Rule: validation rule helps you to enter the specific kind
of data that you want, you only need to establish a rule which the data
you want to enter must correspond with otherwise the data will be
restricted from entering the field. The rule will be inserted into the
validation text box in the general tab as usual, such as date, currency,
and number rules as it is stated below.
Validation rule What it stands for

>500 The value must be greater

than 500
<500 The value must be less
than 500
<>0 The value can’t be zero

>=5 AND <=500 The value must be

between 5 -500
<Date() It must be earlier than
today’s date
>=Date()or It must be today’s date or
later
 >=#1/1/2021#AND<=#31/12/2021# The date must be between
the years 2021
>=#1/1/2021#AND<=Date() The date must be between
January 2021 and today.
v Validation text: Validation text is the text that will be displayed as a
warning message immediately you or other people enter wrong data
that go against the validation rule above. Access has validation
warning text, however, you can change it to your own if you wish by
entering another more pleasant text into the validation text box in the
general tab.

v Required: this has a Yes/No option, each field has a No option by

default which means you may decide to enter data or not into the field
but if you click Yes that means you should enter at least one data into
the field unless you will receive warning error anytime you want to
switch view, save or close the concerned table that has that field
Required Yes.
v Allow zero Length: it helps to enter zero-length strings into the
field, for instance when you perceive that particular data are not
available, you can simply input zero length to fill the recorded space
so that it will not be blank. Zero-length are identified with two
quotations inside parentheses which miss the field has no existence
v Indexed: indexed work is just like a book index, it deals with the
keeping of the field information for proper searching and sorting. The
indexed field will show if the field is indexed or not and the criteria of
the index (I will be dealing with the index in detail as we move further
in this section).
v Unicode Expression: it helps to convert and compress data into a
Unicode format for uniform encoding service.
v Smart tags: it helps to attach a tag name by clicking on the three-dot
(…) and picking the desired tag in the Action tags dialog box.
v Text Align: it deals with the alignment of the data in the column,
form, or report, you have various alignment options such as right, left,
middle, and distribute alignment, when you select the general option,
you simply ask Access to dictate alignment for you.

v Text Format: it available for the field with long text data type only,
 it is used to apply specific format, it has only two options from the
drop-down list which are Plain text and Rich text, when you choose
plain text, it means you chose no formatting and it will be plain
without any enhancement but if it is rich text, you are passing out all
the text formatting such bold, italic, color, font size and underline.
v Append Only: this is also available for the long text field, it helps to
attach some specific information to the long text field.
v Show Date Picker: when activate you activate the date picker, it
automatically inserts a button beside the date so that the database users
can click beside the field record and pick a date from the drop-down
list rather than entering a date.
v IME Mode/IME Sentence Mode: this helps to convert character
and text to IME format from Access format.
ACTIVATING LOOKUP WIZARD FOR DATA ENTRY LIST
This is the last option in the data type options, it helps you to activate a data
drop-down list from which you or other users can easily pick data from rather
than entering data into the cell by typing it, this option guarantee that an
accurate and correct set of data is entered into the database. Access provides
two options for activating the lookup wizard, which are:
1. Self-Customized lookup wizard: the list you customize by yourself,
from which you or other users can pick, it is mostly used when the
data are not many and when you are very certain that data to be
entered into such field can’t exceed the wizard list you created.
2. Extracting lookup wizard from another database table: this is
common when you need the same data that is in another database
table, extracting data from another database is ideal when the data you
want to extract is plenty. Whatever adjustment that is passed onto the
database table where you extracted lookup data will as well reflect on
your table where the extracted data go to because it is the source of the
data you are using.
Activating Self-Customized Lookup Wizard List
Take your time to observe the listed one on one processes of creating a self-
customized lookup wizard:
I. Switch to Design View and click on the Field that needs lookup
wizard list attachment.
II. Select Lookup wizard for the selected field from the data type drop-
down list beside it to access the Lookup wizard dialog box.
III. Choose “I will type the value that I want” and click on the Next
button inside the dialog box.
IV. You may enter the number of the column list you want into the
column text box if you need more than one column which is the
default column, then enter the data lists into the first column if you are
creating only one column wizard lookup list and tap on Next.

V. Enter the Name for the field, if you have not entered it before or you
wish to modify it and tap on the Finish button.
VI. When it is time to insert the data from the lookup wizard list, simply
switch to Datasheet View and click on the drop-down list below the
field (column) that has a lookup wizard list, and select the desire data
from the drop-down wizard list.

Note: if you need to erase the lookup wizard list, kindly select the field with
lookup list and move to general tab and click on lookup tab, then click on the
combo box menu and pick text box instead of the combo text in front of the
display control to remove lookup wizard list.
Extracting Lookup Wizard From Another Database Table
To extract a list from another database it is expedient to know if the
I. Switch to Design View and click on the Field that needs lookup
wizard list attachment.
II. Select Lookup wizard for the selected field from the data type drop-
down list beside it to access the Lookup wizard dialog box.
III. Choose “I want the lookup field to get the value from another table
or query ” and click on the Next button inside the dialog box to direct
the lookup wizard to find the list of tables in your database.

IV. Pick the Table that holds the data you want and tap on the Next button
to direct the lookup wizard to find the available fields in the table you
 have chosen.

V. Select the Field that holds the data you want for your lookup wizard
list and click the greater than (>) button, immediately you click this
button (>) the chosen field will appear under the selected fields and
click the next button.
VI. You will be transferred to a place where you can decide the sorting
order for the list you are about to extract, click on the Ascending
button to change to descending button if you desire to change the
default sorting arrangement.

VII. You will be asked to adjust the width of the list, you may or may not
 adjust it because you can easily do it in the datasheet view, then click
on the Finish button.

Note: you can enter the data from the lookup list created from another
table the same you enter the data from the lookup list created by you. You
may as well erase the lookup list created from another table with the ways
you erase the lookup list created by you as I have done above in
“activating self-customized lookup wizard list”. Erasing the lookup list
arises if you have chosen the wrong list or you do not need the lookup list
anymore.
INDEXING FOR FASTER QUERIES
Access index works just like an index that is put at the end of the textbook by
keeping records or information of the indexed field for faster searching and
queries. When you indexed a field you direct Access to store information or
record about that field which in turn speeds up sorting, searching, and
querying.
WHEN TO INDEX AND WHICH FIELD IS TO BE
INDEXED
There is time to index and there are specific fields you have to index, is not
ideal to index every field. To index a field, consider the number of the record
that each field hold in a table:
v If each field holds about 50-150 data in a table, the relevance of the
index on such table will not be pronounced because it is insignificant
with that a small list but when you are dealing with over thousands of
records in each field, that is where the importance of the index is
needed.
Indexing is ideal for the fields that hold a specific record that you know you
will query or the field you always search for its data, for instance, the Primary
key field is Indexed by default. Access also Automatically indexes the
following fields that have these name inscriptions because they use to save
important data that has to be indexed such as ID, Key, Num, and Code.
CREATING AN INDEX
The index is one of the easy tasks in Microsoft Access, to index a field,
kindly:
1. Open the table you want to index in the Design View and select the
Field that needs an index.
2. Then move to the General Tab and click on the Indexed drop-down
menu to choose any of the index options as shown below:
Yes (Duplicate Ok) to index a field and permit entering of
duplicate value into the field.
Yes (No Duplicate) to index a field but restrict entering of
duplicate value into the, it will operate like Primary key field
which never allow two identical records into its field.
No means the field has no index
CREATING MULTIPLE-FIELD INDEX
Multiple field index is a way of indexing more than one field. Multiple field
indexes work mostly with first names and last names by indexing them
together. when you perceive that one field has almost identical data and the
second field has unidentical data, the next action is to conduct multiple-field
indexes to make record sorting, finding, and querying faster for the benefit of
the second field with unidentical data because the first field is alright with
similar data without index. Study these guiding principles to index more than
one field at a time:
1. Open the table you want to index with the Design View, and tap on
the (table tool) design tab in the ribbon, click on the indexed button
to access the indexes dialog box.

2. The dialog box will show the field you previously indexed including
the primary key field, move to the Next blank row and enter the name
for the field you want to index under the index name column and
click on the field name column menu to select the First Name which
you enter in the Index Name column.
3. Move to the next row but do not enter any name in the index name
column because you are indexing them together with the one above,
simply click on the field name column and select the second field
name. this command forces access to index the two fields together.

4. Click ascending order menu to select another order and change to

descending order from default order (ascending), then tap on the close
button to close the dialog box.
5. You can as well return to the index dialog box for any modification by
switching to the design view and click on the index button in the
ribbon for arranging or deleting of indexed field.
BUILDING DATABASE TABLES RELATIONSHIP
Table relationships indicate the connection that exists between two selected
database tables following the same information they have in them. major
means of creating the relationship is to use the primary key field of one table
against the foreign key fields of the other table. Commit these two rules to
memory any time you want to create a relationship between two tables:
v A relationship is only permitted within two related tables which are
in the same database table, for instance, the number field can’t be
compared with the text field that they are not related with it has to be
the related field.
v You are the one to tell Microsoft Access how the two tables will be
related by using Primary keys and foreign keys.
CATEGORIES OF RELATIONSHIPS
Database relationship is of three categories, each category depends on the
number of the field you want to relate with other in both tables, the following
are the categories of database table relationship:
1. One-to-many relationship: this is the most used relationship among
the categories of tables relation. It is carried out by connecting one
unique record (primary or indexed field key) field in one table against
many records in other tables, for instance, you will see ID number is
displayed in the student field only once while at the same time that
student ID displays multiple times in examination field because the
same student will do many examinations with the same ID number.
Connecting these two tables is called the “One-to-many” relationship
by using one field record of one table against the corresponding
records in other tables.
2. One-to-one relationship: it means linking tables with one field in
each table. People don’t usually relate tables in this way because such
occurrences hardly happened.
3. Many-to-many relationship: This is the establishment of a
relationship in both tables with more than two fields in each table and
none of these fields is the primary field key.
MANAGING TABLES WITHIN THE RELATIONSHIP
WINDOW
A relationship window is a window where a relationship is being established
between the tables, and it starts by adding the tables into the window, then
you can perform one or more activities on the table and finally establishing a
relationship among the tables. To access the Relationship window, kindly:
1. Open any table in Design View and click on the Relationship button
in the relationship section to open the relationship window.

2. Immediately you open the relationship window, the window will still
be empty, then you can carry out the following activities on it aside
from creating a relationship.
a. Add tables to the relationship window: click on the Add tables
in the ribbon, and select the tables you want in the relation
window from the show table dialog box, Use Ctrl-click to select
multiple tables. Then tap on add button and lastly click the close
button.
b. Arranging and resizing the tables: tap on the table title’s
window and drag to another position to change its location,
click on any of the table’s window border side to adjust the size
of the table’s window.

c. removing a table from the window: select the concern table

and tap on the Hide table.
d. removing all tables from the window: tap on the clear layout
button and confirm it with Yes in the confirmation box.

e. Putting one or more tables back to the window: tap on Add

button and select the tables you want back, then click on add
button and lastly close the show table dialog box as usual.
ESTABLISHING RELATIONSHIP BETWEEN TABLES
This is the major business of opening the relationship window, after you have
gotten your tables added with the show table dialog box into the relationship
window, then the next action that remains is to establish a relationship
between those tables. To establish a relationship, kindly.
1. Double-click and drag the Primary Key Field of the first table known
as the parent table to the corresponding field which mostly has a
similar name as the primary key field in the child table, as you are
dragging you will see a plus icon moving to the corresponding field.
(if you are dealing with a very large table endeavor to bring the
primary and corresponding field to the top of the table to make the
relationship between both tables easier and avoid too much scrolling).

2. If you drag the relationship between the primary key in the parent field
to the corresponding key in the child table correctly you will
immediately see the Edit relationship dialog box, then Place a tick-
mark beside Enforce referential integrity check box to confirm the
relationship as a one-to-many relationship to restrict it from being
indeterminate relationship which simply means the relationship is not
recognized and lastly click on Create.
 3. Access must have created the new relationship between your tables in
the window relationship with these two notes:
a. The presence of a line between the tables indicates there is a
relationship between the tables.
b. You will see 1 beside the parent table and infinity beside the
child table to give you a hint of the relationship, which will be
visible only if you place a mark beside Enforce referential
integrity tick box in (2) above.

Note: you may continue to relate other tables in the database table by
repeating the step (1-2), you may as well pick either of the parent or child
tables above and relate it with another table either parent field or child field
depends on how they are related with other tables you are comparing them
with.
MODIFYING TABLE RELATIONSHIP
After the table relationship has been established, you can move further to
carry out one or two modifications on it, which is known as editing, to
modify the relationship between tables, kindly:
v Right-click the relationship line that connects the two tables and
pick Edit relationship from the drop-down list to access the Edit
Relationship dialog box.

You can then perform any modification on it, you change the fields
you link in each table before or anything you want to edit.

v Pick Delete from the Relationship drop-down list and pick Yes from
the confirmation box to delete the relationship between two tables.
 CHAPTER FIVE
ENTERING DATA INTO THE DATABASE
TABLE
This is the most crucial section of constructing a database table, it is the main
reason for creating a database, without data (the records) there is no excess of
creating a relationship between the table and the printing of the report. This
section is the toughest section for many users when building a database,
nevertheless, it is the easiest section provided you have done justice to the
previous chapter such as entering of field, selecting the necessary data type,
setting field properties for entering data, and linking relation between
database table, all these are the sources of constructing a meaningful database
table, if you miss it at those level mentioned, entering data into the table will
be so horrible, and as a result, you are advised to go through those sections
very well before moving to this section to exempt yourself from unnecessary
stress.
DATA ENTERING APPROACHES
There are two approaches to follow when entering data into the database
table, both approaches are good depends on the one users know how to use
best. The two approaches are the following:
1. Data entering by switching to Datasheet view
2. Data entering with the help of a Form.
DATA ENTERING BY SWITCHING TO DATASHEET
VIEW
The majority of users like to use this approach because it is almost the same
approach of entering data on the ordinary table that has grid cells where rows
and columns intersect which many users have previously been using. Aside
from that many like using datasheet view to enter data based on the following
benefits:
v Numerous data can be viewed at once on the screen for proper
comparison of record to record.
v Scrolling here and there, up and down between the record is easier.
v It makes sorting and filtering of each column possible.
Let us start entering data into the table via datasheet view, to do that study
this guiding principle:
1. Open the concerned Table in datasheet view or switch its view if it has
been open in design view already.

2. Enter the data into all the cells of the empty row that has asterisks
mark according to categories of each field, as you are done entering
data into the first row, create a new row by pressing down arrow, new
(blank) record in the datasheet navigation button, click on the New
button in the ribbon under Home tab or press (ctrl + +) Ctrl with plus
key.
 3. Repeat the step (1-2) to enter all the available data into the database
table.

Note: an indication of the current row where the data is currently being
entered in the presence of a pencil icon on the current row selector. You can
remove any record by selecting the row via its row selector and click on the
delete button in the ribbon under the Home tab.
TIPS AND TRICKS EXPOSURE FOR ENTERING DATA IN
A DATASHEET
Knowing how to maneuver and manipulate some tools make entering a data
with datasheet view the most interesting one. This section deals with three
particular tips you need to know when entering data into the datasheet such
as:
v Keyboard shortcuts for easy navigation here and there within the
datasheet.
v Freezing and Hiding a field
Keyboard shortcuts: Keyboard shortcuts help to move here and there in the
datasheet within the shortest period which in turn speed up the rate of
entering data, check the table below for the necessary moving shortcut within
a datasheet.
Keyboard Destination
Shortcuts Freezing
Moving to the next record of the same and hiding
field field
Moving to the previous record of the same (column) in
field the
Enter or Tab Moving to the next field in the same datasheet
record.
it is quite
Shift + tab Moving to the previous field in the same
record.
Home Moving to the first field of the current
record.
End Moving to the last field of the current
record.
Ctrl + Home Moving to the first field in the first record.

Ctrl + End Moving to the last field in the last record.

Page up Moving up one screen.

Page down Moving down one screen.

understandable that Access deals with bulky data which makes it an
exceptional database application compares to other spreadsheet applications,
as a consequence of this, you may need to lock those field (s) by freezing
them so that you will always see them lock to the screen because they serve
as a clue for entering other records or data, they will be locked onto the
screen irrespective of how far you navigate to the right side of the screen.
Hiding on the other side is ideal when a user notice there is congestion of
field on the screen and such is obstructing entering of data, a user may decide
to hide some field in such a way to free some space for easy entering of data.
To freeze and hide fields (columns), kindly:
v Click a field or double-click and drag the “down arrow” over
multiple fields to select more than a field.
v then right-click and pick either Freeze Fields or Hide Fields from
the drop-down list depends on the one you need at that moment.

v If you pick Freeze Fields this is the result you will be having,
irrespective of how far you move to the right side, those frozen fields
will be locked to the screen, you can unfreeze the fields by right-
clicking any field name and select unfreeze All fields from the drop-
down list.
v If you pick Hide Fields this is the result you will be having, those
fields will not be visible on the screen, you can unhide the fields by
click on any other field name and select Unhide from the drop-down
list to access unhide columns dialog box.

v Unhide Columns dialog box will come forth, place a mark beside
 the columns you want to unhide, and Close the dialog box.

Note: you can quickly hide a column by dragging its border to the left side
until such a column vanishes.
AMENDING THE LOOK OF THE DATASHEET
Access permits you to adjust the look of your datasheet until it is acceptable
to your taste and preference. The following are one or two activities you can
carry out within the confine of the datasheet to make it look incredible as you
may want it:
v Columns/Rows adjustment: you can adjust the size of the columns
and rows by placing the mouse over one row and column selector
boundary till you notice a change of mouse into a two-headed arrow,
then drag right, left, up, or down depends on the side of the
column/row at the moment and size you want.

v Switching the fonts: to switch default font text and size, move to
Text formatting section under Home tab, then select different font
aside from Calibri and font size aside from 11 points.
v Alternate row colors: the default alternate row color is white, you
change it by clicking on the Alternate color menu and pick different
colors from the drop-down list.
v Amending the look of the gridlines: you can select another format
for the gridlines by clicking on the gridline menu and select different
gridlines formats from the drop-down list.
v Repositioning columns: you can as well shift the location of any
column to another position by selecting the column then double-click
and drag it to another location.
ENTERING DATA WITH THE HELP OF A FORM
Some users prefer and prioritize using a form to enter data rather than using a
datasheet. they claim Form as a lot of benefits, that may be so, that is what
people called individual differences. However, there are truly certain benefits
for entering data with a Form, some of them are the following:
v Each field has a clear name inscription for easy recognition for
entering the data.
v There is no chance of skipping any field unfilled because you can see
the whole field for each record on the screen at a time.
v Moving from field to field is very convenient.
Entering data into the form you created
entering data into a form start with the form itself, and thus there is a need for
the creation of such a form before you can fill it with data. To create a form,
do well to follow this guiding principle:
a. Tap on the Create tab and click on the Form wizard button to access
the Form Wizard dialog box.

b. Select the Table that needs the data you want to enter from the
Tables/Queries drop-down list and click the Next button.
c. Press this button (>>) to enter all the available fields in the selected
table into the Selected Fields box and click the Next button.

d. Pick the Columnar from the layout option as it remains the only
option that is good for entering data into the table and click the Next
 button.

e. Give the form the same name with the table that you link it with for
proper recognition in the navigation pane, then click the Finish button.

Note: you can remove a Form from the database by right-clicking its name in
the navigation pane and select delete from the drop-down list.
Now that you are done creating the Form, you can move further by opening
the form and entering the data into the form by:
1) Double-clicking the form name in the navigation pane to open it.
2) Enter the data into the form, use tab, shift + tab, and arrow keys to
move here and there within the record. when you are done filling the
current record, click the new record button in the navigation button
below the screen to move to the next record till you complete entering
all the data into the form.
 CHAPTER SIX
FINDING, SORTING, FILTERING, AND
QUERYING YOUR DATA
This section deals with the next activity after the construction of a database
and after you have entered the needed information. You are good to go in
asking Database various questions, such as finding and filtering that takes
cares of asking a simple and short question, while query deals with the
complicated question, however that is not a big deal to Access which is the
reason why it has sorting command for proper arrangement in such a way to
answers the various question with ease. This section will take you through all
forms of questions you can ask Database and how to ask those questions, let
me start with the simple question known as Mr. Finding.
FINDING MISSING DATA WITH THE FIND COMMAND
The find command is ideal for finding a specific and record in the database
table or form, Using a query is nothing but an underrating query. When you
notice a specific record is missing and can’t find it, kindly use the Find
command to track it down in a jiffy. To perform a miracle and search for
missing records in your database table, do well to:
1) Open the concern table or form that holds the missing record you
need in datasheet view and then click any record in the field where
the missing record can be found to make the searching easier for
Access, provided you know the field.

2) Press Ctrl + F or click on the Find button in the ribbon under the
Home tab to access the Find and Replace dialog box.
3) Enter the Value you looking for into the Find what text box.
4) Click on the Look In drop-down menu and select current document
if you are not sure the missing record is in the field you select in (1)
above but if you know it is in the field you selected let it remain on the
current field to make the search process faster and easier.
5) Click on Match drop-down menu and select any of the listed options
based on the information you can trace to the missing record in such a
way to cut down the finding process without much stress:

v Any part of the field: this option will find every record that
has the letter you type to Find what box, for instance, you can
see I type Jos above, searching command will find Joshua, Josh,
Ijos. However, this is the default option, it is recommended to
change it if you type the actual word to avoid clicking on the
next button over and over again before finding the actual word.
v Whole Field: this will find your exact search in the Find what
box, it will find Jos, not Joshua, Ijos, Josh.
v Start of the field: it reckons with your search type at the
beginning of the record, for instance, it will find Joshua, Josh
but not Ijos.
6) Click on the Search drop-down menu and select the direction of your
search, perhaps All to search all the records of the concerns field, Up
or down directly from the current record.
 7) Place a Mark on Match case tick box if you type the exact case into
the Find what box such as Upper case, lower case, or the combination
of the two if you are not sure, do not tick it.
8) You can place a mark on the Search Fields as Formatted perhaps
the text has certain formatting such as long date or short data, number
with percentage formatting, and others formatting. The search box will
simply search for the text with formatting rather ordinary text. Both
Match Case and Search Fields as Formatted do not work together,
either you select Match case or Search Fields as formatted.
9) Click on the Next button to run the search process, that same record
may not be the only one, if you haven’t got the needed data, simply
keep on clicking the next button.

Note: to run finding faster, make use of the search box in front of the
navigation button below the Access window screen, as you started typing the
system will keep on guessing the record that looks like the ones you are
typing.
Note 2: perhaps you made an error in what you have typed to the database
and want to replace it with another data, you can correct it with Find and
Replace command, It works the same way like Find commands, the following
are what makes Replace command difference from Find command:
v Press Ctrl + H or click Replace command in the ribbon under the
Home tab to access the Find and Replace command which is the same
Find and Replace dialog box under the Find command but this
includes Replace tab which is not in the previous Find and Replace
dialog box (Find command).
v Every other thing in the previous Find and Replace Dialog box is the
same except that you are going to type another value that you want to
use to replace the value you type to the Find what dialog box. When
you find the record you want, you can then click on the Replace to
replace the record that the find command finds or Replace All button
to replace all the same records that the find command finds.
SORTING RECORDS ALPHABETICALLY AND
NUMERICALLY
Sorting as its name denotes means to organize your database records in a
certain order depends on the parameter you use for sorting. Sorting is
necessary because almost all the data have no specific order at the time of
entering them into the database and this unclassified order will pose difficulty
during querying of database and will not give it a proper appearance.
Parameter of sorting: sorting has two parameters and they are explained
below:
1. Ascending order: this organizes your record in ascending pattern by
arranging text field in Alphabetical order like A-Z order that is A will
come first and Z will be the last in the order, numeric data field from
lowest to highest that is 1 come first and 9 come last or date/time field
from oldest to newest.
2. Descending order: this organizes your record in descending pattern
by arranging text field from Z-A order that is Z will come first and A
will come last, numerical data field from highest to lowest that is 9
will come first and 1 will come last or date/time field from newest to
oldest.
SORTING A DATABASE FIELD
If you wish to sort one field in your database table, kindly follow these
instructions:
v Open the Table in datasheet view and click anywhere within the
field you want to sort.
v Tap on the Home tab and click either Ascending or Descending
button depending on the order you desire.

v Alternatively, you may right-click the field you want to sort and pick
Sort A-Z or Sort Z-A from the fly-out list.

Tips: you can sort multiple fields in a database, such as first name and last
name, name and payment, and so on, you can do that by simply double-click
the title field and drag over the fields, then click on the order you want for
those fields.
Note: at the end of sorting, you can restore the field to its original order by
clicking on the Remove Sort, you can identify the sorted field with an up
arrow in its name field.
FILTERING FOR SPECIFIC INFORMATION
Filtering is a special tool use to extract the only specific information that the
user needed in the database table. The remnant data on the database table are
the needed record that meets filter requirements, the requirement may be a
city name, specific title, or a particular product. The criterion is always one of
the records in the database.
METHODS OF FILTERING A DATABASE TABLE
There are four approaches to filter, majorly all of them work for the same
purpose, the only difference is the pattern of activating each of them. let me
itemized them one after the other and dealt with them one after the other:
v Filter by field content.
v Filter by Selection.
v Filter by Form.
v Advanced Filter/Sort.
IMPORTANT NOTE FOR USING ALL FILTER METHODS
v The filtering process is a continuous one, continue running it until
you have the only data you want on the table, it means you can run
filter above one time till you get the actual data that is needed, for
instance, you may filter for the name that starts with Da, you may
continue and filter for Da that has paid $500, you may continue filter
again with Da that has paid $500 but which leave in New York
depending on the type of data you need at the moment.
v when you filter a table, it will show you evidence of filtering below
the screen at the front of the navigation button and Toggle Filter will
be highlighted as well, there will be a Filter icon beside the field name
you use to filter the table. To remove the filter and restore the table to
the actual position, kindly use the same (Toggle Filter) or (Filter
button) to clear the filter temporarily. The above command clears the
filter effect temporarily you may click on any of the two-button again
to switch to the filter effect.

v to clear Filter effects permanently, kindly tap on the Advanced

menu, then select Clear All filter from the drop-down list to clear
filter permanently. It means if you clear the filter by toggle filter or
filter icon below the screen your filter is still intact though it is hiding
if you use the Clear All filter in the Advanced drop-down list, your
filter is deleted permanently.
FILTER BY FIELD CONTENT
This is the type of filter whereby you select the category of record you want
in the field to filter the database, it gives you the right to select the type of
record you want in the database or enter numerical data or date figures range
you want to see on the database table. to filter the database table with field
content, kindly follow these instructions:
1. Open the Database Table in datasheet view and select the field that
has the record you want to filter, then click on the Filter button to
access the Filter/Sort dialog box.
2. Remove the mark beside the select All to deselect all the selection,
then select the text entries you want to use to build the filter or click
on the text Filter menu and select the text option to enter text range
operator.

3. You can use the same format as in (2) above for the field with a
number or date data type with the following steps.
Note: you can as well access the Filter/Sort dialog box by clicking on the
down arrow beside each field name that has the data you want to use in
building the filter, then follows other processes to filter the database table as
I’ve discussed above.
Filtering And Querying Table Format For Number range operators
SYMBOL OPERATOR THE WORK OF
DESCRIPTION THE OPERATOR
> Greater than >50 every number
above 50
< Less than <50 every number
below 50
= Equal to =50 only, any other
number is not
welcomed
<= Less than or equal to <=50 all the numbers
below 50 and 50 itself
 >= Greater than or >=50 all the numbers
equal to above 50 and 50 itself
Between… From the first Between 50 and 100,
And… number to the last all the numbers from
number 50 - 100

Filtering Table Format For Text range operators

OPERATOR THE WORK OF THE
DESCRIPTION OPERATOR
Equal to (David) Only David
Does not equal to Every other text except David
(David)
Ends with (Da) All the text must have Da at the
end
Does not end with Every text that does not have
(Da) Da
Contains (Da) The text must contain Da
Does not contain The text must not have Da
(Da)
Begins with (Da) The text must begin with Da
Does not begin The text must not begin with
with (Da) DA
FILTER BY SELECTION
This is the simplest means of filtering a database table, simply by selecting
part of the record or whole record that will serve as the criterion for the type
of record you need on the table. To filter a table with filter by selection
method, kindly follow the enumerated steps:
1. Open the Database Table in datasheet view and move to the field that
has the type of data you needed, then check through the field and
select the data or part of the data that will serve as criteria for your
filter, then click on the Selection menu.
2. Select the category of filter option you need from the selection menu
based on the data you selected in (1) above.
FILTER BY FORM
Filter by Form is known as a complex method of filtering a table, it helps you
to define the type of data you need on the table by using more than one
criterion. It gives you flexibility when filtering the table with the use of
(AND)or (OR). It can also be called a simple query. For instance, rather than
using the other filter method twice, you can use Filter by Form by combining
the criteria to filter a table. Follow this guiding instruction to filter the table
with filter by Form:
1. Click on the Advanced button and select “Filter by Form” in the
drop-down list.

2. The above command disables all the data except the Field name, click
below the field name you want to use as criteria and tap on its drop-
down list to select a value or enter text/number range operator to the
text box.
3. Click on the OR tab at the bottom left corner of the screen for the new
drop-down list on the same field and select the second value from the
drop-down list or enter the text/number range operator to the text
box.
4. If you need to filter the table more with other fields follow the steps
(2-3), when you are done entering all your criteria, then click the
toggle filter to filter the table and produce the result.
ADVANCED FILTER/SORT
As its name indicate advanced filter, this type of filter requires advanced
technology to filter a table, to be honest, it can be called a simple query
because it follows the same step as a query. The only limitation is that filter
can only work with a table unlike a query that can be used to query more than
a table, also the result of the filter can’t be saved or printed as a report. As a
result of these two limitations, it is recommended to make use of the previous
filter command, if perhaps you have an advanced question, you can simply
make use of Query rather than structure a complex question that you won’t be
able to print its result.
If at all you wish to use an advanced filter/sort, you can simply click on the
Advanced down arrow and select Advanced Filter/Sort. Then check the
next section on how to “Query” and follow the same steps to filter your table
with Advanced Filter/Sort.
GETTING STARTED WITH QUERY
Queries perform great tasks above what filters can do which is the reason
why its approach is more complex than filters. Query in short means to issue
a question to the database but a complex question, immediately you structure
that question accordingly and click on the run button, Access is deemed to
give you the correct answer. Queries can be used to query one or more table
which is not available on a filter.
CREATING A NEW QUERY
Creating a query begins in the create tab, query can be created in two major
ways, such as :
Creating Query with Query Design: to create a query with Query Design,
simply:
v Tap on the Create tab and click on the Query Design button.

v The Query Design window and show table will come forth, both
implements are the tools for constructing a query. We will soon deal
with query construction in this section under “Working with Query
Design”.
Creating Query with Query Wizard: to create a query with Query Wizard,
kindly:
v Tap on the Create tab and click on the Query Wizard button to
access the New query dialog box where you will choose any of the
four types of Query wizards.
v then follow the on-screen instruction to complete the process of
creating Query wizard, such as selection of the tables to query, which
fields you need from the selected query, those questions have been
dealt with in one of the next lessons in this chapter.
OPENING QUERIES AND SWITCHING VIEW
To open a query after it has been created and saved into the file, observe
these guiding principles to open a query in either datasheet or design view:
1. Datasheet view: right-click the query’s name in the navigation pane
and select Open from the fly-out menu or simply double-click the
query’s name in the navigation pane. Opening query in datasheet
view mainly helps you to view the result of the query you have run.

2. Design view: right-click the query’s name in the navigation pane and
select Design View from the fly-out menu. Opening query in design
view is majorly for constructing and adjusting query.
After you have opened the query in either of the views, you are permitted to
switch to another view perhaps the next action you want to do need another
view, to switch between view, do that with any of the three (3) option:
v Using the status bar: move to the bottom right of the application
window to switch the between datasheet and design view.
v Using the query’s title tab: right-click the table’s title tab that its
view needs to change and select either datasheet view or design view.

v Using the view menu: tap on the Home tab and click on the view
menu, then choose Design view or Datasheet view.
WORKING WITH THE QUERY DESIGN WINDOW
All of the apparatus for constructing and generating queries are planted into
the query design window which can be accessed when you switch to design
view. Query design window composes two components, these two
components help in constructing the query as it is displayed under “Create
New Query” above, check the two list below:
1. Table pane: table pane occupies the upper part in the query design
windows, the pane comprises the list of the tables you want to query,
each table is enclosed with its table. You are permitted to change the
location of the table by double-clicking the table names and drag it to
another location, you may adjust the size as well from any of the
borders.
2. Design Grid: The design grid occupies the bottom part in the design
query design windows, Design grid permits you to select the field you
want to query from the table, sort the result of the query, criteria for
identifying the record of the selected field, the fields to be displayed in
the query result.
ADDING THE NEEDED TABLE TO THE QUERY DESIGN
WINDOW
The first activity after you have opened the query is to select the table which
encloses the fields you want to query, you can add the table by:
v Clicking on the Query tool (Design tab) and tap on Add/Show
Table button to access the show table dialog box.

v Add the Tables you need to the table pane by (Ctrl + clicking) to
select multiple tables then click Add button and tap on the Close
button.
 v If you wish to add a Query to the pane, tap on the Queries tab in the
show dialog box, then select the query you want to add to the design
window. People use queries to query to extract more thorough
information from the database and improve the query.
Note: if you mistakenly add the wrong table or query, you can erase them by
right-clicking the Table and pick Remove Table from the fly-out menu.

Tip: To ensure the smooth running of the query try to connect the table you
want to query together, to link the database table in the design window, check
“Establishment of Relationship among tables in “chapter three”. The linking
is only for the query it does not mean they have been stick together, once you
are done with the query, the tables will go their separate ways.
SELECTING THE FIELDS NEEDED IN QUERY
The essence of adding tables into the query window is to enable us to extract
the fields from each database table and in turn to query the database, Fields
are very essential that they are placed into the first row in the Design grid.
There are diverse ways for placing fields into the Design grid but we will be
looking at the best two and most use approaches:
1. Dragging Method: drag a field name from the table pane into the
column where you want it in the Design grid.
2. Double-clicking Method: simply double-click a field name to drop
the field into the next available column.

Note: the moment you place the field into the Design grid, the table name
will also be placed in the second row to show where the field is coming from.
ARRANGING QUERY RESULTS WITH SORT
If you need specific order or arrangement for your query result, you need to
sort it before running the query. To sort your query result, kindly:
v Move to the Sort section below the field you want to query, and tap
on the drop-down beside the Sort and select the Order you want for
your query result in the drop-down list.
v You can sort multiple fields by clicking on each sort below each
field and pick the desire sort arrangement but ensure the column to
the left of the other column is sorted first to make Access sort them
together because Access begins sorting from the left side.
SELECTING THE FIELDS THAT WILL BE DISPLAYED IN
THE QUERY RESULT
All fields placed on the Design grid for query processing are part of query
information, nevertheless, some field values may not necessarily be worthy
of inclusion into the query result. For instance, if the purpose of the database
is to check for those who made late payments in the year 2020, and the late
payment started between 01/09/2020 and 31/12/2020, this field is necessary
for the Design grid and must be put to the field date criteria section but it is
not necessary for the query result and therefore it has to be removed from the
query result. To remove the field name from the query result, kindly:
v Move to the Show section of the field name you want to remove
from the query result.
v Deselect Show check box of the field that is needed for running the
query but which is not necessarily worthy of inclusion into the query
result.

Note: deselecting the Show check box means the field is disabled from being
showing in the query result while those whose Show box ticked will be
displayed in the query result.
UNDERSTANDING QUERY CRITERIA
Criteria are the instructions you give to Access in respect of what type, kind,
and where you want Access to extract the wanted information. Criteria help
Access to locate the actual location where and how the answer to the question
being asked can be found. Enter the criterion of each field into the criteria
section below each field.

Note: Access automatically surrounds your text and number criteria with a
double quotation mark (“”) and your date with naira symbol (#) immediately
you take the cursor out of the criteria box.
FORMAT FOR NUMERIC CRITERIA
To instruct Access for the information you need by entering the criteria, you
need to understand the exact operator that is ideal for entering numeric
criteria, using “Filtering And Querying Table Format For Number range
operators” that I mentioned previously in this chapter is wasting of effort
and time. To enter numeric criteria may be for currency or number, simply
use these simple number range of operators:
v Greater than, for instance, the currency that is above a certain value
i.e., > $500.
v Less than, for instance, the currency that is below a certain value i.e.,
< $300.
v Between, for instance, range between two numbers or currency i.e.,
between 400 and 800.
Note: adding a comma to the currency or number value as the criteria are not
accepted and such will be given you the warning error of invalid syntax.
FORMAT FOR TEXT CRITERIA
The text format is straightforward, you only have to enter your criteria in
form of a text message into the criteria box, for example, to ascertain the
students who are in the Faculty of Arts, simply type Arts in the criteria text
box of the Faculties field.
You should also understand the use of Not operator when entering text
criteria, Not operator as its name denotes means the records you want to
exclude from the query result, which means you need other records but the
“Not operator” will be excluded, for example. Enter Not David in the
criteria text box of the Last name to remove David from the query running.
FORMAT FOR DATE CRITERIA
You can check back those mentioned number range of operators in
“Filtering And Querying Table Format For Number range operators” as
I mentioned previously in this chapter. You can use any of those operators to
enter criteria into the date field, for example, you may enter >09/05/2020 in
the order date field to find all the orders made after 09/05/2020. All those
operators are there you can check back for more details. When entering the
date do well to enter the full number of the date, date has a very complicated
pattern, to override such problem, simply put your date in full like this:
v 04/07/2021.
SAVING YOUR QUERY
Immediately you are done constructing your query, the next step is to save it
before running the result of the query. To save your query review your work
one more time if it is correct, then:
v Click on Ctrl + S or click the save button in the Quick Access
toolbar to command Save As dialog box.
v Enter a precise and meaningful name into Save as dialog box and
click Ok.
RUNNING A QUERY
Once the query has been saved and appeared on the navigation pane, you can
move ahead to run such a query. Kindly follow this instruction to run a
database query:
v Tap on the Run button under the Query tool (Design tab).

Alternatively: right-click the saved query on the navigation and pick Open
to quickly test run the query.
OTHER FORMS OF QUERIES
It is necessary will take a look at other forms of queries that you might likely
come across in Access Database to have a full understanding of all aspects of
the query.
SELECT QUERY
It is the one we just finished above, it stands as the most recognized, useful,
standard form of query which the user always uses to assemble information
from different database tables and show the result of the information in a
datasheet. it is an undefeated form of a query.
CALCULATION QUERY
This is the type of Query that can be used to carry out the arithmetic
calculations, for instance, you can add or multiply two fields together. the
benefit of running Calculation Query is that it can be run over and over again
for confirmation or if one data change in the concerned field. Yours is to run
the query again, Access automatically does the calculation. Kindly examine
the itemized processes of creating a Calculation query to create one for
yourself:
1. Build a query from the Scratch and include those Fields you want to
use for calculations to the Grid Design
2. Then move to the blank column in the Design grid, and enter any
name you want to name the Calculation field and put a colon at the
end of it, i.e., payment list:
3. The essence of this Query is to multiply the Salary with the Grade
Level of the staff, so we will put the name of Calculation like this,
Payment list: (staff level)*(actual payment). Do well to put down
the correct field name to save yourself from unnecessary error
warnings.

4. Run the query for the query result as it is shown below.

Note: you can perform any arithmetic operation with calculation query,
putting + for addition, minus for subtraction depends on the form of
calculation you want to perform.
SUMMARY QUERY
This is the type of query that can be used to aggregate the information of the
total record of a selected field. For example, you can look for the sum or
average of the record in a specific field. To create a summary query, follow
these easy steps:
v Click on the Totals button under Query tools (Design tab) to
command a new row on the Query grid which is Total.

v Open the Total drop-down list of the field which you want to
summarize and select the Function you want in respect of the
summary you want.

Summary Total Query Function

 Available Estimation operation
function
Sum Addition of all the values in the field

Avg The average value of the records in the

field
Min The lowest value out of all the record
Max The highest value out of all the record

Count The number of the records in the field

StDev The standard deviation of the values

Var The variance of the records in the field

First The first value in the field
Last The last value in the field.

Other items in the drop-down list are for other purposes, as they are listed
below:
v Group by: to select the fields that will display the total.
v Expression: for fashioning a calculated field.
v Where: to structure a criterion (field can’t be included in the query).
 CHAPTER SEVEN
PRESENTING DATABASE RESULT IN FORM
OF REPORT
Welcome to the last phase of the database object, where the result of the table
you constructed and the query result you generated will be presented in the
form of a Report. Don’t be afraid of creating a report because it is not as
complicated as you think it may be, you only need to take a tour of simple
steps in creating a report. The report gives you a brief view of certain parts of
the database information you needed professionally for easy reading and
comprehension.
CREATING A PROFESSIONAL REPORT
Access offers diverse techniques for creating a report, and those techniques
offer different report appearances, though all the techniques are presenting
the same information but in a different form. The easiest and best means of
creating a report is through a report wizard, report wizard shows the exact
information you want from your database table and query either by making
use of the query information or by starting the query inside the report itself
though that may be worrisome.
I will be taken you through the simplest means of creating a report with the
report wizard via the query result you have saved into your database file as
we have discussed in chapter five of this book. Let us get started with report
creation with the following steps:
1. Tap on the Create tab and click on Report wizard to access the
Report dialog box.

2. Click on the Table/Query drop-down menu to choose the Query that

has the result information you want to use in creating a report which
will give you the list of fields it has and send it to the available fields
box.
3. Select the Fields you use in creating the query result that you want by
selecting the field and clicking on greater than “>” to send it to the
selected field or this symbol “>>” for sending all the fields to the
selected box once, then select the next button.
4. If you desire you may select a Field and click the greater than > button
to make it subgrouping head, then click the Next button.

5. Decide the Sort you want for your report result, you have the chance
of choosing about four fields and sort them, kindly select the field and
 tap on ascending to change to descending order. if you don’t want it
simply click on the Next button.

6. Select the report Layout and Orientation you want for both layout
and orientation and click on the Next button.

7. Give your report a title that should be able to describe the information
 inside the report and which you will use to open the report next time
you want to view the result inside the navigation by double-clicking
the report name to open it.

8. then select Preview the report option and click on the Finish button
to generate a preview for the report.
OPENING AND INSPECTING A REPORT
The report is created for proper cross-examination and to carry out necessary
activities, kindly observe the following instruction to open and inspect your
report result:
v move to the report group in the navigation pane, and look for the
name of the report you want to open.

v Then double-click the Name of the report you want to open for
inspection or right-click the Name and choose open in the fly-out
menu to open the report in report view.
Note: if you update your database table, the query result will be affected, and
you need to update the report as well, to do that click on Refresh All button
under the Home tab to update the report as well.
REFINING THE APPEARANCE OF YOUR REPORT
You don’t have to ignore your report when you notice the appearance is not
up to the standard you want, you can go ahead and manipulate some tools to
change your report look and layout. To refine the appearance of your report,
kindly open it in layout view and then perform one or more modifications on
it, to achieve that, do well to:
v Right-click your REPORT and select Layout View in the fly-out
menu to open your report in the layout view.

v For Layout Modification, select Arrange tab and move to the table
section then click on the Grid menu and pick the Layout you want
from the drop-down list, you may as well select tabular or stacked.
v For margin modification, click on the field, record, or data which
its margin needs to be changed, click on the Control Margins menu
and pick any option as it is shown below under Report Layout tools
(Arrange).
 CHAPTER EIGHT
APPROPRIATE SHORTCUTS, TIPS, AND
TRICKS
This section quickly introduces you to the shortcuts, tips, and tricks that will
speedily help you to carry out Access activities in a very quick manner, and
give you an edge over other database users.
DO AWAY WITH DATA MISMATCH
Data mismatch simply means entering data into a field that is different from
the data type you specify for the field or having different data types between
the primary key and foreign key that connect the two tables you put into the
relationship. Data mismatch prevents you from establishing a relationship
among the table you put to the relation window or query design window and
in turn affects your query result.
WRONG CRITERIA BRING WRONG OR NO QUERY
RESULT
Make all necessary efforts to enter correct criteria into each field you put to
the grid field and do not make the mistake of entering criteria into the wrong
field. These two mistakes are the consequences of wrong or no query results.
THERE SHOULD BE A LINK BETWEEN THE TABLES IN
RELATIONSHIP
It is of great importance for the tables in relationship to have a direct link,
which means there should be “implement referential integrity” between the
tables in terms of recorded data and the data type that is in them.
EACH TABLE SHOULD HAVE A PRIMARY KEY AND IT
SHOULD BE A NUMERIC DATA TYPE
It is the principle of the database table to have a primary key that should
uniquely identify other data in the field to make the relationship between
tables convenient, however, it is not about having a primary key field only,
the field should be a numeric data type to make that uniqueness an easy task
such as AutoNumber, ID which should be numeric and so on. Using no
numeric data type renders the uniqueness of the primary key field
meaningless such as city name, first name, and so on.
VALIDATING ACCESS DATA TYPE
The simple and easiest means of restricting wrong data into the database table
is to program the type of data with validation field properties, this command
issues a warning error anytime there is an attempt to enter data that is
different from the programming data through the validation rule in the field
properties.
SHORTCUTS AND CONTROL KEYS
The following are the essential shortcuts key you need to commit to the
memory to help you with the Access task in a quick manner.
SHORTCUTS FOR ENTERING DATA IN DATASHEET VIEW
Keyboard Shortcuts Destination

Moving to the next record of the same

field
Moving to the previous record of the
same field
Enter or Tab or Moving to the next field in the same
right arrow record.
Shift + Tab or right Moving to the previous field in the
arrow same record.
Home Moving to the first field of the current
record.
End Moving to the last field of the current
record.
Ctrl + Home Moving to the first field in the first
record.
Ctrl + End Moving to the last field in the last
record.
Page up Moving up one screen.

Page down Moving down one screen.

GENERAL SHORTCUTS
Keyboard Purposes
shortcuts
Ctrl + O Open an existing database
F11 Show/ hide navigation pane
F2 Switch between edit mode navigation mode
in datasheet and design view
F1 Open the Help window
Ctrl + F1 Expand/collapse the ribbon

Ctrl + S Save the database objects

Ctrl + X Move the selected content into the clipboard

Ctrl + C Copy the selected content into the clipboard

Ctrl + V Paste the clipboard content into the selected
cells or sections.
Ctrl + F Open Find in find and replace dialog box in
both views
Ctrl + H Open Replace in find and replace dialog box
in both views.
GRID PANE SHORTCUTS
Keyboard shortcuts Purposes

Arrow keys, Tab To move among cells

key, shift + tab keys
Ctrl + Spacebar To select an entire grid column

F2 To switch between edit mode and

navigation mode
Ctrl + X Move the selected content into the
clipboard
Ctrl + C Copy the selected content into the
clipboard
Ctrl + V Paste the clipboard content into the
selected cells or sections.
Ctrl + Home Moving to the first field in the first
record.
Ctrl + End Moving to the last field in the last
record.
 Conclusion
Can you now see the efficacy of Access? Access is here to help you more
than Excel or Word can do for you, Access main focus is to fill up the
weakness of Excel by managing large arrays of data. Managing large arrays
of data involves entering unlimited data, querying the data, and then use the
query result to generate a professional report for the user.
This is the best option for whosoever that wish to learn Access who do not
know where and how to get started, or you have little experience but you
wish to dig deeper to know more about Access. This book is ideal for all
levels of User including those who have learned Excel before, your Excel
experience is not enough until you know how to match your Excel work,
hand in hands to Access.
This manual user guide is adequately prepared to guide to expose to the
mystery that guides the management of databases and to put you on the easy
track for learning the use of Access in creating a perfect database. Happy
exploration.
 INDEX
A database 2
A database table 9
A DATABASE TABLE FROM THE SCRATCH 21
A DATABASE TABLE WITH THE IN-BUILT TEMPLATE 22
A query 10
A relationship window 59
ACTIVATING LOOKUP WIZARD 49
Add tables to the relationship window 60
ADVANCED FILTER/SORT 88
All Access Object” 14
Allow zero Length 48
APPEARANCE OF YOUR REPORT 111
Append Only 49
ASSIGNING FIELDS TO THE DATABASE TABLES 19
Auto Number 31
BASIC TERMINOLOGY TO BECOME PROFICIENT IN ACCESS DATABASE 2
BLANK DATABASE FILE 5
Calculated 32
Caption 45
CHAPTER ONE 1
Columns/Rows adjustment 71
Contacts 22
CREATING A PROFESSIONAL REPORT 105
CREATING AN INDEX 56
Creating Query with Query Design 89
Creating Query with Query Wizard 90
Criteria 98
Currency 31
Data entering by switching to Datasheet view 65
Data entering with the help of a Form.65
Data mismatch 113
DATA TYPE 30
DATA TYPE FOR ENTERING FIELDS 31
DATABASE FILE 5
DATABASE FILE FROM THE PREFORMATTED TEMPLATE 7
Database table 2
DATABASE TABLES RELATIONSHIP 59
Datasheet view 28
DATE CRITERIA 99
Decimal places 44
Default Value 46
Design Grid 93
Design View 28
DESIGNING A DATABASE 17
Edit relationship 64
Enforce referential integrity 62
ENTERING A FIELD INTO A BLANK DATABASE FILE 32
Entering data into the form you created 73
ENTERING DATA WITH THE HELP OF FORM 72
EXAMINING EACH FIELD PROPERTIES SETTINGS 41
Extracting lookup wizard from another database table: 49
FIELD PROPERTIES 39
Field size 42
Fields 2
FILTER BY FIELD CONTENT 83
Filter by Form 86
FILTER BY SELECTION 86
Filtering And Querying Table Format For Number range operators 85
Filtering Table Format For Text range operators 85
FINDING AN OBJECT WITH THE PANE 15
Format 43
Freezing and Hiding a field 67
GETTING ACQUAINTED WITH OFFICE 2021 1
Hyperlink 31
IME Mode/IME Sentence Mode: 49
IMPORTANCE OF A PRIMARY KEY 36
IMPORTING A DATABASE TABLE 25
Indexed 48
Input Mask 45
INTRODUCING YOU TO ACCESS DATABASE 2
Issues 22
Large Number 31
Layout Modification 111
Lookup wizards 32
Many-to-many relationship 59
margin modification 112
MOVING A FIELD 39
Multiple field index 57
NAVIGATION PANE 13
New Values 46
Number 31
NUMERIC CRITERIA 98
OLE object 31
One-to-many relationship 59
One-to-one relationship 59
OPENING DATABASE TABLE 27
OPENING QUERIES AND SWITCHING VIEW 91
PACKAGES FOR MICROSOFT OFFICE 2021 VERSION 1
Parameter of sorting 80
QUERY DESIGN WINDOW 93
Records 2
removing a table from window 61
removing all tables from window 61
RENAMING AND DELETING A FIELD38
report Layout and Orientation 108
Report wizard 105
Reports 12
RUNNING A QUERY 100
SAVING YOUR QUERY 100
Self-Customized lookup wizard 49
Short Text 31
SHORTCUTS AND CONTROL KEYS 114
Show Date Picker: 49
Shuttle Bar to open/close 13
Smart tags 48
Sorting 80
SORTING A DATABASE FIELD 80
Summary Total Query Function 104
Table pane 93
Tasks 22
Text Align 48
TEXT CRITERIA 99
Text Format 49
The find command 76
The Forms 10
THE PRIMARY KEY FIELD 36
TIPS AND TRICKS EXPOSURE FOR ENTERING DATA IN A DATASHEET 67
to switch the current view 29
Unicode Expression 48
Users 22
Validation Rule 46
Validation text 47
WHEN TO INDEX AND WHICH FIELD IS TO BE INDEXED 56
Yes/No 31