Basics of MS Access

8/2/2019 Basics of MS Access

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Basics of MS Access


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What is a database ?

It's an organized collection of data. A databasemanagement system (DBMS) such as Access,FileMaker Pro, Oracle or SQL Server provides

you with the software tools you need to organizethat data in a flexible manner.

It includes facilities to add, modify or delete datafrom the database, ask questions (or queries)about the data stored in the database and

produce reports summarizing selected contents.
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Ms Access

Microsoft Access provides users with one of thesimplest and most flexible DBMS.

Microsoft Access is a powerful program to createand manage your databases. It has many built infeatures to assist you in constructing and viewingyour information.

Three of the major components of Access thatmost database users will encounter

Tables

Queries Forms


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MS Access allows you to manage all yourinformation from a single database file.

Its a Relational Database ManagementProgram or RDBMS.

RDBMS is a set of two dimensional tables inwhich the data is represented in rows andcolumns.

A relationship between the tables can be build.


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Some keywords involved in this process are:Database File,Table, Record, Field, Data-type. Here is the Hierarchy thatMicrosoft Access uses in breaking down a database.

Database File:This is your main file that encompasses theentire database and that is saved to your hard-drive orfloppy disk.Example) StudentDatabase.mdb

Table:Atable is a collection of data about a specific topic.There can be multiple tables in a database.

Example #1) StudentsExample #2) Teachers

Field:Fields are the different categories within a Table.Tables usually contain multiple fields.Example #1) Student LastName

Example #2) Student FirstName Datatypes:Datatypes are the properties of each field.Afield only has 1 datatype.FieldName- Student LastNameDatatype -Text


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Tables Holds information.

Forms Allows you to view prints and Edit theinformation.

Reports Used for summary and printing data.

Queries Allows you to extract information fromdatabase.

Macros Lets you perform common tasks withouthuman intervention.

To create a blank database click on New Database


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Starting Microsoft Access

Two Ways

1.Double click on the Microsoft Accessicon on the desktop.


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


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Creating New, and Opening Existing Databases

The above picture gives you the option to: Create a New Database from scratch Use the wizard to create a New Database Open an existing database

The white box gives you the most recent databases you have used. If you do notsee the one you had created, choose the More Files option and hit OK. Otherwisechoose the database you had previously used and click OK.


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Create a database using the Database Wizard-When Microsoft Access first starts up, a dialog box

is automatically displayed with options to create anew database or open an existing one. If this dialogbox is displayed, click Access Database Wizards,pages, and projects and then click OK.

If you have already opened a database or closed thedialog box that displays when Microsoft Accessstarts up, click New Database on the toolbar.

-On the Databases tab, double-click the icon for thekind of database you want to create.

Specify a name and location for the database. Click Create to start defining your new database


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Tables : A table is a collection of data about a specific topic, such as

students or contacts. Using a separate table for each topicmeans that you store that data only once, which makes yourdatabase more efficient, and reduces data-entry errors.

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


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Tables Datasheet View Design View

Table Wizard Import Table

Link Table


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Create a Table in Design view


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1.Double-Click on "Create table in Design view".

(DESIGN VIEW)


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Define each of the fields in your table. Under the Field Name column, enter the categories of

your table.

Under Data Type column, enter the type you want foryou categories. The attribute of a variable or field that determines

what kind of data it can hold. For example, in aMicrosoft Access database, the Text and Memo fielddata types allow the field to store either text ornumbers, but the Number data type will allow the fieldto store numbers only. Number data type fields storenumerical data that will be used in mathematicalcalculations. Use the Currency data type to display orcalculate currency values. Other data types are

Date/Time, Yes/No, Auto Number, and OLE object(Picture).


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Under the Description column, enter the

text that describes what you field is.(This field is optional).

Example:


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Create table in Design view

Field Name - Column

just type the name

of each field.

Data type - From the

Drop down select

the data type. Description - Give the

description of the field

if required for reference.

Primary Key


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Data Types

Text - Holds upto 255 Characters Numbers - Holds numbers used in calculations. Date / Time - Holds date and Time Currency - Holds numbers used as amounts of

currency. Auto Number - Holds sequential numbers which

are entered by Access. Yes / No - Holds only two values. Hyper Link - Holds the address of an object,

document or Web page.


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Primary Key One or more fields (columns) whose value or values

uniquely identify each record in a table. A primarykey does not allow Null values and must always have aunique value. A primary key is used to relate a tableto foreign keys in other tables.

NOTE: You do not have to define a primary key, butit's usually a good idea. If you don't define a primarykey, Microsoft Access asks you if you would like tocreate one when you save the table.

Make the Soc Sec # field the primary key, meaningthat everystudent has a social security number andno 2 are the same. To do this, simply select the Soc Sec # field and

select the primary key button

After you do this, Save the table


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Switching ViewsTo switch views form the datasheet (spreadsheet view)

and the design view, simply click the button in thetop-left hand corner of the Access program.

Datasheet ViewDisplays the view, which allows you to enter raw data

into your database table.

Design ViewDisplays the view, which allows you to enter fields,

data-types, and descriptions into your database table.


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Manipulating Data

Adding a new row Simply drop down to a new line and enter the

information

Updating a record Simply select the record and field you want to

update, and change its data with what you want Deleting a record

Simply select the entire row and hit the DeleteKey on the keyboard


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Relationships After you've set up multiple tables in your Microsoft Access

database, you need a way of telling Access how to bring thatinformation back together again. The first step in this processis to define relationships between your tables. After you'vedone that, you can create queries, forms, and reports to displayinformation from several tables at once.

A relationship works by matching data in key fields - usually afield with the same name in both tables. In most cases, thesematching fields are the primary key from one table, whichprovides a unique identifier for each record, and a foreign key inthe other table. For example, teachers can be associated withthe students they're responsible for by creating a relationshipbetween the teacher's table and the student's table using the

TeacherID fields.


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Drag the primary key of the Parent table (Teacherin this case), and drop it into the same field in the

Child table (Student in this case.)


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Forms A form is nothing more than a graphical

representation of a table. You can add, update, delete records in your table by

using a form. NOTE: Although a form can be named different from

a table, they both still manipulate the sameinformation and the same exact data. Hence, if youchange a record in a form, it will be changed in thetable also.

A form is very good to use when you have numerousfields in a table. This way you can see all the fields in

one screen, whereas if you were in the table view(datasheet) you would have to keep scrolling to getthe field you desire.


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Create a Form using the Wizard:The following steps are needed to create a basicform:

Switch to the Database Window. Click on the Formsbutton under Objects on the left side of screen

Double click on Create Form Using Wizard


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We want all of the fields from tbl_Sales to beincluded in this form, so first select tbl_Sales

from the drop down box "Tables/Queries"


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The single right arrow will add one selected field ata time, but we want all the fields. The shortcut toadd every field from a given table or query is to

click the double arrow button. Do that and clickNext.


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Choose a Columnar layout and press Next

Choose any style and press Next (we chose"Sumi Painting")

Change the form's title to frm_EmployeeEntry

and click Finish


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Open the form

Open up frm_EmployeeEntry

At the bottom of the form is a set of arrows tonavigate through the records. To get to the endof the existing records and begin entering data

you need to click the arrow with an asterisk(*).


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Clicking that button will bring you to the firstblank record, then enter all the data for thatrecord and click the right arrow to advance tothe next blank record. After all the newrecords have been entered, close the form andpat yourself on the back.

When you enter data into this form it willautomatically add it to our existing tbl_Salesbecause we specified that table when wecreated our form. With this form the newemployee will be able to enter data into Bob's

existing Access table.


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Reports A report is an effective way to present your data in a

printed format. Because you have control over thesize and appearance of everything on a report, youcan display the information the way you want to see

it.


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Create a Report using the Wizard Switch to the Database Window. Click on the Reports button under Objects on the left side of screen . Double click on Create Report Using Wizard On the next screen select the fields you want to view on your form.

Most of the time you would select all of them. Click Next Select if you would like to group your files. Keep repeating this step for

as many groupings as you would like. Click Next

Select the layout and the paper orientation you desire Click Next Select the style you desire...HINT: if you plan on printing your report, I

suggest you use a light background to save on printer toner and ink Click Next Give you report a name, and select Preview the Report

Select Finish You should see your report. To adjust the design of your report, simply

hit the design button (same as with the tables), and adjust your reportaccordingly


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Queries

As tables grow in size they can have

hundreds of thousands of records,which makes it impossible for theuser to pick out specific records

from that table. Queries weredesigned to combat this problem.With a query you can apply a filter tothe table's data, so that you only getthe information that you want.


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Queries

Choosing a Table to Query

Before you can create a query you have to

navigate to the Query Tab in your Accessdatabase. Select Queries from the Objects Pane.


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Queries

Double-click "create Query inDesign view"

Add the table tbl_Sales


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Your Query window should now have

the tbl_Sales table added to it


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Drag and drop the Price field into the adjoining column andyou should have something like:


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Close the Query window and save your file queryas qry_ProdSales.


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Double-click your newly created query and weshould get the data

Query Types


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Query Types

Microsoft Access supports many types of queries. Here is a description ofthe major categories:

Select QueriesRetrieve records or summaries (totals) across records. Also includes cross-tabulations.

Make Table QueriesSimilar to Select queries but results are placed in a new table.

Append Queries

Similar to Select queries but results are added to an existing table.

Update QueriesModify data in the records.

Delete QueriesRecords are deleted from a table.

Select queries are the most common queries and can be used for viewing and a datasource for forms, reports, controls, and other queries. The other queries create orchange data and are known collectively as Action queries.

Criteria


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Criteria

Text criteria please use ------

For numbers use = , >, >=, = #2/2/1999# For an Order Date field, dates greater than and equal to2-Feb-99

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Basics of MS Access