Hands on Access 2007.pdf

7/29/2019 Hands on Access 2007.pdf

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MS Office Access 2007 Training

1. Access 2007 Screen Overview

2. Hands-On Exercisesa. Download a template

1. Run MS Access 20072. From the left categories menu, click the Education category, and in the middle of the page click

Faculty.3. In the pane on the right side, go to the File Name box and type Faculty Demo and click

Download.4. If you see the Genuine Advantage dialog box, clickContinue.

Note: If you click Download and nothing seems to happen, close theAccess Help window and clickContinue in the Genuine Advantage dialog box.

5.After the template finishes loading, it displays a form named Faculty List. Typically, the form isdesigned to let you enter the most pertinent data quickly, or view that data easily.

6. Below the Ribbon there is a Security Warning message. Click the Options button; a new windowopens. Select the option Enable this Content and press Ok. Make sure that the database you areopening is secure, virus-free and from an HBU trusted source; otherwise, do not enable thecontent.

7.Take a look at the left Navigation Pane. It is closed; to open this navigation pane click the doublearrows (>>) at the top of the navigation pane.

8. Right-clickthe Faculty List Tab and select Close.


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MS Office Access 2007 Training

b.Enter data using a Form1. Look the top of the navigation pane, where it says Faculty Navigation. Click the down arrow

() in a circle from this section.2.A drop-down menu displays some options, select Object Type.3.The navigation pane now shows categories like Tables, Queries, Forms and Reports.4. Double-clickthe form Faculty Details. A new window is opened and it is a form. You use

forms to enter data or display information.5. Enter this data only (enter friends or colleagues):

First Name

Last Name

Email Address

Business Phone

6.When youre done, click the Save and Newbutton from the top of the form.7.The form clears the previous information and the fields are now available for another record.Enter 3 more names with their emails and phones. Remember to click Save and Newafter the4th name entered.

8. From the top of the form clickClose.Note: You don't have to fill out all fields. Some forms may require you to fill out some fields

before you can complete a record, but not here.

c. Creating a Simple Query1. First clickon the Create Tab. From the Others group select Query Wizard. A dialog box is

displayed.2. Select Simple Query Wizard and click Ok.3. Make sure that theTables/Queries box showsTable: Faculty.4.In theAvailable Fields box select Last Name and click the right single arrow (>). The field is

copied to the Selected Fields box. Repeat this with First Name, E-mail Address and BusinessPhone.

5.ClickNext. In the next screen select Modify the Query Design option and clickFinish.6.From the Design Tab, Results group clickRun !7.The query runs and displays the output or results.8.Right-clickthe Faculty Query tab and select Close.

d.Using a simple Report1. In the Navigation Pane, under Reports, double-clickthe Faculty Phone List report to open it.2.A tab showing the report is displayed.3. Simplyclick the Office button, click Print and click Ok.4. Sign and submit report before leaving training session.Note: In a database environment you dont need to save the data that youre entering.The Access 2007 engine saves the entered information automatically. You only need to save queries,forms and reports that you create.


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Microsoft

Access 2007 Training

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Working with Databases and Objects Keyboard Shortcuts

Getting Started Window

To Create a Database: Click atemplate category in the list and clickthe template you want to use. ClickCreate. Or, click theBlank Databasebutton.

To Open an ExistingDatabase: Click a database in theOpen Recent Database list or clickMore and browse for it.

Select atemplatecategory.

Create a blank database.

Select atemplate.

Open anexistingdatabase.

General

Open a Database +

Close a Database +

Print Current View +

Delete

Undo +

Help

Delete Record + < - >

Cancel Changes

Insert Date + < ; >

Insert Time +

Insert Value from + < >Same Field in (Apostrophe)Previous Record

Check Spelling

Switch Applications +

Access 2007 Screen

OfficeButton

Quick Access Toolbar Title bar

Ribbon

Close button

Objects in theNavigation Pane

Field Templates ListStatus barTable open inDatasheet View

Object tabsNavigation

Next Field

Previous Field +

Next Screen Previous Screen

First Record + < >

Last Record + < >

Toggle Navigation Pane To Modify an Object: Open the object or clickits tab in the window, click the Format tab on theRibbon, click the View button in the Views groupand select Design View orLayout View .

To Delete an Object: Select the object andpress . Click Yes.

To Rename an Object: Right-click the object,select Rename from the contextual menu, enter

the new name, and press . To Repair/Compress a Database: Click

theOffice Button and select Manage Compact and Repair Database.

To Import Data: Click the External Data tabon the Ribbon and click the type of file you want toimport from in the Import group. Follow theonscreen instructions.

To Export Data: Click the External Data tabon the Ribbon and click the type of file you want toexport to in the Export group. Follow the onscreeninstructions.

Tables store related data in rows (records) andcolumns (fields).

Queries view, filter, calculate, change, sort,and examine the data stored in tables.

Forms are custom screens that provide aneasy way to enter and view data in a table.

Reports present data from a table or query in aprinted format.

Macros automate common tasks and can berun by clicking a button or pressing a shortcut key.

Modules are groups of procedures written inVisual Basic and used to automate tasks.

Page objects have been replaced by WindowsSharepoint Services. Pages in old databases can stillbe viewedbut not editedin Internet Explorer.

To Open an Object: Double-click the object inthe Navigation Pane.

To Create a New Object : Click theCreatetab on the Ribbon and click a button for the objector wizard you want to use on the Objects bar.

Database Ob ects

Cut +

Copy +

Paste +

Find +

Replace +

Select All +

Editing

Design View

Properties +

Open object in + Design View

Save Object +
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Working with TablesField Data TypesCreating Table Relationships

Linking Tables tells Access how two tables are related to each other. Thefields that you use to link two tables must contain the same concept in twodifferent tables. Aprimary key field from one table is often used when linkingtwo tables.

1. Click the Datasheet tab on the Ribbon and click the Relationshipsbutton in the Relationships group.

2. If necessary, click the Show Table button in the Relationships group onthe Design tab. In the Show Table window, select a table you want to link,

click theAdd button, and repeat for each table. Click Close.

3. Drag a field from one table and drop it on the related field in the secondtable. (Optional) Check theEnforce Referential Integrity box.Click Create.

Working with Table Data

Database information can be directly added and modified from tables andsome queries and forms.

To Add a Field to a Table: Enter data in the cell below the Add NewField column header. Or, click and drag a field from the Field Templatespane to the table (to display the Field Templates pane, click the

Datasheet tab on the Ribbon and click theNew Field button in theFields & Columns group).

To Add a New Record: Enter data in the bottom row of the table.Record selector

Start adding a new record here.

To Select a Record: Click theRecord selectorto the left of therecord.

To Delete a Record: Select the record, click the Home tab on theRibbon and click theDelete button in the Records group. Click Yes.

To Spell Check: Click theHome tab on the Ribbon and click theSpelling button in the Records group.

To Find Information: Place the cursor in the field that contains thevalue you want to search for, click the Home tab on the Ribbon and clicktheFind button in the Find group or press +. Type the valueyou want to search for in the Find What box and clickFind Next.

To Replace Information: Place the cursor in the field that containsthe value you want to replace, click theHome tab on the Ribbon and clicktheReplace button in the Find group or press +. Type thevalue you want to search for in the Find What box and the new value intheReplace With box. ClickFind Next until youve found what yourelooking for, then click Replace orReplace All to replace everyinstance of the value.

To Sort Information: Place the cursor in the field that you want to sortby, click the Home tab and click either theAscending orDescending button in the Sort & Filter group.

To Filter Information: Place the cursor in the field that contains thevalues you want to filter by, click the Home tab on the Ribbon and clickthe Filterbutton in the Sort & Filter group. Check the boxes for the valuesyou want to filter for.

To Remove a Filter: Click the Toggle Filterbutton in the Sort &Filter group.

To Change a Fields Data Type: Select the field you want tochange, click the Datasheet tab on the Ribbon, and click the DataType list arrow in the Data Type & Formatting group. Select a data type.

CustomizableComputerTraining

Data Type

Text (Default)

Memo

Number

Date/Time

Currency

AutoNumberYes/No

OLE Object

Hyperlink

Lookup Wizard

Att achment

Description

Stores text, numbers, or a combination of both, up to 255 characters long.Stores long text entriesup to 64,000 characters long.Stores numbers that can be used in calculations.Stores dates, times, or both.Stores numbers and symbols that represent money.

Automatically fills in a unique number for each record.Stores only one of two values, such as Yes or No. Stores objects created in other programs, such as agraphic, Excel spreadsheet, or Word document.Stores clickable links to Web pages on the Internet or fileson a network.

A wizard that helps you create a field whose values areselected from another table, query, or list of values.

Allows ou to attach files and ima es to our database.Working with Queries

The Design Query WindowTo add a field to the query, click and drag it The queried tables appearfrom the table down to the design grid. here. You can also link tables.

Sortorder

Show

results

Criteria rows Design grid To Create a Select Query: Click theCreate tab on the Ribbon and

click theQuery Wizard button in the Other group. Click SimpleQuery Wizard and clickOK. Follow the onscreen instructions to selectthe fields you want to use from the desired tables and create the query. Ifyou want to filter records, view the query in Design view and enter thecriteria in the Criteria row.

To Switch Views: Click theHome tab on the Ribbon and click theView button in the Views group.

To Summarize Values: Open the Query in Datasheet View, click theHome tab on the Ribbon and click theTotals button in the Recordsgroup. Click the list arrow in a column in the Total row in the query select acalculation type (Sum, Average, etc.).

Criteria Example

London

Between 1/1/00 and12/31/00

NOT "USA" or ""

Like S*

IS NULL

IS NOT NULL

>100

Description

Displays records where the field equals London.Displays records where the date is between 1/1/00 and12/31/00.Displays records where the field does not contain the text "USA" and is not blank. Displays records where the field text starts with an S.Displays records where the field is blank.Displays records where the field is not blank.Displays records whose field value is greater than 100.

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Documents

Hands on Access 2007.pdf