Intro to Access 2007

Lindsey BrewerCSSCRSeptember 18, 2009

What we will be learning today

•Access vs. Excel•Starting with Access 2007•Create a database•Tables•Forms•Relationships between data•Queries•Reports•Where to find more information

When should I use Access vs. Excel?

• Excel is designed for flat data structures▫analysis of data is the primary goal▫Excel is designed to store numbers rather than text

• Access is designed for relational data structures▫relational data divides your data into different pieces

through different tables▫using separate tables can help make data easier to

manage▫storage of data is the primary goal▫Access can hold much more data than Excel and is

better at storing text▫Access is also a better choice when there are multiple

users working on one data file since Access only locks a record when a user is changing it.

Access 2007 and older versions

•The file extension for Access 2003 is .mdb, and Access 2007 is .accdb.

•To go between the different versions of Access, you can save and upgrade files into different formats with the “Save As” button.

Open Access 2007

•Click START

•Click ALL PROGRAMS

•Click MICROSOFT OFFICE

•Click MICROSOFT OFFICE ACCESS 2007

The getting started page• This page has

categorized templates that you can choose from.

• If you are creating a new template, you can select a blank database option and give it a new name in the far right pane.

• You can also download an existing database.

Create a database

•Click on BLANK DATABASE at the top of the getting started page

•Give the file the name SURVEY on the right

•Click CREATE

Tabs of Access 2007

•Home

•Create

•External Data

•Database Tools

•Datasheet

Tables – option 1• Tables are places to store your raw data in

a spread-sheet like format• There are two different ways to make

tables.• First, you can select a table template which

is a table already set up for you by Access. • Click on CREATE. • In the TABLES group, click TABLE

TEMPLATE. • This can be handy if you want to create a

table for the areas that Access has already established.

Creating a table – option 2• Click on the HOME

tab

• You can create a more customized table by selecting DESIGN VIEW in the upper left hand corner.

• Give the Table the name CONTACTS

Adding field names to a table• The ID field name is

already filled in when you create a table

• Enter ▫ LAST NAME▫ FIRST NAME▫ EMAIL▫ PHONE ▫ NOTES▫ MOST RECENT

CALL▫ INTERVIEWER ID

• Change the data type of for MOST RECENT CALL to DATE/TIME

Table creation continued• Click VIEW in the upper

left hand corner and switch to DATASHEET VIEW

• Click YES when you are prompted to save your table

• Another way to save a table is to right click on the table’s tab

• Now we can enter data into our new table

• After entering information, right click on the contacts tab and click SAVE

Forms•The form gives you a easy to use interface for

data entry and editing. Forms aren’t necessary, but they can make data easier to manage.

•Click the CREATE tab•Click FORM in the FORMS group•When you are in LAYOUT VIEW, you can easily

delete parts of a form by right clicking and selecting delete. This will not delete the field name from your table.

•Right click and select SAVE.

Creating a new entry using forms• To enter data into your table, you can use forms.

• Switch the form into FORM VIEW

• Click NEW (BLANK) RECORD at the bottom of the form box

• Enter your new data in the form

• Save your form, and hit the REFRESH button to see your data appear in your CONTACTS table

Creating split forms•Split forms allow you

to view the datasheet and the form at the same time

•Click on the CREATE tab

• In the FORMS group, click SPLIT FORMS

Queries

•Queries enable you to specify the information that you want to display.

• It is important to note that the query data is live. That means that if you change the data in the query results, it will be changed in the entire database.

•Deleting data in a query deletes the data everywhere!

Run a query• Click on the CREATE tab• Click QUERY DESIGN• Select the table that we want to query. Select

CONTACTS.• In CONTACTS, double-click the fields that you want to

see in the results of the query.• Add fields LAST NAME and NOTES and MOST RECENT

CALL• In the RESULTS section, click RUN!

Putting parameters on a query• Click on the CREATE tab• Click on QUERY DESIGN• Add table CONTACTS• Add LAST NAME, NOTES, and MOST RECENT CALL• In the CRITERIA row, enter the criteria that you would

like to put on the query.• Enter “Between Date() And Date()-6” under MOST

RECENT CALL• This will find all data for calls that have happened in the

past week• To find the syntax for other criteria, type in EXAMPLES

OF QUERY CRITERIA into the help menu.• Click RUN!

Create a report – option 1

•Reports are ways of presenting your data.•Select the table or query that you would

like to be the basis of your report. In this case, CONTACTS.

•Click the CREATE tab.•In the REPORTS group, click REPORT.•  Access will create a report using the data

from CONTACTS.

Create a report – option 2• Use the REPORT

WIZARD to create a report

• Click the CREATE tab

• In the REPORTS group, click REPORT WIZARD

• Select the options that you would like for your report

Editing your report

•View your report in LAYOUT VIEW•Use the commands in the FORMAT,

ARRANGE, OR PAGE SETUP tabs.

•  View your report in DESIGN VIEW•Change the titles and other design

features.

Relationships•Relationships bring tables together so you

can gather the information that you need.•Relationships are made by including one field

from one table as a field in another table.•Primary key – the field which is included in

another table to create a relationship. Each table has a primary key.

•Foreign key – the name of the new field once the primary key is shared with another table.

Three types of relationships•  One-to-one: A single record in one table is

related to a single record in another table, and vice versa.

•  One-to-many: A single record in a table is related to many records in another table. These are the most common type of relationship in databases.

•  Many-to-many: Several records in one table are related to several records in another table.

More information

•To learn more about Access 2007, you can visit Microsoft’s website http://office.microsoft.com/en-us/access/default.aspx. They have tutorials, demos, and webcasts available.

•CSCCR has a handout about Access 2000 and relational databases on its website.