INTRODUCTION TO INTRODUCTION TO MICROSOFT ACCESSMICROSOFT ACCESS

Presented By:-Presented By:-

Ranjit kumarRanjit kumar

11stst Year Year

Dept. of Library & Information ScienceDept. of Library & Information Science

MICROSOFT ACCESSMICROSOFT ACCESS

• Microsoft Access is a powerful program to create and manage Microsoft Access is a powerful program to create and manage

your databases. It has many built in features to assist you in your databases. It has many built in features to assist you in

constructing and viewing your information. constructing and viewing your information.

FIRST OF ALL YOU NEED TO UNDERSTAND HOW MICROSOFT ACCESS BREAKS FIRST OF ALL YOU NEED TO UNDERSTAND HOW MICROSOFT ACCESS BREAKS DOWN A DATABASE. SOME KEYWORDS INVOLVED IN THIS PROCESS ARE: DOWN A DATABASE. SOME KEYWORDS INVOLVED IN THIS PROCESS ARE:

DATABASE FILE, TABLE, RECORD, FIELD, DATA-TYPEDATABASE FILE, TABLE, RECORD, FIELD, DATA-TYPE . .

Database File: This is your main file that encompasses the entire database and that is saved to your hard-drive or floppy disk. (Example: video.mdb )

Table: A table is a collection of data about a specific topic..

Field: Fields are the different categories within a Table. Tables usually contain multiple fields.

Datatypes:Datatypes are the properties of each field. A field only has 1 datatype. (text, number…)

GETTING STARTED WITH GETTING STARTED WITH MICROSOFT ACCESSMICROSOFT ACCESS

Double click on Double click on

the Microsoft the Microsoft

Access icon on Access icon on

the desktop.the desktop.

CREATING NEW, AND OPENING CREATING NEW, AND OPENING EXISTING DATABASESEXISTING DATABASES

This picture gives you the option to:

1. Create a New Database from scratch

2. Use the wizard to create a New Database

3. Open an existing database

The white box gives you the most recent databases you have used. If you do not see the one you had created, choose the More Files option and hit OK. Otherwise choose the database you had previously used and click OK.

CREATE A DATABASE USING CREATE A DATABASE USING THE DATABASE WIZARDTHE DATABASE WIZARD

• When Microsoft Access first starts up, a dialog box is When Microsoft Access first starts up, a dialog box is automatically displayed with options to create a new automatically displayed with options to create a new database or open an existing one. If this dialog box is database or open an existing one. If this dialog box is displayed, click displayed, click Access Database Wizards, pages, and Access Database Wizards, pages, and projectsprojects and then click and then click OK. (OK. (or you can clickor you can click “New “New Database”Database” on the toolbar ) on the toolbar )

• On the On the DatabasesDatabases tab, double-click the icon for the tab, double-click the icon for the kind of database you want to create. kind of database you want to create.

• Specify a name and location for the database. (Save it to Specify a name and location for the database. (Save it to your file on the H: drive)your file on the H: drive)

• Click Click CreateCreate to start defining your new database to start defining your new database

CREATE A DATABASE WITHOUT CREATE A DATABASE WITHOUT USING THE DATABASE WIZARDUSING THE DATABASE WIZARD

• When Microsoft Access first starts up, a dialog When Microsoft Access first starts up, a dialog box is automatically displayed with options to box is automatically displayed with options to create a new database or open an existing create a new database or open an existing one. If this dialog box is displayed, click one. If this dialog box is displayed, click Blank Access DatabaseBlank Access Database, and then click , and then click OKOK. .

If you have already opened a database or If you have already opened a database or closed the dialog box that displays when closed the dialog box that displays when Microsoft Access starts up, click Microsoft Access starts up, click New New DatabaseDatabase on the toolbar, and then double- on the toolbar, and then double-click the click the Blank DatabaseBlank Database icon on the icon on the GeneralGeneral tab. tab.

SPECIFY A NAME AND LOCATION FOR THE DATABASE AND SPECIFY A NAME AND LOCATION FOR THE DATABASE AND CLICK CREATE. (BELOW IS THE SCREEN THAT SHOWS UP CLICK CREATE. (BELOW IS THE SCREEN THAT SHOWS UP

FOLLOWING THIS STEP) FOLLOWING THIS STEP)

Table

TABLESTABLES

• A table is a collection of data about a specific A table is a collection of data about a specific topic, such as students or contacts. Using a topic, such as students or contacts. Using a separate table for each topic means that you separate table for each topic means that you store that data only once, which makes your store that data only once, which makes your database more efficient, and reduces data-entry database more efficient, and reduces data-entry errors. errors.

TABLES ORGANIZE DATA INTO COLUMNS TABLES ORGANIZE DATA INTO COLUMNS (CALLED FIELDS) AND ROWS (CALLED (CALLED FIELDS) AND ROWS (CALLED

RECORDS). RECORDS).

CREATE A TABLE FROM SCRATCH IN CREATE A TABLE FROM SCRATCH IN DESIGN VIEW DESIGN VIEW

If you haven't already done so, switch to the Database Window You can press F11 If you haven't already done so, switch to the Database Window You can press F11 to switch to the Database window from any other window.to switch to the Database window from any other window.

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

Define each of the fields in your table.Define each of the fields in your table. • Under the Field Name column, enter the categories of your table. Under the Field Name column, enter the categories of your table. • Under Data Type column, enter the type you want for you categoriesUnder Data Type column, enter the type you want for you categories ..

((The attribute of a variable or field that determines what kind of The attribute of a variable or field that determines what kind of data it can hold. For example, in a Microsoft Access database, the data it can hold. For example, in a Microsoft Access database, the Text and Memo field data types allow the field to store either text or Text and Memo field data types allow the field to store either text or numbers, but the Number data type will allow the field to store numbers, but the Number data type will allow the field to store numbers only. Number data type fields store numerical data that numbers only. Number data type fields store numerical data that will be used in mathematical calculations. Use the Currency data will be used in mathematical calculations. Use the Currency data type to display or calculate currency values. Other data types are type to display or calculate currency values. Other data types are Date/Time, Yes/No, Auto Number, and OLE object (Picture).Date/Time, Yes/No, Auto Number, and OLE object (Picture).

CREATING TABLE CONTINUED…CREATING TABLE CONTINUED…

• Under the Description column, enter the Under the Description column, enter the

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

field is optional). field is optional).

PRIMARY KEYPRIMARY KEY

• One or more fields (columns) whose value or values One or more fields (columns) whose value or values uniquely identify each record in a table. A primary uniquely identify each record in a table. A primary key does not allow Null values and must always key does not allow Null values and must always have a unique value. A primary key is used to relate have a unique value. A primary key is used to relate a table to foreign keys in other tables. a table to foreign keys in other tables.

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

• To do this, simply select the # field and select the primary To do this, simply select the # field and select the primary key button key button

After you do this, Save the tableAfter you do this, Save the table

SWITCHING VIEWSSWITCHING VIEWS

• To switch views form the datasheet (spreadsheet view) and the To switch views form the datasheet (spreadsheet view) and the

design view, simply click the button in the top-left hand corner of design view, simply click the button in the top-left hand corner of

the Access program. the Access program.

Datasheet View Design View

Displays the view, which

allows you to enter raw data into your database table.

Displays the view, which allows you to enter fields, data-types,

and descriptions into your database table.

ENTERING DATAENTERING DATA

• Click on the Datasheet View and simply start "chugging" away Click on the Datasheet View and simply start "chugging" away

by entering the data into each field.by entering the data into each field.

MANIPULATING DATA MANIPULATING DATA

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

• Updating a recordUpdating a record • Simply select the record and field you want to update, and Simply select the record and field you want to update, and

change its data with what you want change its data with what you want

• Deleting a recordDeleting a record • Simply select the entire row and hit the Delete Key on the Simply select the entire row and hit the Delete Key on the

keyboardkeyboard

FORMS FORMS

•A form is nothing more than a graphical representation of A form is nothing more than a graphical representation of a table. You can add, update, delete records in your a table. You can add, update, delete records in your table by using a form. table by using a form. NOTE:NOTE: Although a form can be Although a form can be named different from a table, they both still manipulate named different from a table, they both still manipulate the same information and the same exact data. Hence, if the same information and the same exact data. Hence, if you change a record in a form, it will be changed in the you change a record in a form, it will be changed in the table also. table also.

A form is very good to use when you have numerous A form is very good to use when you have numerous fields in a table. This way you can see all the fields in one fields in a table. This way you can see all the fields in one screen, whereas if you were in the table view (datasheet) screen, whereas if you were in the table view (datasheet) you would have to keep scrolling to get the field you you would have to keep scrolling to get the field you desire. desire.

CREATE A FORM USING THE CREATE A FORM USING THE WIZARD WIZARD

•It is a very good idea to create a form using the wizard, unless you are an advanced user It is a very good idea to create a form using the wizard, unless you are an advanced user and know what you are doing. Microsoft Access does a very good job of creating a form and know what you are doing. Microsoft Access does a very good job of creating a form using the wizard. The following steps are needed to create a basic form: using the wizard. The following steps are needed to create a basic form:

• Switch to the Database Window. You can do this by pressing F11 on the keyboard. Switch to the Database Window. You can do this by pressing F11 on the keyboard. • Click on the Click on the FormsForms button under button under ObjectsObjects on the left side of screen on the left side of screen • Double click on Double click on Create Form Using WizardCreate Form Using Wizard • On the next screen select the fields you want to view on your form. Most of the time you On the next screen select the fields you want to view on your form. Most of the time you

would select all of them. would select all of them. • Click Next Click Next • Select the layout you wish Select the layout you wish • Click Next Click Next • Select the style you desire...Select the style you desire...HINTHINT: if you plan on printing your form, I suggest you use a : if you plan on printing your form, I suggest you use a

light background to save on printer toner and ink light background to save on printer toner and ink • Click Next Click Next • Give you form a name, and select Give you form a name, and select Open the Form and enter informationOpen the Form and enter information • Select Select FinishFinish • You should see your form. To adjust the design of your form, simply hit the design You should see your form. To adjust the design of your form, simply hit the design

button (same as with the tables), and adjust your form accordingly button (same as with the tables), and adjust your form accordingly

REPORTS REPORTS

•

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

format. Because you have control over the size and format. Because you have control over the size and

appearance of everything on a report, you can display the appearance of everything on a report, you can display the

information the way you want to see it. information the way you want to see it.

CREATING A REPORTCREATING A REPORT• As with the Form, it is a very good idea to create a report using the wizard, unless you are an As with the Form, it is a very good idea to create a report using the wizard, unless you are an

advanced user. Microsoft Access does a very good job using the wizard to create reports. advanced user. Microsoft Access does a very good job using the wizard to create reports. • Switch to the Database Window. You can do this by pressing F11 on the keyboard. Switch to the Database Window. You can do this by pressing F11 on the keyboard. • Click on the Click on the ReportsReports button under button under ObjectsObjects on the left side of screen on the left side of screen • Double click on Double click on Create Report Using WizardCreate Report Using Wizard • On the next screen select the fields you want to view on your form. Most of the time you would On the next screen select the fields you want to view on your form. Most of the time you would

select all of them. select all of them. • Click Next Click Next • Select if you would like to group your files. Keep repeating this step for as many groupings as you Select if you would like to group your files. Keep repeating this step for as many groupings as you

would like. would like. • Click Next Click Next • Select the layout and the paper orientation you desire Select the layout and the paper orientation you desire • Click Next Click Next • Select the style you desire...Select the style you desire...HINTHINT: if you plan on printing your report, I suggest you use a light : if you plan on printing your report, I suggest you use a light

background to save on printer toner and ink background to save on printer toner and ink • Click Next Click Next • Give you report a name, and select Give you report a name, and select Preview the ReportPreview the Report • Select Select FinishFinish • You should see your report. To adjust the design of your report, simply hit the design button 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 report accordingly(same as with the tables), and adjust your report accordingly