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Getting Started with Microsoft Access

The Access Workbench: Section One

KROENKE and AUER - DATABASE CONCEPTS (4th Edition)

Section Objectives Learn how to use Microsoft Access to:

Create a database Create tables Enter table data Modify table data Delete table data Create single-table forms Create single-table reports

Note– These instructions use Windows 7 and Microsoft Access 2007

• Access 2000 format for backward compatibility

– In this section, we will work with only one table in a database.


Sample Database: WMCRM

• A database for a Car Dealership– Wallingford Motors, Seattle, Washington

• dealer for a new line of hybrid cars named Gaea

• SUHi - The Sport Utility Hybrid• HiLuxury - A luxury class four-door sedan hybrid• HiStandard – A basic four door sedan hybrid• HiElectra - A variant of the HiStandard that uses a higher

proportion of electrical power

– CRM application• to track current, past, and potential customers, as well as

their contacts• used by a salesperson(s)

Getting Starting with MS Access 2007

KROENKE and AUER - DATABASE CONCEPTS 4th Edition)

The Getting Started with Microsoft Office Access page

Click Blank Database


Creating the Access Database WMCRM

The Blank Database pane

If you don’t want the database to be created in My Documents, use the Open button to browse to the desired location

Type the database name WMCRM.accdb here

The Create button


The New Access Database (WMCRM.accdb)

The database name WMCRM: Database (Access 2007)

The Document Window using the tabbed documents interface

The Close Document button

The Microsoft Office Fluent User Interface


The Microsoft Office button

The Quick Access Toolbar

The tabbed Ribbon

The object Navigation Pane

The document window

The Close [Exit] button

The Help button

The Help button

The Status

KROENKE and AUER - DATABASE CONCEPTS (3rd Edition) AW-1-8

The Close [Exit] button

The Help button

The Status Bar—Access in in Ready mode waiting for the user to take an action

Opening a Recently Opened Access Database


The Open Recent Database Pane

The WMCRM.accdb database

The Recent Documents Pane in the File Menu


The Recent Documents Pane

The WMCRM.accdb database

The Security Warning Bar


The Options… button

The Security Warning bar

The Microsoft Office Security Options Dialog Box


The Microsoft Office Security Options dialog box

Click the Enable this content radio button

The OK button


Database Column Characteristics

Column Name Type Key Required Remarks

CustomerID AutoNumber Primary Key Yes Surrogate Key

LastName Text (25) No Yes

FirstName Text (25) No Yes

Address Text (35) No No

City Text (35) No No

State Text (2) No No

ZIP Text (10) No No

Phone Text (12) No Yes

Fax Text (12) No No

Email Text (100) No No

• The CUSTOMER Table


Microsoft Access Data Types

Name Type of Data Size

Text Characters and numbers Maximum 255 characters

Memo Large text Maximum 65,535 characters

Number Numeric data Varies with Number type

Date/Time Dates and times from the year 100 to the year 9999

Stored as 8-byte double-precision integers

Currency Numbers with decimal places 1 to 4 decimal places

AutoNumber A unique sequential number Incremented by 1 each time

Yes/No Fields that can contain only two values

Yes/No, On/Off, True/False, etc.

Hyperlink A hyperlink address Maximum 2048 characters in each of three parts of the hyperlink address

OLE Object An object embedded in or linked to an Access table

Maximum 1 gigabyte

Attachment Any supported type of file may be attached to a record

Independent of Access

Creating the CUSTOMER Table


The Create command tab

The Create Ribbon

The information box for the button shows that a new table object will be created

The Table Design button

Click the Table Design button

The Table1 Tabbed Document Window

The Table Tools contextual tab is displayed along with the set of command tabs and ribbons that comprise the Table Tools

The Design command tab and its Ribbon are displayed

The Table1 tabbed document window in Design view

Selecting the Data Type

KROENKE and AUER - DATABASE CONCEPTS (3rd Edition)

The Data Type drop-down list arrow button

The Data Type drop-down list

Select AutoNumber

The Completed CustomerID Column


The completed CustomerID column definition

Editing the Text Field Size


Edit this number to set the number of characters

Setting the Column Required Property Value


Click anywhere in the Required text box to display the arrow the Required property drop-down list arrow

Select Yes from the Required property drop-down list

Selecting the CustomerID Row

KROENKE and AUER - DATABASE CONCEPTS (4th Edition) AW-1-21

The row selector column—move the mouse cursor into this column to select a specific row

Move the mouse pointer here, then click to select the CustomerID row

Setting the Primary Key


A key symbol is placed here to indicate that CustomerID is the primary key of the table

Click the Primary Key button in the Tools group of the Design ribbon to set CustomerID as the primary key

Naming and Saving the CUSTOMER Table

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Type the table name CUSTOMER in the Table Name text box and click OK

Click the Save button in the Quick Access Toolbar to display the Save As dialog box

The Named CUSTOMER Table


The table is now named CUSTOMER—the table name CUSTOMER now appears on the document tab

The table object CUSTOMER is displayed in the Navigation Pane

Click the Close button to close the CUSTOMER table

The CUSTOMER Table Object


After the table is closed, the CUSTOMER table object remains displayed in the Navigation Pane

Inserting Data into Tables—The CUSTOMER Data


LastName FirstName Address City State ZIP Phone Fax Email

Griffey Ben 5678 25th NE Seattle WA 98178 206-456-2345 [email protected]

Christman Jessica 3456 36th SW Seattle WA 98189 206-467-3456 [email protected]

Christman Rob 4567 47th NW Seattle WA 98167 206-478-4567206-478-9998 [email protected]

Hayes Judy234 Highland Place Edmonds WA 98210 425-354-8765 [email protected]

mailto:[email protected]




Inserting Data into Tables

• Three commonly used methodsof adding data to a table:– Entering data in the Datasheet view (similar to

working with Excel worksheet)– Build a data entry form for the table, and then

add data using the form.– Using SQL to insert data into tables (to be

discussed later)


CUSTOMER Data


Inserting Data into Tables - The Datasheet View

If you need to switch between the Datasheet View and the Design View we used to create the table, use the Design View button

The Datasheet command tab

The CUSTOMER tabbed document window with the table in Datasheet view

The Shutter Bar Open/Close Button

The Collapsed Navigation Pane


The Shutter Bar Open/Close Button

The CUSTOMER tabbed document window with the table in Datasheet view

The collapsed Navigation Pane

Entering Data Values for Ben Griffey


This row has been autonumbered as CustomerID 1

A new, blank row is added to the datasheet

The Completed CUSTOMER Datasheet


Column widths can be adjusted by using the mouse to drag the column border to the desired width

When entering the Email, the Access editor will change the second capital letter to lowercase—be sure to change it back!

Click the Close button to close the CUSTOMER datasheet

A new, blank row is added to the datasheet

Modifying Data in the CUSTOMER Table in Datasheet View


2. Click a cell in this column to select an entire row – a left- click will simply select the row, whereas a right-click will select the row and display a shortcut menu

3. The Delete Record command in the shortcut menu

1. The phone number has been modified

The Access Deletion Warning Box


The row with Jessica Christman’s data has already been visually removed!

Click the Yes button to actually delete the row

The New CustomerID Number


The row with the reentered Jessica Christman data now has a CustomerID of 3—AutoNumber numbers are sequential and will only be used once by Access!

Inserting Data into Tables—Using a Form


Creating a Data Entry Form for the CUSTOMER Table

The More Forms Gallery arrow button The Create Ribbon !

Click The Form Wizard button

Click the Create command tab

The Form Wizard


The CUSTOMER table is already selected

The Form Wizard

Click the right-facing double chevron button to select all of the fields in the table

Click the right-facing single chevron button to select a single field in the table

Click the next button

The Completed WMCRM Customer Data Form


The WMCRM Customer Data Form tabbed document window

The WMCRM Customer Data Form object

The Forms section of the Navigation Pane

New Record button

The WMCRM Customer Data Form for Customer Judy Hayes


The WMCRM Customer Data Form with the data for Judy Hayes

The Next Record button

The Close button

New Previous Record button

The Last Record button

The First Record button

The Delete Record Button


The Delete drop-down list arrow button

The Delete Record button

The Records group

The Home command tab and Ribbon

Creating Single Table Access Reports


Creating a Report for the CUSTOMER Table

The Report Wizard button The Create Ribbon ! The Reports group

Click the Create command tab

The Report Wizard


The CUSTOMER table is already selected

The Report Wizard

Click the right-facing single chevron button to select the highlighted field in the table

The Available Field List


The Completed Column Selection


The Selected Fields list


Choosing the Sort Order


The sort field 1 drop-down list button


Select LastName from the drop-down list

The Finished Report


The Wallingford Motors Customer Report tabbed document window

The report is sorted by LastName and then FirstName

The Reports section of the Navigation Pane

The Wallingford Motors Customer Report object

The Close button


Exercises & Assignments

Technology

Uew k dbc-access-01