microsoft access 2003 - concordia...

New Perspectives on Microsoft Office Access 2003 , Second Edition- Tutorial 1

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Microsoft Access 2003

Tutorial 1 – Introduction To Microsoft Access 2003


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XPDefine some key Access terminology

• Field – A single characteristic or attribute of a person, place, object, event, or idea.

• Record – A set of related field values.• Table – A collection of records that identify a

category of data, such as Customers, Orders, or Inventory.


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XPIllustration of fields, recordsand a table


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XPRelational database and keys

• A relational database is a collection of tables that are related to one another based on a common field.

• A field, or a collection of fields, is designated as the primary key. – The primary key uniquely identifies a record in the

table. • When the primary key of one table is represented

in a second table to form a relationship, it is called a foreign key.


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XPRelating tables using a common field


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XPOpen an existing database

• When Access is launched you will see the Access window, with the task pane on the right side of the window.

• From the task pane you can open an existing database by selecting the database you want from the list of Recently opened databases

• You may also open an existing database by choosing “Open …” from the File menu or “More …” from the task pane


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XPThe Access window

• When a database is opened, the Access window and the Database window will be displayed.

• The Access window contains a menu bar, a toolbar, a task pane, and a status bar.

• In the Access window, use the task pane to create a new database or to open an existing database. – To create a new database, make a selection from the New section

of the task pane – To open an existing database, select from the list of Recently

opened databases or from the More files option


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XPThe Database window

• The Database window is the main control center for working with an Access database.

• The Database window contains a menu bar, an objects bar, and a groups bar.– The Objects bar lists all the objects available in the

database – The list of objects consists of tables, queries, forms,

reports, pages, macros, and modules – You can click on any of the objects in the Objects bar

to obtain a list of objects of that type


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XPUse the task pane to open a database


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XPOpen an Access database table

• To open a table you must first open a database: – In the database window, select Tables on the objects

bar– In the list of tables, select the table you want to open

and click on the Open button – When a table is open it is in Datasheet view, which

shows the table's data as a collection of rows and columns

– Each row in the Datasheet view represents a record in the table


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XPNavigate a database table

• You can navigate through the records by using the navigation buttons displayed at the bottom of the Datasheet view window.

• The navigation bar allows you to:– Go to the first record in the table– Go to the previous record in the table– Go to the next record in the table– Go to the last record in the table– Create a new record for the table (sometimes called an

append record)


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XPA table in datasheet view


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XPThe navigation bar buttons


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XPLearn how Access saves a database

• The Save button in Access differs from the Save button in other Windows programs.

• When you press the Save button in Access, you are saving the design of the Access objects and NOT the data itself. – Access saves data as it is entered

• For this reason, the location at which you are storing your database must always be accessible while working with a particular database. – If the database is located on removable media, the media must be

available at all times while working with this particular database


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XPWhat is an Access query?

• If you want to see just a portion of the data in a table you can create a query.

• A query is a question you ask about the data stored in a database table.

• Access responds by displaying the data according to your question. – For example, if you ask to see all the customers from

New York, the response would be to display only the records whose state field matches with NY


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XPOpen an existing query and create new queries

• You can open an existing query by clicking Queries on the Objects bar and then selecting the query you want to open.

• You can also create your own queries by clicking New on the Database window.

• To create a new query, you can use the Simple Query Wizard, which will guide you through the selections you want for your query.


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XPNavigating a query and sorting the results

• When you run and get the results of your query, you can reorganize the data by sorting the datasheet in either ascending or descending order.– Click the pointer anywhere in the column you wish to

sort– Click the Sort Ascending or Sort Descending buttons

on the Query Datasheet toolbar to sort the results in the desired sequence

• You can navigate through the records by using the navigation buttons on the Navigations toolbar.


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XPSample Query Datasheet view


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XPSelecting fields to include in a query

• You can create a query that will display only selected fields from a table instead of displaying all fields.

• In the Simple Query Wizard dialog box, select which fields you want included in the query. – Move all the fields into the Selected Fields box– Move the fields one at a time – Remove fields out of the Selected Fields box by pressing one of

the remove buttons • If you wanted to select all the fields except one, you can

move them all to the selected fields list and then remove the one field you don't want.

• Once you have made your selections, press Next to move to the next dialog box in the Wizard.


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XPThe Simple Query Wizard


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XPCreate an Access form

• A form allows you to view your data one record at a time.

• Forms are useful for maintaining, viewing, and printing records in a database.

• You can create your own form in the Forms Design window or you can use the Forms Wizard to create a form.

• The easiest way to create a form is to use the AutoForm Wizard.


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XPUse the AutoForm Wizard

• The AutoForm Wizard uses a table (or query) you select as the basis to create a form that displays all the fields of the table (or query).

• Once you have created your form, you can view the records one record at a time.

• The form has a navigation bar just like the navigation bar you have already used in the Table or Query Datasheet view.


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XPAccess Form View


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XPCreate, preview, and navigate a report

• You can create a report, which is a printed version of your data, that is formatted according to your specifications.

• The data in the report can consist of data from a single table or multiple tables.

• Access has a Reports Wizard that allows you to easily create a report.

• The report can be based on a table or it can be based on a query. – If the report is based on a query, it will contain the same fields that

were selected for the query


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XPThe Report Preview window


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XPBackup and restore a database

• You may want to create a backup of your data so that if you lose or damage your database, you can recover from the backup.

• You can use a backup tool, such as the Microsoft backup tool, or some other backup program. You can also copy the files to another location (if they are not too large)

• To restore the data from the backup, you need to use the same backup tool according to the instructions associated with that tool.


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XPCompacting a database

• It is a good idea to periodically compact and repair a database to recover wasted space created by adding, deleting, and modifying records.

• Access has a Compact and Repair feature:– Open a database– Click on Tools and then Options – On the General tab, select Compact on Close. Selecting this option

will cause your database to be compacted and repaired every timeyou close it

– To compact the database once, Click on the Tools menu, then Database utilities, and select Compact and Repair Database


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XPSetting the Compact on Close option


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XPCompacting reduces database storage size


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XPConvert an existing databaseto Access 2003 format

• It is possible to convert a database created in Access 2000 or 2002 to an Access 2003 database.

• To convert an Access 2000 or 2002 database to Access 2003 format:– Make certain the database to be converted is closed– Click Tools on the menu bar, then point to Database Utilities– Point to Convert database and choose the format to convert to– Enter the name of the database to convert, and a name for the

converted database to be stored under

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