Microsoft Access

You will need a pen/pencil.

What is Microsoft Access?

Access is a database management system. Create a database, add/change delete

data, sort data, retrieve data, create forms and reports

A database is collection of data organized in a manner that allows access, retrieval and use of that data.

What are the components of a database?

Tables – for storing information you want to include in a database

Queries – for drawing information from one or more tables

Forms –for viewing & updating data Reports – sophisticated reports for

presenting data

What is a database table?

Tables are set up to contain columns and rows of information.

Records contain info about a given person, product, or event Rows are called records

Fields are a specific piece of information within a record Columns are called fields Examples include Last name, First name, address, etc.

Columns = Fields

Rows = Records

What order is information entered into a table?

The fields should be arranged in the same order as the data in the source document (paper form from which data is keyed).

Reduces the time needed to enter the fields and maintain records.

Customer ID

Name Address City State Zip

1001 Mr. Smith 123 Lexington Smithville KY 91232

1002 Mrs. Jones 12 Davis Ave. Smithville KY 91232

1003 Mr. Axe 443 Grinder Ln. Broadville LA 81922

1004 Mr. & Mrs. Builder

661 Parker Rd. Streetville GA 81990

SOURCE DOCUMENT

ACCESS TABLE WITH RECORDS

What is a primary key?

The primary key is a unique identifier for each record in a table A unique ID number is assigned to each

record For example, client number

What is a database report?

Reports are created from database tables. Used for organizing, summarizing, and

printing information.

Viewing a database form

Columnar view lets you view one record at a time on the screen. A scroll button takes you to the next or

previous record Tabular view allows you to view

multiple records on the screen at the same time. Resembles a table

What is a database form?

Forms – Used for viewing & updating data Created from database tables

Fields are the blanks in which info is entered

When blanks are filled in, the form becomes a record

What is a database query?

Queries are questions. for drawing information from one or more

tables

The query feature allows you to ask for specific info to be retrieved from tables that have been created.

What is sorting?

The sort feature controls the sequence, or order, of the records.

Ascending order is A to Z and 0 to 9. Descending order is Z to A and 9 to 0.

Creating a database

Open Access. Click Blank Database in the task pane. Enter filename followed by your name. Double click on Create table in Design

view

Open Microsoft Access from the Start menu.

Open Access, choose Blank Database from the Task Pane

Next Save your database.

Make sure YOUR NAME follows the file name.

First, click on Tables in the side menu, then choose Create table in Design view.

Creating a database

Enter the Field Name & Data Type in the table description

Choose File, Save As & enter filename Put YOUR FIRST & LAST NAME after

every file name! In the pop-up window Select Yes and

let Access assign a primary key Close the table description window.

The table Design View will appear. Fill in the Field Name

and Data Type for each column/field in the table.

A figure showing the Design View with the new table

definition filled in is given below:

Saving a table design

Choose File, Save As & name table

Entering data in a table

Double click on the table filename. Your fields should be across the top

row. Enter the data as it appears on your

source document. Save.

You can use the enter key, tab key, or arrow keys to move through fields when entering

each record.

Opening database tables

Open Access, Choose File, Open Double click on database file Double click on table

Add additional records to the bottom of the table.

Save.

Editing database tables

Add additional records to the bottom of the table. Save any changes.

Adding new table fields

Adding new fields Select field heading, right-click choose Insert Column Select new column, and then drag past to proper place Double click on the column heading to rename fields

Deleting a field Deleting a field deletes ALL info Right click on field heading, choose Delete Column

Printing database tables

Choose, File, Print Preview Verify the file name & your name are

on the document. Choose, Print

Printing in landscape

Choose, File, Page Setup, Page tab Select landscape button