Introduction to Microsoft Access 2003

Course Objectives

In this course you will learn how to:Understand database concepts and terminology

in Access 2003Design and create tablesEnter and manipulate data in tablesUse Access queries to select and analyze

information in a tableCreate data forms for viewing and inputting

dataCreate reports that summarize and group dataPerform database maintenance procedures

Access 2003 Structure

What is Microsoft Access?

Powerful Relational Database Management System (RDBMS) design to run in Microsoft Windows

Data can be organized as a set of related tables

Integration with other Office applications allows seamless exchange of data with centralized database

What is an Access Database?Collection of data objects stored with filename extension .mdb (Microsoft database)Main Access data objectsTables QueriesFormsReportsMacrosModulesPages

Access basic Data Objects

Database

Tables

Queries Forms

ReportsMacro

s Modules

Pages

How to open Access?

Access opens with the dialog box shown here

Database Window

Database Window– Main database design/management window– Displayed when creating or opening an Access

database– You can use the Objects toolbar to access the

different objects that make up a database

TablesWhat is table

Basic container for data, arranged as a grid of rows and columns

Each row contains a single recordEach column represents a field within the record

Access tablesFundamental data objects in Access

Forms, queries and reports are all based on tablesTable Wizard provides automated table creationTables can also be created manually for more

precise specification

Forms

What is formElectronic version of paper formUsed to simplify entry of data into an Access

database

QueriesWhat is a Query?

A question asked of the databaseUsed to extract specific information from databaseUsed to extract specific information from database

Example:What is the three top-selling products in our company’s product line?

Queries are composed of structured query language(SQL) statements Example: SELECT Products.[Product #], Products.[Product Name], Products.PriceFROM ProductsWHERE (((Products.Price)<4.75));

Access allows queries to be created graphicallyHides complexity of SQL language

ReportWhat is report?

Formatted template used to print reports of database or query results

Allows user to specify fields, grouping levels, arrangement of printed data

MacrosWhat is access macro?

User-defined sequence of actions to be performed by Access 2000

Macros will not be covered

ModulesWhat is a module?

User-created sections of code which provide sophisticated automation of Access functions

Written in Visual Basic for Application(VBA)

Address Book

Creating New Database

Creating DatabaseCase study scenario:

In this section, we will create a database (including tables, forms, reports, and queries).

The database we will create will have addresses.

Creating a new databaseStart AccessSelect “Create new database using blank

database”Assign a name for the new database

AddressBook.MDB

Tables

Create New TableCreating a new table

In the database window, select the Tables tab, then click on New

Table creation optionsDesign View

Manual table creation by user(maximum control over table specifications)

Table WizardAutomated table creation facility

Import table Import data from external tables

Link TableLink to data in external tables

Creating a new table in Design ViewFor each field in new database,specify

the following itemsField Name

Descriptive name of field to be used in table 64-character maximum Prohibited characters:period(.), accent grave(‘), square

brackets([]), exclamation point(!)Data Type

Drop-down list displays available data types Number, Date/Time, Currency,Auto number, Yes/No, OLE

Object, Hyperlink, Lookup WizardDescription

Comment describing details of field. Appears on the status bar in Datasheet view when you click a row in the field's column

Access Data Types.

Data Type Usage Size

Text Alphanumeric data Up to 255 characters

Memo Alphanumeric data—sentences and paragraphs Up to 64,000 characters

Number Numeric data 1, 2, 4, or 8 bytes (16 bytes for ReplicationID and Decimal)

Date/Time Dates and times 8 bytes

Currency Monetary data, stored with 4 decimal places of precision 8 bytes

AutoNumber Unique value generated by Access for each new record 4 bytes (16 bytes for ReplicationID)

Yes/No Boolean (true/false) data <1 bit/FONT>

OLE Object Pictures, graphs, or other ActiveX objects from another Windows-based application

Up to about 1 gigabyte

Hyperlink A link "address" to a document or file on the World Wide Web, on an intranet, on a local area network (LAN), or on your local computer

Up to 2048 characters

Fields properties

Field Property Purpose/Note or Example

Field size Specifies amount of storage for data in fieldNote: Test maximum field size = 255 characters

Format Predefined formats for field dataEx: Short date =11/25/97

Input Mask Formatting mask for user data inputEx:Phone number input mask = (XXX)-XXX-XXX

Default Value Specifies default value in fieldNote: Speeds up data entry.

Required Specifies that a value must be entered in field

Indexed Tells Access to create an index for this data fieldNote: Speeds up data searches based on this field

Setting a Primary KeyWhat is a primary key?

Main index for table Must be unique for each record in table

Example: Product number, Employee number, etc.If no such field exist, create a new field with the

data type “Autonumber” and specify it as the primary keyAccess will automatically create unique numbers for

this fieldAssigning a field as the primary key

Select fieldClick on Primary Key button on toolbar (or use

“Edit /Primary Key”)A key symbol will appear next to selected field

Saving the tableSelect “File/Save” or click on the close button

for the Table Design View windowAccess will prompt you to enter a name for

the new table Table name can be up to 64 characters

Entering data into a Table Entering data using Datasheet view

From the Access database window, select the table of interest Click on Open

o The table will be displayed in datasheet view Type new data directly into fields on datasheet

Adding/Deleting records Add new records in empty record at bottom of datasheet Delete records by selecting record, then use Edit/Delete Record

Sorting records Click on data field to be sorted Click on sort buttons on toolbar (Ascending and Descending)

Disadvantages of datasheet data entry Clumsy to enter data into tables with large number of fields Forms are usually a better choice

Working with tables Adding records – Insert / New Record Modifying the table design – Format / Data Sheet Finding and editing records – Edit / Find Deleting, adding, and copying records and values – Edit /

Cut, Copy, Paste Filtering and sorting – Records / Filter

Forms

Creating FormsForm advantages

Simplifies data entry processAble to display many entry fields on one

screen Most commonly used form creation

options

New form options DescriptionDesign View Manual form creation (maximum

control)

Form Wizard Automated form creation assistant

Auto form Automatically creates form without user intervention

Creating forms with Form Wizard

Using Form WizardFrom the Access database window, click on the

Forms tab, then click on NewThe New Form dialog box will be displayed

Select the name of the table or query to be used to create the new form

Form creation stepsField selectionForm layoutStyle

Field selection

Form layout

Style

Using the New FormForm navigation

The form wizard displays the new form at the end of the form creation process

The contents of the first record are displayedRecord navigation controls(lover left

corner of form

Record navigation control Action

|< Move to first record

< Move to previous record

> Move to next record

>| Move to last record

>* Move to new blank record

Queries

Creating queriesWhat is query?

Structured request for specific ingomation from database

Created in Access using New QueryQuery created with graphical tools(Query by

example)Underlying code produced in SQL

Creating a query in design viewFrom Access database window, select Queries tab,

then click on NewSelect Design View

Specify fields to showSelect the fields to be displayed by clicking on the Show

checkboxSpecify criteria

Enter the criteria expression for the desired field in the query grid

In this example, we want to select all products whose price is less than$4.75 We will set the criteria for the Price column to “<4.75”

if multiple fields have criteria set, they must all be satisfied to select record (logical AND)

Viewing SQLUse View/SQL to see a listing of the SQL statements

produced by the design

Reports

Creating ReportsUsing the Report Wizard

From the Access database window, click on Reports tab,then click

Report creation stepsField selectionSort orderLayoutStyleTitle/preview