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1 Access 2007 Essentials PART ONE Mobile MOUSe Access 2007 Essentials Version # 1.1 Part One 08/08/ :20

2 About this Course Microsoft Access is the database application included with Microsoft Office. In this course you will learn about customizing Microsoft Access as well as critical aspects (theory and practical) regarding designing successful and efficient databases in Microsoft Access. In this course you will learn how to master and come to grips with the essential and intermediate features of this powerful database application, increasing your productivity, efficiency and overall relational database skills. This course is divided up into various logically progressing sessions that will also focus on the core skills to help you pass you the MOS certification on the specialist level. Chapters in the Workbook Chapter 1 - About Microsoft Access Chapter 2 - Database Concepts and Planning Chapter 3 - Creating Tables Chapter 4 - Relationships Chapter 5 - Queries Chapter 6 - Reports Chapter 7 - Forms What you Will Need In order to complete the exercises in this workbook, the following is required A desktop computer (or laptop) running Microsoft Windows 2000, XP or Vista (or later). Microsoft Office Access A set of Mobile MOUSe Practice Files.

3 Table of Contents (PART ONE) Chapter 1 -About Microsoft Access The Access 2007 Interface Features of the Microsoft Office Fluent Interface The Ribbon Quick Access Toolbar The Microsoft Office button Contextual Tabs Groups Live Preview Galleries...6 Chapter 2 -Database Concepts and Planning Starting Microsoft Access Opening an Existing Database Navigating and Viewing Access Objects Planning Determining the Purpose of your Database Tables Organizing and Finding the Required Information Naming Conventions Dividing Information into Tables One Table per Concept Turning Information into Fields (Columns) Specifying Primary Keys Relationship Concepts The Concept of a One-to-Many Relationship The Concept of a Many-to-Many Relationship The Concept of a One-to-One Relationship Refine your Design Table Normalization Rules Chapter 3 -Creating Tables Creating a Blank New Database Building Tables Data Types Field Properties Data Types in Relationships Table Views Building a Table in Datasheet View Add Data to a Table in Datasheet View Format a Table in Datasheet View Building (and Deleting) a Table in Design View Creating a Table using Table Templates Modifying an Existing table in Datasheet and Design View Building an Input Mask to Control Data Entry Building a Lookup Field to Simply Data Entry Importing Data into Access Importing Data from an Excel Spreadsheet Importing Data from a Text File (into a New Table) Importing Data from another Access Database Create the Remaining Tables Populate the Remaining Tables... 78

4 Table of Contents (PART ONE) 3.4 Filtering and Sorting Table Data AutoFiltering Filter by Selection Filter by Form Sorting Table Data Chapter 4 -Relationships The Relationships Window Establishing One-to-Many Relationships Creating a One-to-Many Relationship Entering data into a Table in a One-to-Many Relationship Establishing Many-to-Many Relationships Create a Many-to-Many Relationship Editing Relationships and Setting Referential Integrity Deleting Relationships Create Relationships using Lookups Referential Integrity Chapter 5 -Queries Building Queries to Extract Info Creating a Select Query Query Criteria Query Criteria using Wildcards Build a Select Query on Multiple Tables in a Relationship Sorting Query Results Duplicating (Copy) a Query Parameter (Prompt) Queries Performing Calculations in Queries More Query Criteria Examples Make Table Queries Delete Queries Exclusive Mode Backup Your Database Creating the Delete Query Append Queries Update Queries Create and Run an Update Query Crosstab Queries Creating Crosstab Queries Export Table or Query Results to another File Format Export to Excel Export to a Text File Setup a Live Data Connection between Excel and Access

5 How to Use this Manual When you see this Bold Text in Exercises Super S h ake F + G + L Using this Manual and Your Downloads It means You MUST read this, because it could have an effect on the final outcome of an action you perform. This is optional to read, but these tips often point out quicker ways of doing things, or alternative methods. You are about to start an exercise in the workbook. Objects that you click on, like buttons, tabs or menus are often listed in bold. Locations and folders are also listed in bold. When you see text like this it means you should type the text. Keyboard shortcuts are displayed like this. In this example you would press and hold CTRL, hold SHIFT and then press ESC once (while still holding CTRL and SHIFT). Home > Copy Click the tab, click the button This is a paragraph... Download and Install the Exercise Files This is existing typed text in a document you are currently working on. In addition to the exercises you will complete in class, there are also exercises in this workbook. These workbook exercises can only be completed in conjunction with your practice files. In order to locate your exercise files visit To install the practice files perform the following steps Start Internet Explorer, click in the Address Bar and type the following address: obil em ouse.c om.au/ d ow nl o ad s. php and then press ENTER 2. Scroll down the page and click the link: Microsoft Access practice files (Access 2007) 3. At the screen that appears, click the Save button This section describes how to use the manual as well as how to download the practice files that work in conjunction with this book. Copyright 2009 Mobile MOUSe. Visit or if you require assistance. Telephone:

6 Using this Manual and Your Downloads Download and Install the Exercise Files Figure A : File Download Security 4. At the Save As dialog box, click the Desktop link on the left hand side of the screen, click Save Figure B : Saving the file to be downloaded 5. Depending on your internet connection, the time it takes to download the practice files may vary. Once the download completes, close any open programs. 6. On your Windows Desktop you should see Mobile MOUSe Access 2007 Practice Files.exe (or Mobile MOUSe - Access 2007 Practice Files). Double click this file to start the installation process; you may be presented with the following screen... This section describes how to use the manual as well as how to download the practice files that work in conjunction with this book. Copyright 2009 Mobile MOUSe. Visit or if you require assistance. Telephone:

7 Using this Manual and Your Downloads Download and Install the Exercise Files Figure C : Security Warning 7. If presented with the above image, click the Run button, which will present the following screen Figure D : Starting the Installation 8. Click Next 9. Click Next, which takes you to the following screen... This section describes how to use the manual as well as how to download the practice files that work in conjunction with this book. Copyright 2009 Mobile MOUSe. Visit or if you require assistance. Telephone:

8 Using this Manual and Your Downloads Download and Install the Exercise Files Figure E : The default installation location 10. At this screen, you would typically choose Next. This will install the practice files onto your Windows Desktop (the location referred to in the exercises in this manual). You can however choose a different location if you like, however we would recommend that you click Next... (so click Next) 11. Click Next to install the files Figure F : Completing the installation 12. At the final screen click Finish to complete the installation. Your practice files are now installed and you can commence the exercises in this manual This section describes how to use the manual as well as how to download the practice files that work in conjunction with this book. Copyright 2009 Mobile MOUSe. Visit or if you require assistance. Telephone:

9 Access 2007 Essentials PART ONE Page 1 / 158 Chapter 1 - About Microsoft Access This chapter covers the following concepts The Access 2007 Interface An Overall Review of the Microsoft Office 2007 Interface 1.1 The Access 2007 Interface The following image displays the Getting Started with Microsoft Office Access screen, which displays when you start Microsoft Access This screen allows you to easily access (no pun intended) Featured Online Templates, Local Templates and other templates From Microsoft Office Online. You can also open existing databases (More ) and create a Blank Database from this screen. Figure 1-1: The Getting Started with Microsoft Office Access presents itself when you start Access

10 A Access 2007 Essentials PART ONE Page 2 / 158 In the following image you can see a screenshot of the new Access Interface. What follows in this section is a quick walkthrough of the Access 2007 interface - unlike earlier versions of Access; this version of Access doesn't use toolbars and menus. The menus and toolbars have been replaced by the Ribbon, Tabs and the Mini Toolbar. B D I F Figure 1-2 : The Access Window K E H G C J

11 Access 2007 Essentials PART ONE Page 3 / 158 The table that follows provides a cross-reference to the previous image, listing and explaining the various parts of the Access 2007 screen Table 1-1: The Various elements of the Access Interface Option A B C D E F G H I J K Is the Office Button. This is a replacement for the File Menu (in older versions of Access). Here are the options to create New presentations, Save and Open presentations, Print and more. Quick Access Toolbar. A small toolbar next to the Office Button, which you can customize and add more icons to launch options you would use most frequently. Ribbon. This has almost all of the commands that Access users need. The commands are organized as buttons within groups on the various Tabs of the Ribbon. Tabs. The Ribbon is comprised of tabs. Each tab presents different icons within groups. Group. A Group is a set of icons. Navigation Pane. The area on the left side of the window that displays your database objects. The Navigation Pane replaces the Database Window from earlier versions of Access. Object Window. Displays the Current Object (Table / Query / Report / Form etc ). Record Navigator. This is used for navigating from record to record and can also be used to filter and search for records. Status Bar. Provides information about the object like the current view, keyboard modes etc View Shortcuts. Used to quickly change the view of the current object. Tabbed Documents. Your tables, queries, forms, reports, pages, and macros are displayed as tabbed documents 1.2 Features of the Microsoft Office Fluent Interface While the overall look and feel of the new version of Microsoft Office is new, most people quickly become accustomed to the way the new way the various programs work The Ribbon The traditional menus and toolbars have been replaced by the Ribbon. The tabs on the Ribbon display the commands that are most relevant for each of the tasks in the programs. For example, in Access 2007 there are a set of tabs that are relevant to picture editing, tabs for working with animations, inserting objects, adjusting designs, reviewing and adjusting the way you view your presentations. The Home tab provides easy access to the most frequently used commands. Figure 1-3 : A Portioned view of the Access Ribbon (the Home tab is selected)

12 1.2.2 Quick Access Toolbar Access 2007 Essentials PART ONE Page 4 / 158 The Quick Access Toolbar is where you will find (or place) your own frequently used commands. Essentially, you can use the Quick Access Toolbar to create shortcuts to the various features of Access. Figure 1-4 : The Quick Access Toolbar The Microsoft Office button Many of the most valuable features in previous versions of Microsoft Office were not about the document formatting and editing experience at all. Instead, they were about all the things you can do with a document: share it, protect it, print it, publish it, and send it. In spite of that, previous releases of the Microsoft Office applications lacked a single central location where a user can see all of these options in one place. The new interface brings together the capabilities of the Microsoft Office system into a single entry point: the Microsoft Office Button. This offers two major advantages. First, it helps users find these valuable features. Second, it simplifies the editing of documents by freeing up the Ribbon to focus on the actual creation and formatting of the documents. Figure 1-5 : The Office Button Contextual Tabs Certain sets of commands are only relevant when objects of a particular type are being edited. For example, the commands for editing a form are not relevant until a form is opened. Contextual tabs only appear when they are needed and make it easier to find and use the commands needed for the operation at hand.

13 Access 2007 Essentials PART ONE Page 5 / 158 Figure 1-6 : The Form Layout Tools Contextual tab is only displayed when a form is displayed in Layout View Groups Groups are at the heart of the redesigned applications. Each Tab contains sets of groups. Groups provide a set of choices relevant to a particular concept. The traditional dialog box interfaces are still available for those wishing a greater degree of control over the result of the operation. Figure 1-7 : The Font group pictured here, presents clear "pick and click" choices Live Preview Live Preview is a new technology that shows the results of applying an editing or formatting change as the user moves the pointer over certain options. This new, dynamic capability streamlines the process of laying out, editing, and formatting which allows users to create excellent results with less time and effort.

14 1.2.7 Galleries Access 2007 Essentials PART ONE Page 6 / 158 Galleries provide users with a set of clear "pick and click" results to choose from when working on their documents. By presenting a simple set of potential results, rather than a complex dialog box with numerous options, Galleries simplify the process of producing professional looking work. Figure 1-8 : A Screenshot of a Gallery

15 Access 2007 Essentials PART ONE Page 7 / 158 Chapter 2 - Database Concepts and Planning We will now cover the following concepts Starting Access Browsing Access and it s common objects Access Database Concepts 2.1 Starting Microsoft Access Although there are other ways to start Microsoft Access, we are going to start Microsoft Access (under the assumption that you are using Microsoft Windows XP or Microsoft Windows Vista) using the Windows Start button. In the following exercise, you will launch Microsoft Access. S T A R T I N G A C C E S S 1. Within Windows click the Start button (in the bottom left hand corner of the computer screen) 2. Click All Programs 3. Click Microsoft Office 4. Click Microsoft Access Microsoft Access should now start (as seen in Figure 1-1 on page 1) Opening an Existing Database By default when opening Microsoft Access, the Getting Started with Microsoft Office Access screen appears (Figure 1-1 on page 1) which allows you to easily access (no pun intended) Featured Online Templates, Local Templates and other templates From Microsoft Office Online. You can also open existing databases (More ) and create a Blank Database from this screen. In the following exercise, you will an open existing database and explore the various aspects and elements of a Microsoft Access database (assuming you have already started Microsoft Access). O P E N I N G A N E X I S T I N G D A T A B A S E 1. Assuming you have already started Microsoft Access (and that you are currently looking the at the, Getting Started with Microsoft Office Access screen),click the button (on the right hand side of the Getting Started with Microsoft Office Access screen)

16 Figure 2-1: the Open dialog box Access 2007 Essentials PART ONE Page 8 / 158 In real life, the database you use may be in a different folder to the one we will be using in this workbook. 2. From within the Open dialog box, click the Desktop link 3. Still within the Open dialog box, double click the Access folder to open the folder (this folder was created when you installed the practice files) Figure 2-2: Open the Access 2007 folder 4. Within the Access folder, double click the Northwind 2007.accdb database file to open the sample Northwind 2007 database

17 Figure 2-3: the Northwind Traders sample database Access 2007 Essentials PART ONE Page 9 / 158 Access 2007 has many new safety and security features. With many databases, certain design components of the database may cause the following Message Bar to appear. Figure 2-4: Security Warning Message Bar In most instances, in order for the database for function correctly you will need to enable the content. 5. Click the Options button on the Message Bar 6. Click Enable this content (as seen in Figure 2-5 on page 10)

18 Figure 2-5: Enabling content Access 2007 Essentials PART ONE Page 10 / Click OK. From the resulting Login Dialog form, click Login 8. Leave the database open for the following exercise Navigating and Viewing Access Objects Before we start understanding database concepts (which is critical to effective database design) we will quickly explore the commonly types of database objects in Microsoft Access. The following exercise assumes you have completed the previous exercise and the Northwind Database is already open. E X P L O R I N G D A T A B A S E O B J E C T S 1. With the Northwind 2007 database open, on the Navigation Bar, click the drop-down arrow to the right of the words All Access Objects Figure 2-6: The Navigation Bar > All Access Objects > Object Type

19 2. Click Object Type The Navigation Bar should now display as follows Figure 2-7: All Access Objects displayed by type Access 2007 Essentials PART ONE Page 11 / Within the Navigation Bar, click the option of Tables This displays a list of all the table objects within this database. Tables are explained in greater detail in Tables on page 17. Essentially tables are the objects that store the information in your database. 4. In the list of tables, double click the Products table Figure 2-8: Double click the Products table to display the contents of this table The content of the Products table is now displayed. Figure 2-9: A portioned view of contents of the Products table

20 5. Right mouse click the Products tab, choose Close Figure 2-10: Closing an Object The Products table is now closed. Access 2007 Essentials PART ONE Page 12 / In the Navigation Bar, click on Tables bar to collapse (hide) the table objects list in the database Figure 2-11: Collapsing the Tables objects list 7. Drag the bar on the right edge of the Navigation Bar about 1cm to the right, to widen the Navigation Bar Figure 2-12: Widening the Navigation Bar 8. In the Navigation Bar, click the Queries option to display a list of all the queries in the database Just like in real life a query is a question. Queries are essentially questions asked of the information in a database. Queries are covered in great detail in Chapter 5 - Queries on page In the list of queries, double click the Top Ten Orders by Sales Amount query Figure 2-13: Running a saved query

21 Access 2007 Essentials PART ONE Page 13 / 158 Figure 2-14: The results of the query are now displayed By double clicking this query, Access asks the question of the database What are the Top Ten Orders by Sale Amount. We will learn how to design these questions later on. 10. In the Navigation Bar, click on the Queries option to collapse (hide) the query objects list in the database Figure 2-15: Collapsing the Queries objects list 11. In the Navigation Bar, click the Forms option to display a list of all the forms in the database A Form is typically (but not only) the contents of a table (or query) displayed in a user friendly form type interface. Generally speaking forms provide a user-friendly way for users to browse and enter (or extract) information from the database. Forms are the user-interface for a database. Forms are covered in greater detail in Chapter 7 - Forms on page 36 of PART TWO. 12. In the list of forms, double click the Shipper Details form In this instance, the Shipper Details form opens up in a new window.

22 Figure 2-16: The Shipper Details form Access 2007 Essentials PART ONE Page 14 / Click the in the top right hand corner of the Shipper Details form to close the form 14. In the Navigation Bar, you may need to scroll upwards. In the Navigation Bar, click on the Forms option to collapse (hide) the form objects list in the database 15. In the Navigation Bar, click the Reports option to display a list of all the forms in the database A report is typically the contents of a table or query displayed in a printer friendly format. Generally speaking, reports are the printed output of a database. Reports are covered in great detail in Chapter 6 - Reports on page 1 on PART TWO. 16. In the list of reports, double click Quarterly Sales Report Figure 2-17: the Quarterly Sales Report

23 Access 2007 Essentials PART ONE Page 15 / In the list of reports, double click Product Category Sales by Month Figure 2-18: the Product Category Sales by Month report 18. Right click the Product Category Sales by Month tab, click Close Figure 2-19: Close the Product Category Sales by Month 19. Right click the Quarterly Sales Report tab, click Close All (to close all tabs) Figure 2-20: Closing all tabs 20. For the moment - notice the other options in the Navigation Bar: Macros and Modules

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