Welcome to Microsoft Access Basics Tutorial

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1 Welcme t Micrsft Access Basics Tutrial After studying this tutrial yu will learn what Micrsft Access is and why yu might use it, sme imprtant Access terminlgy, and hw t create and manage tables within Access. Yu will knw hw t use Access t create functinal tables that will help yu rganize everything frm yur recipes t yur patients! Table f Cntents (Access Basics Tutrial) Access Intrductin What is Micrsft Access and why use it? Imprtant Access Terminlgy This sectin cvers cmmn terminlgy used in the Access prgram. Hw t begin wrking with Access This sectin details hw t pen Micrsft Access and the different ways t create a new database. Opening Access This sectin discusses the steps t pen Access. Creating a database This sectin discusses the steps t create a database. Hw t build a table This sectin discusses the three pssible ways t build a table. Creating a table using the wizard This sectin discusses the steps needed t use wizard. Creating a table in design view This sectin discusses all steps in creating a functinal table frm scratch. Creating a table by entering data This sectin discusses hw t create a table by simply entering data. Relatinships Amng Tables This sectin discusses types f relatinships, why relatinships are needed and when t use them. Creating Relatinships This sectin discusses hw t create a relatinship. Clsing Micrsft Access This sectin details hw t clse and save tables and databases.

2 ACCESS 2000 TUTORIAL What is Micrsft Access and why use it? Access is a relatinal database prgram. Access is used t create and maintain tables, queries, frms, and reprts. Access may als be used t create macrs, mdules, and web pages. Access allws fr the creatin, strage, srting, and retrieval f data. Access is easy t learn and use. Access can be used t rganize yur recipes, address/phne bk, clients and patients, r even yur bills and wrking hurs! It can simplify yur life by prviding a secure and central lcatin fr yur data, which allws fr easy and fast access f all yur infrmatin!

3 Imprtant Access Terminlgy (specifically dealing with tables) Data type- a data type describes the type f data a field r variable can hld, fr example the field Cst can hld a data type f Currency. AutNumber- an AutNumber is a unique number that is autmatically created fr each item added t a table. Currency- a currency field is cmprised f dllar amunts with features such as dllar signs, cmmas, and decimal pints. Date/Time- a date/time data type cntains the date and time values fr the years 100 thrugh This data type can be frmatted in varius ways, including general, lng, shrt, and medium date/time. Hyperlink- a hyperlink data type is text saved as a link t anther dcument using the ther dcument s address r URL. Lkup wizard- the lkup wizard allws the usage f a value frm anther table r list by using a list-bx r cmb-bx. The data type is determined based n the data type f the field chsen frm the utside table. Mem- a mem data type allws a large amunt f text and numbers, such as ntes r descriptins, t be used in a field. Number- a number field can nly be cmprised f numbers, either psitive r negative. Usually, this data type is chsen fr data that will be used in a mathematical peratin. OLE bject- an OLE bject is an bject frm anther prgram (such as an Excel spreadsheet, a Wrd dcument, graphics, r sunds) that are linked r embedded in an Access table. Text- a text data type is a character field that can cntain at mst 255 characters. Yes/N- a yes/n data type is used fr fields that have an either/r value, such as Yes r N and True r False. Database- A database is a cllectin f data and bjects related t a particular subject, which is rganized and categrized by tables. Datasheet view- the datasheet view is a display f data frm a table, frm, r query in a rw-and-clumn frmat. This view allws the user t edit fields, add, delete, and search fr data. Descriptin- a descriptin is simply a detailing f the field, which allws fr easier understanding f the data. Design view- the design view is a display f the design f a table, query, frm, r reprt. This view allws fr creatin f new database bjects and design mdificatin f existing databases.

4 Field- a field is a clumn in the table, which cntains a particular piece f infrmatin abut a specific recrd. Field name- a field name is a unique name given t each field in a table, usually an instantly recgnizable name that easily crrelates t the data it represents. General Tab: Captin- the label used n a frm t identify the field. Decimal Places- the number f decimal places allwed in the field. Default Value- a value that is autmatically entered as a default. Field size- the size/type f numbers r characters allwed t enter int the field. (EX: 255 characters, 100 numbers, etc.) Frmat- the layut displayed fr the field. (EX: general date, shrt time, etc) Indexed- determines if duplicates are allwed in a field r nt. Input Mask- a selectin f patterns fr data entered int the field. (EX: SSN, zip cde, etc) Required- is this a required field? Validatin Rule- a rule/expressin that validates what type r size f data is allwed in a field. Validatin Text- the text message that appears if the validatin rule fails. Linked Table- a linked table is a table stred in a file utside the database frm which recrds can accessed. Data recrds in a linked table can be added, deleted, and edited, but the structure f the table cannt be changed. Lk-up field- a lk-up field is a field that displays either a list that lks up data frm existing tables r queries r a list that stres a fixed set f values. Lkup Tab: Display Cntrl- a drp-dwn menu frm which t decide the cntrl type fr a frm. (EX: textbx, drp-dwn list, list bx) Primary key- a primary key is a unique value that identifies each recrd in a table and ensures nly ne recrd will be created fr that particular piece f data. Fr example, SSN is ften a primary key used t srt students, wrkers, r patients in a table because f its uniqueness. Recrd- a recrd is a rw in the table that cntains infrmatin abut specific data. Relatinship- a relatinship is a cnnectin established between cmmn fields in tw tables. A relatinship can be defined in ne f many differing

5 frms, fr example a relatinship can be ne-t-ne, ne-t-many, r manyt-many. One-t-One- a ne-t-ne relatinship requires that there be nly ne matching recrd in each table. Fr example, the SSN f an emplyee in a fundraising table must match nly ne emplyee recrd in the emplyee table. One-t-Many- a ne-t-many relatinship requires that a recrd in ne table can have many matching recrds in a secnd table, but a recrd in the secnd table must have nly ne matching recrd in the first table. Fr example, suppse there is a prducts table and an rder table. There will nly be ne prduct id fr each item in the prduct table, but there can many rders fr that ne prduct in the rder table. Many-t-Many- a many-t-many relatinship allws fr a multitude f matching recrds in bth tables invlved. Fr example, there can be many teachers in the teacher table wh have many students in the student table and vice-versa. In reality, this type f relatinship actually invlves three tables, the third f which is a jint table that carries the primary key frm bth tables. Fr example, the teacherid and the studentid culd be the primary keys f each table. Relatinship windw- the relatinship windw displays the tables and relatinships in a database. It is pssible t view, create, and mdify relatinships between tables and queries within this windw. Table- a table is an bject that is cmprised f recrds (rws) and fields (clumns), which stres a related categry f data, such as types f bats r animals. Tlbar- a tlbar cntains menus, buttns, and ther cntrls that carry ut cmmands when activated by clicking. Validatin rule- a validatin rule sets limits r cnditins n what type f infrmatin can be entered int specific fields, recrds r cntrls. A message, determined in the Validatin text settings, appears when the rule has been vilated. Validatin text- the validatin text is the message displayed when a validatin rule is vilated. Wizard- a wizard is a tl that asks yu questins and perfrms a task accrding t yur answers, such as creating a frm r query.

6 Hw t begin wrking with Access The fllwing are the basic steps t pening Micrsft Access, as well as creating a database using the wizard r a blank database. Opening Access Click the START buttn n the desktp and pint t PROGRAMS. Next, chse MICROSOFT ACCESS frm the menu ptins. When the prgram pens, determine whether yu will pen a new blank database, a template database, a wizard-designed database, r an existing database. Next, a windw will appear and ask yu t name and save yur database. Determine what t name yur database by entering a name in the FILE NAME textbx. Then decide where t save it using the drpdwn menu. Click CREATE t cntinue. Creating a database using the wizard When the prgram pens, click the Access database wizards, pages, prjects radi buttn then click OK. Next, chse amng the varius database ptins, such as Asset Tracking r Time and Billing. A pp-up windw will appear, type the name f yur database in the FILE NAME bx and determine where yu want t save the file, then click CREATE. The wizard will guide yu thrugh the setup f yur new database by asking yu specific questins and using yur answers t build yur files. NOTE: The wizard creates all tables, frms, and reprts fr yu, therefre the user nly need enter the data when the wizard finishes. Creating a blank database When the prgram pens, click the Blank database radi buttn then click OK. A pp-up windw will appear, type the name f yur database in the FILE NAME bx and determine where yu want t save the file, then click CREATE. Nw, begin creating yur tables, frms, and reprts frm scratch.

7 Hw t build a table ** This tutrial assumes yu are beginning with a blank database. It is als very helpful t view the Imprtant Terminlgy sectin befre beginning t create tables. ** Creating a table using the wizard Cmments: Using the wizard t create yur table is kay if yu simply want t create a generic database. It des nt allw fr much cntrl ver the table hwever. Duble-click the Create table by using the wizard ptin. At the pp-up windw, select between either a BUSINES r PERSONAL database. Brwse the available databases and select the mst apprpriate type. Next, brwse the sample fields and select thse desired by clicking the single arrw (fr a single field) r the duble arrw (fr all the listed fields). Next, g thrugh the wizard s steps until all questins have been answered and click FINISH. A table will autmatically appear, after which simply begin entering the data directly int the table. Creating a table using the design view Cmments: Creating a table in design view allws the creatr mre cntrl ver the design f the tables. It is best t make tables in design view due t the multitude f ptins available in the cnstructin f the table. Duble-click the Create table in design view ptin. Enter the FIELD NAME, such as bug_id, in the table. Next, enter the DATA TYPE by chsing frm the drp-drwn list. Enter a DESCRIPTION, if desired, int the table.

8 Next, determine which field will be yur PRIMARY KEY, r yu can let the prgram create an Aut ID (this happens when yu clse the design view), which creates a generic numbering fr the recrds f a table. T set the primary key, click the rw cntaining the field yu want as yur primary key, then click the key icn at the tp f the windw. Use the GENERAL and LOOKUP tabs, lcated at the bttm f the windw, t set varius prperties fr the fields. The prperty ptins will change depending n which data type is specified fr the field. Switch t datasheet view t view the finished table structure and enter the data by clicking VIEW then DATASHEET view n the tlbar. Creating a table by entering data Cmments: Creating a table by entering data des nt allw fr much cntrl ver the frmatting f the data. The nly ability t change the table frm the default structure is by renaming the fields. Duble-click the Create table by entering data ptin. A datasheet will appear, nw simply enter the data. T rename the clumns, which are by default named Field 1, Field 2, etc., right-click the clumn heading (in gray) and select RENAME COLUMN frm the pp-up menu. Nw, enter a new name fr the field.

9

10 Relatinships Amng Tables Creating relatinship amng tables is useful if yu have many tables that share related data. A relatinship wrks by matching data, usually a primary key f ne table, with a field having the same name in anther table. Fr example: Suppse yu have a table f emplyees, which cntains the emplyee number, and yu als have a table f custmers, which als cntains the emplyee number. It is pssible t link the emplyee number frm the emplyee table t the custmer table instead f having t retype the infrmatin in the custmer table. Creating Relatinships T create a relatinship, click TOOLS then RELATIONSHIPS frm the tlbar, t activate the relatinships windw. T view the tables t which yu wish t add relatinships, click RELATIONSHIPS then SHOW TABLES frm the tlbar. At the pp-up windw, select the tables yu desire t add relatinships t and then click the ADD buttn. Highlight the field yu wish t relate t anther table by clicking it nce. Next, drag and drp it t the crrespnding field name in the apprpriate table. A pp-up windw will appear titled Edit Relatinship. This windw will clarify what type f relatinship yu are creating in the lwer right crner f the windw.

11 Select ENFORCE REFERENTIAL INTEGRITY if yu want t ensure that the relatinships yu create between tables is valid. The ptins CASCADE UPDATE and CASCADE DELETE are then available. These ptins ensure that if a change is made t data in a table that is linked, the changes are reflected in the crrespnding linked table. Click CREATE t create the relatinship.

12 Clsing Micrsft Access When yu have finished creating yur tables and are ready t exit the prgram, yu shuld save yur tables and database. T clse and save yur tables, click the X at the tp right crner f the windw. A windw will appear and ask if yu want t save yur table. Answer yes t this questin and a new windw will appear asking yu t type the name f yur table. Type the name and click OK. The table nw clses and yu have successfully saved and clsed yur table. Nw simply exit the database.

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