Microsoft. Access HOW TO GET STARTED WITH

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1 Microsoft Access HOW TO GET STARTED WITH 2015 The Continuing Education Center, Inc., d/b/a National Seminars Training. All rights reserved, including the right to reproduce this material or any part thereof in any manner.

2 HOW TO GET STARTED WITH MICROSOFT ACCESS Access vs. Excel Excel is used primarily for: Data analysis Data manipulation Access is used primarily for: Data storage Data retrieval Report generation 2

3 PARTICIPANT NOTEBOOK Database Terms and Concepts You should know several terms to properly work with Microsoft Access: 1. Data Facts and elements, such as numbers, dates, names, and prices 2. Information Organized data that is meaningful 3. Database A storage location for data 4. Table A storage container within the database for a specific type of data 5. Column/Row A column is the vertical representative placeholder for an individual data element within a table. A row is a collection of related data elements (columns). 6. Data Type The category of data in a column, such as text or number 7. Query A question or directive given to the database management system 8. Record Set/Result Set The results of a query 9. Form A graphical application interface that allows for simple data viewing, entry, and modification 10. Report A graphical representation of data for viewing on screen or printing A relational database is composed of tables containing data and, when properly presented, this data forms information. 3

4 HOW TO GET STARTED WITH MICROSOFT ACCESS Creating Databases When you open Access 2013, Backstage view displays the File tab. The File tab provides several ways that you can create a new database: From a blank database From a template that is installed with Access From a template from Office.com Create a Database From a Template 1. If you have a database open, on the File tab, click Close. 2. Click File and the Backstage view displays the New tab. 3. Several sets of templates are available in the New tab, some of which are stored with Access on your local computer. Additional templates may be downloaded from Office.com. 4. Select the template you wish to use. The template appears in a pop-up pane above the screen, and you should enter a file name in the File Name box. 5. A file name is suggested for your database in the File Name box you can change this file name. To save the database in a different location than the one displayed below the file name box, click, browse to the folder in which you want to save it, then click OK. 6. Click Create. Access creates a database from the template that you chose and then opens the database. 7. Begin entering data by clicking in the first empty cell on the form and typing the desired data. The Navigation Pane can be used to browse for other forms or reports that you may want to use. 4

5 PARTICIPANT NOTEBOOK Database Tables and Data Types Tables are created to store similar data elements that typically represent a record or unique entity. The Tables group on the Create tab provides the buttons used to create tables. Tables May Be Created in Two Views 1. Datasheet view Simply enter data to create the columns for the table automatically. 2. Design view Manually specify each column and the appropriate data type. 5

6 HOW TO GET STARTED WITH MICROSOFT ACCESS Access Supports Many Basic Data Types Format Use to Display Text Short, alphanumeric values, such as a last name or a street address Number Currency Numeric values, such as distances (Note that there is a separate data type for currency.) Monetary values Yes/No Yes and No values and fields that contain only one of two values Date/Time Date and Time values for the years 100 through 9999 Rich Text Calculated Field Attachment Hyperlink Memo Lookup Text or combinations of text and numbers that can be formatted using color and font controls Results of a calculation; the calculation must refer to other fields in the same table. You would use the Expression Builder to create the calculation. Attached images, spreadsheet files, documents, charts, and other types of supported files to the records in your database, similar to attaching files to messages Text or combinations of text and numbers stored as text and used as a hyperlink address Long blocks of text; a typical use of a Memo field would be a detailed product description. Lookup displays either a list of values that is retrieved from a table or query, or a set of values that you specified when you created the field. The Lookup Wizard starts and you can create a Lookup field. The data type of a Lookup field is either Text or Number, depending on the choices that you make in the wizard. 6

7 PARTICIPANT NOTEBOOK Number Data Types Format General Currency Euro Fixed Standard Percentage Scientific Use to Display Numbers without additional formatting exactly as it is stored General monetary values General monetary values stored in the EU format Numeric data Numeric data with decimal Percentages Calculations Data and Time Data Types Format Short Date Medium Date Use to Display Display the date in a short format. This depends on your regional date and time settings. For example, 3/14/2001 for U.S. Display the date in medium format. For example, 3-Apr-09 for U.S. Long Date Time a.m./p.m. Medium Time Display the date in a long format. This depends on your regional date and time settings. For example, Wednesday, March 14, 2001, for U.S. Display the time only using a 12-hour format that will respond to changes in the regional date and time settings. Display the time followed by AM/PM. Time 24-hour Display the time only using a 24-hour format that will respond to changes in the regional date and time settings. AutoNumber is a special number data type. Access will automatically enter the values for the AutoNumber column and increment each new record by 1, or it will allow for random but unique values to be entered automatically. 7

8 HOW TO GET STARTED WITH MICROSOFT ACCESS Relational Tables Access is a relational database management system (RDBMS), which means that you can create tables with relationships. 8

9 PARTICIPANT NOTEBOOK Creating Forms Access includes a wizard that can be used to quickly and easily create forms. 1. On the Create tab in the Forms group, click Form Wizard. 2. Follow the directions on the pages of the Form Wizard to create the form. 3. On the final page of the wizard, click Finish. A single item form, such as the following Customers form, can be quickly created with the form tool. 9

10 HOW TO GET STARTED WITH MICROSOFT ACCESS Using the Query Builder The Query Builder is the graphical interface provided to create queries within Access databases. You can also view the SQL code behind the query as in the following image: 10

11 PARTICIPANT NOTEBOOK Using Query Filters Query filters or criteria allow you to limit the returned data to only that information desired. To return a single unique record, use the unique record ID column to filter the query. To return all records matching a specific criteria, enter it in the appropriate column as shown in the following image: You can filter on a column that is not displayed in the query results as shown in the following image: 11

12 HOW TO GET STARTED WITH MICROSOFT ACCESS Query-Based Forms After creating a query, you can generate a form that displays the query results as if the query results were a static table in the database. To create a query-based form: 1. Click on the query for which you wish to create a form. 2. Select the Create tab. 3. Click the Form button. A form will be generated like the following: 12

13 PARTICIPANT NOTEBOOK Creating Reports Reports may be generated against tables or queries. To create a report with the Report Wizard: 1. Click on the table or query on which you wish to create the report. 2. Click on the Create tab. 3. Click the Report Wizard button in the Reports group. 4. On the first page, select the fields you want to include in the report and then click Next. 5. Choose any grouping options you desire and then click Next. 6. Choose any sorting options you desire and then click Next. 7. Choose the report layout and then click Next. 8. Provide a name for the report and click Finish. 13

14 HOW TO GET STARTED WITH MICROSOFT ACCESS Customizing Reports After generating a report with the Report Wizard, you can customize it using Design view. To customize a report: 1. Open the report by double-clicking it in the All Access Objects pane. 2. Select the Home tab if it is not already selected. 3. Click the down arrow under the View button and select Design View. 4. Make any desired changes. 14

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