Access Database. Problem: Create a simple Access database.
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- Arleen McDonald
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1 Problem: Create a simple Access database. Access Database Part 1 Create the database and table 1. Start MS Access 2. Select File New 3. Click the Blank database option in the task pane. 4. Save your database in My Documents using the name My CDs. Click on Create. An Access database consists of one or more tables for storing the data. To create a table, you describe the structure of the table by describing the fields within the table. For each field, you indicate the following: a) Field name each field in a table must have a unique name. b) Data type the type of data the field will contain, e.g. text, number, date, currency, etc. c) Description optional detailed description about the field. 5. Select the Tables object. To add data records To modify table structure Table object 6. Double-click on Create table in Design view. 7. For each field (row), type in the field name, data type, and optional description. Use the Tab key to move to the next column. Page 1 of 11
2 For the first field, the field name is Key, the data type is AutoNumber, and the description is Key index. We also want to make this field the primary key, so click on the Primary Key button. Primary Key button 8. Type in UPC for the second field name. Press the F6 key or click with the mouse to move cursor to the Field Size entry area. For the Field Size, type in 12 as the size of the UPC field. Press F6 again to return to the Data Type column. The data type for this field is Text. Primary Key Format Field size Page 2 of 11
3 9. Repeat steps 7 and 8 to make the entries for the table as shown below. Field Name Data Type Field Primary Description Size Key? Key AutoNumber Yes Key index UPC Text 12 No UPC number of CD CDTitle Text 70 No Title of CD CDLabel Text 20 No Label of CD ReleaseDate Date/Time No Date the CD was released TotalTracks Number No Total number of tracks on the CD TrackNumber Number No Track number TrackTitle Text 50 No Track title Composer Test 30 No Composer of title Artist Text 50 No Artist of title 10. For the Release Date field, select Short Date for the Format. Short Date format 11. Click the Save button to save your table. When prompt for the table name, type in CDs. Close the table window. 12. Exit Access. 13. Start Access and open your database again by double-clicking on your database file. 14. When you get the message Do you want to block unsafe expressions? click No. 15. In the next security warning where it asks Do you want to open this file? click Yes. 16. In the next security warning where it asks Do you want to open this file? click Open. Page 3 of 11
4 17. To make changes to the table structure, select the table name, and then click on Design. To open the table for entering data, you can either double-click on the table name, or select the table and click on Open. To add data records To modify table structure The CDs table you have just created Part 2 Create a data entry form After creating a table, the next step is to create a form for entering data into the table. Note that for simple data entry, you can simply open the table. Using a form for data entry is only needed if you want to customize the data entry user interface, such as putting a logo and a name. 1. Select the Forms object. 2. Double-click on Create form by using wizard. Forms object Page 4 of 11
5 3. In the Form Wizard window, select the CDs table. Click on the double-right arrow to move all of the fields from the Available Fields column to the Selected Fields column. Double-right arrow Left arrow 4. Click on the Key field in the Selected Fields column and click on the left arrow to move the Key field back to the Available Fields column. Click Next. Select the Justified layout. Click Next. 5. Select a style that you prefer. Click Next. 6. Click Finish. 7. At this point, you should have a form that looks like the following. Field labels Data entry fields 8. Click on the Design button to customize the form. Page 5 of 11
6 Tool box Design button Label tool Image tool Drag here to change the height of the Form Header 9. Make more space for the Form Header by dragging on the bottom edge of the Form Header divider line. First row Second row Page 6 of 11
7 10. Use the Image tool to insert a picture of a CD. Use the Label tool to type in the words My CD Collection and your name. 11. Space out the first row of field labels and data entry fields with the second row by selecting everything in the second row and then dragging it down. 12. Insert a space in all of the field labels with double words. 13. Your form should be similar to the sample. 14. Save your form. Part 3 Adding data records to a table We are now ready to open up the form to enter data into the table. 1. Select the CDs form. 2. Click on the Open button to open the form. Record scroll buttons 3. Type in the data as shown below: Page 7 of 11
8 UPC CD Title CD Label The Most Angel Relaxing Records Classical Album in the World Ever! The Most Relaxing Classical Album in the World Ever! The Most Relaxing Classical Album Angel Records Angel Records Release Date Total Tracks Track Number Track Title 03/30/ Air On the G String 03/30/ Canon In D 03/30/ The Swan in the World Ever! Siempre Sony 11/21/ Nights in White Satin Composer Artist J.S. Bach Academy of St. Martin In the Fields Pachelbel Academy of St. Martin In the Fields Saint-Saens Pre & Ellis Il Divo Il Divo Siempre Sony 11/21/ Musica Il Divo Il Divo 4. Click the Save button to save your data. Page 8 of 11
9 Part 4 Create a report 1. We will now create a report of the data. Select the Reports Object and click on Create report by using wizard. 2. In the Report Wizard window, select the CDs table. Click on the double-right arrow to move all of the fields from the Available Fields column to the Selected Fields column. Move the Key field back to the Available Fields column. Click Next. 3. To answer the grouping levels question, select CDTitle and click on the right arrow. Click Next. Page 9 of 11
10 4. For the sort order, first sort by TrackNumber. Click Next. 5. Select the Stepped Layout. Click Next. 6. Select a style that you like. Click Next. 7. Click Finish. 8. View the report that you have just created. Some of the fields are too narrow so the data is hidden. 9. Select the report and click on Design. Modify the design to look like the following. Designing the report is similar to designing the form. Page 10 of 11
11 10. Add your name at the top of the report. 11. Adjust the fields so that all of the data is visible and the layout is nicely done. 12. Turn in a printed copy of your report. Page 11 of 11
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