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Microsoft Access 2002 Tutorial 1 – Introduction To Microsoft Access 2002

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Define some key Access terminology • Field – A single characteristic or attribute of a person, place, object, event, or idea. • Record – A set of related field values. • Table – A collection of records that identify a category of data, such as Customers, Orders, or Inventory.

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Illustration of fields, records and a table Fields are grouped into records, and records are grouped into a table.

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Relational database and keys • A relational database is a collection of tables that are related to one another based on a common field. • A field, or a collection of fields, is designated as the primary key. – The primary key uniquely identifies a record in the table.

• When the primary key of one table is represented in a second table to form a relationship, it is called a foreign key. New Perspectives on

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Relating tables using a common field The primary key in the Employer table (EmployerID) is the common field that relates this table to the Position table.

PositionID is the primary key in the Position table. The EmployerID field is a foreign key in this table. Primary keys can only have one occurrence in a table. Foreign keys may have multiple occurrences.

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Open an existing database • To open an existing database, you must first start Access. • When Access is launched you will see the Access window, with the task pane on the right side of the window. • From the task pane you can open an existing database by: – Selecting the database you want from the list of Recently opened databases – Selecting “More files” to choose a database you want to open from a storage location • If you choose More files you will browse to the correct location of your database, click on it, and then click on Open to open the database

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Use the task pane to open a database The names of any recently opened databases would display in this section of the task pane. You could open one by clicking its name, or by clicking More files to open a dialog box to find the database you want. The task pane allow you to open existing databases or to create new ones.

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The Open dialog box You can open an existing database by locating the drive and folder containing the database in the Look in: list box.

Select a database by clicking on its file name, and the Open button will then activate. Click the Open button to open the file.

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The Access window • When a database is opened, the Access window and the Database window will be displayed. • The Access window contains a menu bar, a toolbar, a task pane, and a status bar. • In the Access window, use the task pane to create a new database or to open an existing database. – To create a new database, make a selection from the New section of the task pane – To open an existing database, select from the list of Recently opened databases or from the More files option

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The Database window • The Database window is the main control center for working with an Access database. • The Database window contains a menu bar, an objects bar, and a groups bar. – The Objects bar lists all the objects available in the database – The list of objects consists of tables, queries, forms, reports, pages, macros, and modules – You can click on any of the objects in the Objects bar to obtain a list of objects of that type New Perspectives on

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The components of the Access and Database windows

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Use the Objects bar to view database objects To see a list of objects in a category, click that category on the Objects bar.

The Queries category has been selected, and a query named Contacts is shown in the window.

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You can also create new objects within each object category.

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Open an Access database table • To open a table you must first open a database: – In the database window, select Tables on the objects bar – In the list of tables, select the table you want to open and click on the Open button – When a table is open it is in Datasheet view, which shows the table's data as a collection of rows and columns – Each row in the Datasheet view represents a record in the table New Perspectives on

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Navigate a database table • You can navigate through the records by using the navigation buttons displayed at the bottom of the Datasheet view window. • The navigation bar allows you to: – – – – –

Go to the first record in the table Go to the previous record in the table Go to the next record in the table Go to the last record in the table Create a new record for the table (sometimes called an append record) New Perspectives on

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A table in datasheet view

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The navigation bar buttons

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Learn how Access saves a database • The Save button in Access differs from the Save button in other Windows programs. • When you press the Save button in Access, you are saving the design of the Access objects and NOT the data itself. – Access saves data as it is entered

• For this reason, the location at which you are storing your database must always be accessible while working with a particular database. – If the database is located on a diskette, the diskette must be in the diskette drive at all times while working with this particular database

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What is an Access query? • If you want to see just a portion of the data in a table you can create a query. • A query is a question you ask about the data stored in a database table. • Access responds by displaying the data according to your question. – For example, if you ask to see all the customers from New York, the response would be to display only the records whose state field matches with NY New Perspectives on

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Open an existing query and create new queries • You can open an existing query by clicking Queries on the Objects bar and then selecting the query you want to open. • You can also create your own queries by clicking New on the Database window. • To create a new query, you can use the Simple Query Wizard, which will bring you through the selections you want for your query. New Perspectives on

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Navigating a query and sorting the results • When you run and get the results of your query, you can reorganize the data by sorting the datasheet in either ascending or descending order. – Click the pointer anywhere in the column you wish to sort – Click the Sort Ascending or Sort Descending buttons on the Query Datasheet toolbar to sort the results in the desired sequence

• You can navigate through the records by using the navigation buttons on the Navigations toolbar. New Perspectives on

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Sample Query Datasheet view Query Datasheet view looks very similar to Table view. However, the data displayed in a query does not have to be in the same sequence as it appears in table view. You can display fields in any order in a query.

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Selecting fields to include in a query • You can create a query that will display only selected fields from a table instead of displaying all fields. • In the Simple Query Wizard dialog box, select which fields you want included in the query. – Move all the fields into the Selected Fields box – Move the fields one at a time – Remove fields out of the Selected Fields box by pressing one of the remove buttons

• If you wanted to select all the fields except one, you can move them all to the selected fields list and then remove the one field you don't want. • Once you have made your selections, press Next to move to the next dialog box in the Wizard. New Perspectives on

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The Simple Query Wizard The Simple Query Wizard assists you in the creation of a new query.

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Create an Access form • A form allows you to view your data one record at a time. • Forms are useful for maintaining, viewing, and printing records in a database. • You can create your own form in the Forms Design window or you can use the Forms Wizard to create a form. • The easiest way to create a form is to use the AutoForm Wizard. New Perspectives on

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Use the AutoForm Wizard • The AutoForm Wizard uses a table (or query) you select as the basis to create a form that displays all the fields of the table (or query). • Once you have created your form, you can view the records one record at a time. • The form has a navigation bar just like the navigation bar you have already used in the Table or Query Datasheet view. New Perspectives on

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Access Form View

Forms display one Table or Query record at a time.

The navigation bar has the same buttons seen in Table and Query Datasheet view.

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Create, preview, and navigate a report • You can create a report, which is a printed version of your data, that is formatted according to your specifications. • The data in the report can consist of data from a single table or multiple tables. • Access has a Reports Wizard that allows you to easily create a report. • The report can be based on a table or it can be based on a query. – If the report is based on a query, it will contain the same fields that were selected for the query

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The Report Preview window When a report has been created, you can preview it on the screen.

You can navigate through the pages in the report by using the navigation buttons at the bottom of the preview.

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Backup and restore a database • You may want to create a backup of your data so that if you lose or damage your database, you can recover from the backup. • You can use a backup tool, such as the Microsoft backup tool, or some other backup program. • To restore the data from the backup, you need to use the same backup tool according to the instructions associated with that tool. New Perspectives on

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Compacting a database

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• It is a good idea to periodically compact and repair a database to recover wasted space created by adding, deleting, and modifying records. • Access has a Compact and Repair feature: – Open a database – Click on Tools and then Options – On the Options menu, select Compact on Close. Selecting this option will cause your database to be compacted and repaired every time you close it New Perspectives on

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Setting the Compact on Close option Select the General tab of the Options dialog box.

Click the check box to insert a check mark so the database will be compacted every time it is closed.

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Compacting reduces database storage size Compacting a database reduces the space used by the database, making the space available for other uses.

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Convert an existing database to Access 2002 format • It is possible to convert a database created in Access 2000 to an Access 2002 database. • To convert an Access 2000 database to Access 2002 format: – – – –

Make certain the database to be converted is closed Click Tools on the menu bar, then point to Database Utilities Point to Convert database and choose the format to convert to Enter the name of the database to convert, and a name for the converted database to be stored under

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Access 2002  

First Tutorial

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