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Home Database Introduction to Microsoft Access Introduction Microsoft Access allows people to effectively and efficiently organize data. Learning Objectives After completing the instructions in this booklet, you will be able to: Identify the components of the Access interface.

Create a new database. Know the purpose of the primary key. Implement error traps. Enter descriptions for fields. Understand how to add fields.

Know how to enter various types of data into the table. In database terminology we call it a dirty record.

When you close a table Access also saves the records. In fact the only time you actually have to save something is when you make a design change or a layout change, now a design change would be modifying one of the Fields. Changing a field name or a property type or if you make a layout change for example. If I make this column a little wider, if I go to close the table Access says do you want to save the layout of the table you can say yes and then Access will remember the width of that column, so the next time you open it will be the same width but that has nothing to do with data in the table which is saved automatically.

In the last couple of classes we loaded some data into our Customer Table, right now we only have a 11 Records in our Customer Table which makes the data pretty manageable, what happens if we have 1, or 11, records in this Table then the information becomes a little more difficult to work with. Right now, for example, if I wanted to see all of the customers from New York I could just scroll over find the State Field and you can clearly see them here, a few more down below, if I have 11, customers in the Table it might not be as easy to see those customers, So what happens if the boss comes up and says all right we have 20, customers I want to see a list of customers only from New York Sorted by last name and I want it on my desk in 5 min, what you do?

Sorting is pretty straightforward all you have to do is use the drop-down arrow next to the column name for example here’s LastName, if I drop this little arrow down here you can see there is sort A- Z or Z-A. If you sort a column like State here and that has missing values, also called null values, drop that down and sort A- Z, you can see that the empty or null value show up at the top of the list:.

You can also Filter your data to show just a subset of the Records that are, for example, the boss only wants to see Companies that are from New York. So come up here in the State column drop the box down and you’ll see down here a bunch of filters. There are checkboxes here for all of the different items that are in that list, right now all of the items are selected.

If I check this box again that says Select All it turns them all off. You can see it says 1 of 5 now instead of 1 of You don’t want end-users playing with your Tables, this is fine if you just want to get in here maybe take a look at some Records, see some things a different way, Sort some stuff, that’s fine for you but not your end users.

You want to be able to generate all these different kinds of lists of customers without having to come back into the Table to make changes, that’s what Queries are good for. You can set up a Query once, customers from New York sorted by LastName save that as a Query then in the future if you want to run that again you just open up the Query and the work is already done.

So in the next lesson we will learn how to set up a Query to do exactly what we just did with the Table, however the Query can be saved for future use. In this lesson we have the same mission that we had in the last lesson, the boss wants a list of customers from New York State sorted by my LastName, more importantly I want to create a Query to do this so I can pull it up at a moments notice anytime in the future.

This is one of the weirdest screens to understand but once you get the hang of it it’s really quite simple. So let’s say I want to see FirstName and LastName in my query, click and drag FirstName and drop it right down here in the first column:.

Now to see the results that the Query is going to produce take your mouse and click right here on the Run button, see where it says Results, there is a Run button, looks like an exclamtion point!

Go and click on that now and there are the results of the Query. That it’s not sorted yet there’s no filter, I just told the Query show me all the Customers, show me FirstName and LastName, Access gave us exactly what we asked for:. Perhaps the reason the boss wants this list it to have someone call all these customers, so lets add Phone number to this Query.

So to add another Field, just find it up here in the Table where his Phone number, there it is right there, now here’s a trick you can click and drag it like I showed you earlier or just double-click on it, watch this, click click and there it goes, it drops right down there into the next column:.

Now how do we Sort this information, well we could use the same Sort and Filter buttons right here in the Datasheet View but those don’t necessarily get saved with the Query. Notice the CustomerQ appears over here in the Navigation Pane and we now have a new section called Queries.

CustomerQ appears here on the tab as well. Now if I close the Query all I have to do in the future to run it to get the same set of Customers is just double click on my CustomerQ and there it is. How do we filter based on the State? Now I haven’t filtered it yet, again we could cheat and come up here and apply a filter right here but these don’t reliably get saved in the Query. So go back into Design Mode and down here you’ll see a row that says Criteria. Now go-ahead run the query again and there you can see just the Customers from New York are displayed:.

And then I’ll hit OK, the object is saved, now click on the File tab again to close that down and here you can see open this up a little bit, here you can see both of our Queries: CustomersFromNY and our old CustomerQ. Remember Queries themselves do not store data they’re just displaying the data from the table in a different way so even though you’re only seeing LastName.

The answer of course is no, I’m just showing you the very basics of Query design right now, later on I’m going to teach you how to create something called a Parameter Query where you can set up a Query that the user types in the State that he wants to see when he runs the Query.

So now we know how to build Tables and simple Queries in the next lesson will start working on Forms. Now Forms are used to work with data on the screen. Forms provide you with additional control and security for your data, you can control exactly where people can look, at which Fields they can see, which ones they can add, are they allowed to delete Records or add new Records, all these things can be controlled using Forms.

If you currently have paper Forms or perhaps even an Excel spreadsheet that you’re working with you can design a Form to mimic those existing paper forms or Excel spreadsheets, this makes it easier for users to transition into your database.

You can display data from multiple Tables together on one Form, for example you can show the contact history for each customer on the Customer Form. We can show a summary of the recent orders. Forms can display summary information, if you have a Form that shows a list of orders you can put totals in the footer of the Form so at the bottom of the column you can see the total for all the orders. Changing round the controls, where they go, changing the colors, it just takes practice; This is something that the more you do it the better you become.

So here is how you create a simple Form. First click on the Table or Query that you wish to base your Form on. There are several different ways to build a Form in Access, the simplest is just to click on the Form. Next we have Form Design, which is you building the Form from scratch. Blank Form will build the Form for you and then lets you add the controls where you want them, again we will see this in the future lesson in.

The Form Wizard will help you to build a Form by asking you some simple questions; you can then customize the Form once it’s been built. I personally don’t like the Form Wizard and will cover this in a future lesson. Navigation allows you to set up a simple menu interface with buttons, where you can click on them to go between the different parts of your database. We will see a couple of these today like Multiple Items, Datasheet and Split Form, we will talk about the others in future classes.

So as you can see there are a lot of different options available for Forms but for now let’s just click on the simple Form here. When you click on it a second goes by and then Access throws together the Form for you. On the Form you’ll see a header across the top, here that says CustomerT, then you’ll see each one of the Fields from your Table down below, here is FirstName and LastName and so on, this is called a Single Form because each screenful shows one Record, a single Record at a time, you can see each field consists of a Label and a Textbox.

The Label is right here on the left, it indicates which Field this is. On the right side you’ll see the Textbox, this is where the actual data goes.

You can see that Layout View has a little orange border around it, this means we can edit the layout of the Form. Now Design View we will talk about in next class. Design View lets you get in there and make changes to the properties of the objects, move things around a little bit more and basically make more changes than you can with just editing the layout, we will talk about that, again, in the next class.

I don’t need them to be that large so lets make them shorter. When you’re in Layout mode Access tends a work in columns and rows. So if you want to resize the column for example just move right here, on the right border of one of the Textboxes and in the column click and drag and notice how the entire column is changed. You could also do that with the Labels themselves, click over here on FirstName and you can change the width of that column, so take a few minutes now and practice resizing these Textboxes to be the height and width that you want.

And there we go, I’m now happy with the way my Form looks and I’m ready to Save it. Personally I never use these so I’m going to click on it and press Delete on my keyboard, that will get rid of it, you can also change or delete this little logo right here, I’m going to get rid of it, that’ll save me some space on the screen, I almost never use those little Titles and Logos up top on the Form.

Form View is where your users will work all the time. This is where you come in and make changes to the data in the Form, remember this data is not actually saved in the Form it’s really saved in the Table, the Form is just displaying it for you in a different way, so any change you make here in are reflected in the data in your Table.

If I want to move between the Records I can come right down here and click on these Navigation buttons, that will move me to Record 2, 3, 4 and backwards. And this little button moves me to a new blank Record so you can begin entering a new Customer. If you say Yes you cannot undo that, the Record will be gone for good. I want to quickly show you how to create two additional types of Forms that are extremely handy so click on CustomerT then click on Create, come over here to More Forms and then you’ll see Multiple Items, and click on Multiple Items.

This is called a Continuous Form, we will spend a lot more time with this type of Form in future classes but I know a lot of people always ask me how to create these so I wanted to show you where it is real quick. These are just a couple of examples of the many different types of Forms that you can build in Access and again over the next couple of classes I will show you how to create lots and lots of different types of Forms. For now, again, I’m going to close this Form and I’ll say No to Save changes, so that in a nutshell is how you can build a simple Customer Form.

So far we’ve learned how to create Tables, Queries and Forms. Reports are pretty much just like Forms and are designed to be printed out or sent as an e-mail attachment or basically presented to someone who’s not using your database.

It’s very similar to the Forms section. We have the Blank Report where Access just throws a Blank Report together and lets you insert Fields where you want them. We will walk through the Labels Wizard a few minutes. But first let me show you the basic Report. As you can see Access put together a simple Customer Report. It looks just like a Continuous Form that we built earlier in our Forms section.

Again just like Forms, Reports have different views. Now you have a limited control over the height of these objects because Access needs to print all of the information in each text box so as you can see here the CompanyName is forced onto a second line so it has to be able to grow that Textbox vertically in order to show the information, you can get away without doing this on Forms because on a Form a Textbox you can scroll up and down, you can’t quite do that on Report, so the Report you could really only easily control the horizontal size.

Notice in the bottom here we have zoom controls just like in Word and Excel where we can zoom out to get a better view of a document, we can scroll down, we can go to Page 2 right here, then Page 3.

Right now they are set to narrow, you can set to Wide or Normal. Here is we could also come to Export this Report as a data file. If you want to send it as an E-mail Attachment click on E-mail. Report View shows you the data and doesn’t let you make layout changes whereas Layout View obviously allows you to make those changes.

When you have your end users opening up your Reports you don’t want them playing with the layout changes and yes in a future lesson I’ll show you how to restrict all that.

Now let’s close this Report. Do I want to save this Report? Now the Report is only getting its data from the Query so as you can see here I’m only getting 5 records instead of all 11 and I can change this Report header by just clicking in it and editing it that way: CustomersFromNY.

Lets say I don’t need the CustomerID, how about the FirstName, click on it and then click on this arrow here, that moves it from the available Fields or the selected Fields and LastName you could also just double-click on the field like this, how about City, State and Phone number, just those Fields. Do you to want to add any Grouping levels. This is handy if you want to Group all of the Customers from New York together for example, but for now I just skip this and click Next.

You can Sort by up to four different Fields, Next. How do you want the Report to look, Tabular is the look we had earlier, theres also Columnar: which is the look were looking for and Justified look, lets go with Columnar and in a corner hit Next. After a second Access puts the Report together for you and puts you in Print Preview mode and there we are. Notice my mouse pointer has changed to a magnifying glass, if you click somewhere on the Report it zooms you out.

Click to zoom back in again. Notice you see just the Fields that you requested to be on the report, we picked those in the Wizard. There are a ton of different manufacturers and I’m using Avery labels, then find the product number. Each Avery label type has a product number. Essentially this is what you want your mailing labels to all look like. I’ll start with FirstName, now you can either double-click on it or click on it once and then press this button here.

CompanyName is next, Enter. You can see the Print Preview of our Mailing Labels. You can click and zoom out and see all the Mailing Labels. Now you just had to feed this into your printer and click on the Print button. When you’re done just click the close Print Preview button, this will actually put you into Design Mode. Notice in Design Mode you can see the different individual Textboxes, you can and Details section, the Page Header bars up here, we will talk about all these things in the future classes, for now I’ll just close the Report.

Now if you go to run this Report in the future, if you double click on it, it will open up the Report in Report View and you’ll see here that you don’t have any columns.

In a future lesson I’ll teach you how to deal with that error message and show you how to make a button on your Navigation Form and we will make a Main Menu that will open up this Report or even print it directly without having to switch in the Print Preview mode.

You now have the beginnings of a great Access database that you’re building yourself. Make sure you visit the web page above and fill out the survey for this class. If you have any questions, visit www. All rights reserved.

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Access Create web-based databases. Introduction to Access Access Reports and Queries. Description : This document has been developed to help you learn more about several useful features in Access including printing, applying queries, and importing Excel files.

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