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Microsoft Access – Tutorial 1. if you need to review general Microsoft Office procedures such as: menus toolbars task panes files help printing please go through the first section of your text book. Microsoft Access – Tutorial 1. Access Tutorial Files

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microsoft access tutorial 1
Microsoft Access – Tutorial 1
  • if you need to review general Microsoft Office procedures such as:
    • menus
    • toolbars
    • task panes
    • files
    • help
    • printing
  • please go through the first section of your text book
microsoft access tutorial 11
Microsoft Access – Tutorial 1

Access Tutorial Files

  • Tutorial 1 uses Northeast Seasonal Jobs International (NSJI)
  • this organization is a placement agency that helps foreign students to get seasonal work (summer jobs) in the U.S. and Canada
  • NSJI uses Microsoft Access to join students and to job postings
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Microsoft Access – Tutorial 1

Introduction

  • databases are used to:
    • organize
    • store
    • maintain
    • retrieve
    • sort
  • information such as:
    • employer’s names and addresses
    • available positions and wages
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Microsoft Access – Tutorial 1

Introduction

  • data must be organized into fields
  • fields are a single characteristic or attribute of a:
    • person
    • place
    • object
    • event
    • idea
  • examples of fields include:
    • employer ID
    • employer name
    • employer address
    • employer phone number
  • much as you would see in a contact list
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Microsoft Access – Tutorial 1

Introduction

  • related fields are grouped together into tables
  • a table is a collection of fields that describe a person, place, object, event or idea
  • the field value is the specific content or value of a field and is listed at the top of the table column
  • the values that appear below the field values in rows are called records
  • a collection of related tables is called a database or relational database
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Microsoft Access – Tutorial 1

Introduction

  • open the database file seasonal in the folder COMP1110TedSnellW2011 on the shared/common directory
  • the Database window will open
  • on the left of it, you will see the Objects bar
  • from the objects bar, you can view and work with the major object groups such as:
    • tables
    • queries
    • forms
    • reports
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Microsoft Access – Tutorial 1

Tables

  • you will notice that there are two tables, Employer and NAICS
  • NAICS contains North American Industry Classification Codes which classify businesses according to their activities
  • open the Employer table and maximize it
  • the table opens in datasheet view and looks much like an Excel spreadsheet
  • this table has 13 fields and 45 records (scroll to see them)
  • you can select fields by clicking on the column headings
  • you can select records by clicking on the record selector (left side of the row)
  • you can navigate through records using the navigation buttons on the bottom left
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Microsoft Access – Tutorial 1

Keys

  • you will notice the Employer ID field on the left side of the table
  • it is referred to as the primary key of this table
  • a primary key is a field (or collection of fields) whose values uniquely identify each record in a table
  • the primary key is unique and never repeats in the table
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Microsoft Access – Tutorial 1

Keys

  • tables are connected together using common fields
  • common fields appear in more than one table
  • when the primary key from one table appears in another table, it is called a foreign key
  • foreign keys may be repeated
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Microsoft Access – Tutorial 1

(relational) database management systems (DBMS)

  • a database management system, such as Microsoft Access is used to manage databases
  • you can:
    • create database structures containing
      • fields
      • tables
      • table relationships
    • add new records
    • change field values in existing records
    • delete records
    • build queries to answer questions about your data
    • create reports
    • protect databases through security, control and recovery
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Microsoft Access – Tutorial 1

Queries

  • a query is a question you ask about the data stored in your database
  • Access responds to your query by displaying the specific records and fields that answer your question
  • create a query by telling Access:
    • which fields you need
    • what criteria should be used to select the records
  • Access displays only the information you want
  • ex. display employers located in Boston
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Microsoft Access – Tutorial 1

Queries

  • close the seasonal table and click queries in the Objects bar
  • open the query called Contacts
  • the query displays the Employer information in a different way
  • it does not affect the original table
  • create a query using the Query Wizard
  • Create tab query wizard
  • select the Simple Query Wizard and the Employer table
  • include the following in the query:
  • EmployerName, City, StateProv, ContactFirstName, ContactLastName, Phone
  • name the query EmployerList
  • sort the query list by clicking the arrows beside the column names (ex. by name ascending)
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Microsoft Access – Tutorial 1

Forms

  • forms allow you to maintain, view and print records
  • click Forms in the Object bar
  • Create > More Forms > Form Wizard to open the New Form Dialog box
  • select the query Employer List that we created earlier and choose AutoForm: Columnar
  • you can edit information in this view
  • navigate your records with the buttons on the bottom
  • new records can be created using the >* button
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Microsoft Access – Tutorial 1

Reports

  • a report is a formatted printout (or screen display) of the contents of one or more tables
  • reports can be easily created using the Report Wizard
  • go to the Reports section of the Objects bar
  • create a New report with the Report Wizard (Create > Report Wizard)
  • Add all the fields from the Employer List Query
  • Make a columnnar report with the Aspect Theme
  • you can navigate your records using the buttons on the bottom
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