Microsoft Access Lesson 2

1. Microsoft AccessLesson 2 Lexington Technology Center February 13, 2003 Bob Herring On the Web at www.lexington1.net/AdultEd/computer/microsoft_access.htm

2. Access Lesson 2 Review of Tuesday’s Lesson • Relational Databases • Starting and Quitting Access • The Database Window • Toolbars and Menus • Creating a Blank Database 2

3. Access Lesson 2 Template Databases • Choose File, then New Database. Select the “Databases” Tab. • Scroll down to the “Service Call Management” Template. Select • it and click “OK.” Service Call Management OK 3

4. Access Lesson 2 Naming and Saving the Template Database • In order to begin, the database must be named and saved. • Select the Floppy Disk Drive (A:) or other location • Name the database “Fixit Fast” • Click the “Create” button Create Type the File Name 4

5. Access Lesson 2 Database Wizard, Step 1 • The database wizard appears • Step 1 gives an overview of the types of information in the database • Click “Next” Next 5

6. Access Lesson 2 Database Wizard, Step 2 • Step 2 presents the tables in the new database • Click on each table, then select the fields to be used • Check the box marked “Yes, include sample data” • Click “Next” Sample Data Next 6

7. Access Lesson 2 Database Wizard, Step 3 • Choose the screen displays to use in the new database • Click “Next” Background Choices Next 7

8. Access Lesson 2 Database Wizard, Step 4 • Choose the report style to use in the new database • Click “Next” Report Styles Next 8

9. Access Lesson 2 Database Wizard, Step 5 • Choose the title to use in the new database • Type “Fixit Fast Home Repair” in the entry box • If you want a picture, click the check box, then click “Picture” • Click “Next” Picture Next [C:\Program Files\Common Files\Microsoft Shared\Clipart\cagcat50\Pe02002_.wmf] 9

10. Access Lesson 2 Database Wizard, Step 6 • On the Finish screen, check the box marked, “Yes, start the database” • Click “Finish” Finish Button 10

11. Access Lesson 2 Fixit Fast Database Switchboard • When the database is opened, the Database Window is minimized • Access opens a form called the “Switchboard” • Click “Enter/View Workorders by Customer” Database Title Click Top Button Database Window 11

12. Access Lesson 2 Workorders by Customer Form • This form shows customer information, with a sub-form that shows • all of the workorders associated with that customer • Use the Record buttons to step through the customer list Main Form Sub-Form Record Buttons 12

13. Access Lesson 2 Workorders by Customer Form in Design View • Click the Design View Button on the Standard Toolbar, • or Select View, then Design View from the Menu bar • Design view allows the user to see and change the form’s • layout and controls View Button 13

14. Access Lesson 2 Form Controls • Click the text box with “ContactFirstName” to select it • Click the Properties button on the Standard Toolbar • The Properties dialog box allows the user to see and change the box • and its contents ContactFirstName Text Box Properties Button 14

15. Access Lesson 2 Button Controls • Scroll down to the bottom of the form • Click the “Workorders…” button, then the Properties button • Click the “Event” tab Event Tab “Work- orders” Button 15

16. Access Lesson 2 Visual Basic Subroutines Supporting Buttons • In the “Event” tab, the “On Click” property is associated with • an Event Procedure • Click the Build button to view the procedure Build Button 16

17. Access Lesson 2 Entering Your Own Information • On the main switchboard, click “Enter/View Other Information” • Click “Enter/View My Company Information” • Customize the form with the correct company information Type: Fixit Fast, etc 17

18. Access Lesson 2 Employees Form • Click “Enter/View Employees” • Customize the form with the correct company information • To add a new employee, click the “New Record” button Enter/ View Employees New Record Button 18

19. Access Lesson 2 Previewing Reports • Click “Return to Main Switchboard” • Click “Preview Reports,” then “Preview the Sales by Month Report” • Enter a beginning date of 1/1/94 and an end date of 12/31/95; click • “Preview” Preview Button Preview Report 19

20. Access Lesson 2 Report Preview Window • Access generates this report based on your picture/style choice • To print the report, click the Print button • Click the Design View button to see the report’s design Design View Button Print Button 20

21. Access Lesson 2 Microsoft Access • The style and content of the report can be changed here 21

22. Access Lesson 2 Database Window, Tables Tab • All of the tables in the database are shown according to the view • selected on the standard (database) toolbar • To work with a table, select it and click the “Open” or “Design” • button depending on the view required 22

23. Access Lesson 2 Database Window, Queries Tab • This tab shows saved queries 23

24. Access Lesson 2 Database Window, Forms Tab • All forms are listed here • The switchboard form is only the format; switchboards are • handled by the switchboard manager 24

25. Access Lesson 2 Database Window, Reports Tab • Reports are stored and managed under this tab 25

26. Access Lesson 2 Database Window, Macros Tab • Any macros in the database appear under this tab 26

27. Access Lesson 2 Database Window, Modules Tab • Visual Basic code modules are managed here 27

28. Access Lesson 2 Visual Basic Code Module • This is the code in the global code module • This code defines a function called “IsLoaded,” which checks to • see if the form named in a calling function is open 28

29. Access Lesson 2 Review • Template Databases • Database Wizard • Switchboard Forms • Forms and Controls • Reports • Database Window 29