Microsoft access 2003
Download
1 / 78

Access1 - PowerPoint PPT Presentation


  • 245 Views
  • Updated On :

Microsoft Access 2003 A Few Terms Database - a collection of related information. Object - an item in the database such as a table, query, form, or macro. Table - a grouping of related data organized in fields (columns) and records (rows) on a datasheet. A Few Terms

loader
I am the owner, or an agent authorized to act on behalf of the owner, of the copyrighted work described.
capcha
Download Presentation

PowerPoint Slideshow about 'Access1' - libitha


An Image/Link below is provided (as is) to download presentation

Download Policy: Content on the Website is provided to you AS IS for your information and personal use and may not be sold / licensed / shared on other websites without getting consent from its author.While downloading, if for some reason you are not able to download a presentation, the publisher may have deleted the file from their server.


- - - - - - - - - - - - - - - - - - - - - - - - - - E N D - - - - - - - - - - - - - - - - - - - - - - - - - -
Presentation Transcript
Microsoft access 2003 l.jpg

Microsoft Access 2003

ICS 014 – 042 Yazdani


A few terms l.jpg
A Few Terms

  • Database - a collection of related information.

  • Object - an item in the database such as a table, query, form, or macro.

  • Table - a grouping of related data organized in fields (columns) and records (rows) on a datasheet.


A few terms3 l.jpg
A Few Terms

  • Field - a column on a datasheet and defines a data type for a set of values in a table.

  • Record - a row on a datasheet and is a set of values defined by fields.

  • Design View - provides the tools for creating fields in a table.

  • Datasheet View - allows you to update, edit, and delete in formation from a table.


Creating a new database l.jpg
Creating a New Database

To create a new database, click on Create a new file…



To create a new database l.jpg
To Create a New Database

  • Option 1 – Blank Access Database

  • Creates a new blank database.

    • After selecting "Blank Access database", you will first be prompted to specify a location and name for the database.

    • You must save an Access database before you start working on it.


Slide7 l.jpg


To create a new database8 l.jpg
To Create a New Database

  • Option 2 – Blank Data Access Page

  • Creates a new blank Data Access Page.

    • A data access page is a special type of Web page designed for viewing and working with data from the Internet or an intranet that is stored in a Microsoft Access database.

    • The data access page may also include data from other sources, such as Microsoft Excel.


Slide9 l.jpg


Data access pages l.jpg
Data Access Pages databases, Excel spreadsheets, or a Microsoft Data Link.

  • Data access pages have the following advantages over printed reports:

    • Pages bound to data display current data because they are connected to a database.

    • Pages are interactive. Users can filter, sort, and view just the records that they want.

    • Pages can be distributed electronically by using e-mail. Recipients will see current data each time they open the message.


To create a new database11 l.jpg
To Create a New Database databases, Excel spreadsheets, or a Microsoft Data Link.

  • Option 3: Project using existing data…

  • Creates a database from an existing Microsoft Office Access Project.

    • Browse to an existing Microsoft Access Project and click OK.

    • Name the database on the next screen.


Microsoft access projects l.jpg
Microsoft Access Projects databases, Excel spreadsheets, or a Microsoft Data Link.

  • A Microsoft Access project (.adp) is an Access data file that provides native-mode access to a Microsoft SQL Server database through the OLE DB component architecture.

  • Using an Access project, you can create a client/server application based on forms and reports, or a Web-based solution based on data access pages, or a combination of both.

  • You can connect the Access project to a remote SQL Server database, a local SQL Server database, or a local installation of SQL Server 2000 Desktop engine.


To create a new database14 l.jpg
To Create a New Database databases, Excel spreadsheets, or a Microsoft Data Link.

  • Option 4: Project using new data…

  • Creates a new Microsoft Office Access Project to base a new Access Database on.

    • Browse to an existing data source or click on the create button.


To create a new database16 l.jpg
To Create a New Database databases, Excel spreadsheets, or a Microsoft Data Link.

  • Option 5: From existing file…

  • Creates a new database from an existing Access database, a Microsoft Access Project, or a web page.

    • Browse to the file you wish to use.


To create a new database18 l.jpg
To Create a New Database databases, Excel spreadsheets, or a Microsoft Data Link.

  • Option 6: From a template

  • Creates a new database from an existing template on your computer or from Microsoft Online.

    • Quickest way to create a database.

    • This method works best if you can find and use a template that very closely matches your requirements.


Opening an existing database l.jpg
Opening an databases, Excel spreadsheets, or a Microsoft Data Link.existing database

  • If the database was opened recently on the computer, it will be listed in the right window.

    • Highlight the database name and click OK.


Opening an existing database21 l.jpg
Opening an databases, Excel spreadsheets, or a Microsoft Data Link.existing database

  • Otherwise, highlight "More..."

  • From the subsequent window, click the "Look In:" drop-down menu to find the folder where the database is located, highlight the database name in the listing and click OK.


Opening an existing database22 l.jpg
Opening an existing database databases, Excel spreadsheets, or a Microsoft Data Link.


Database window l.jpg
Database Window databases, Excel spreadsheets, or a Microsoft Data Link.

  • The Database Window organizes all of the objects in the database.

  • The default tables listing provides links for creating tables and will list all of the tables in the database when they have been added.


Slide24 l.jpg

Menu Bar databases, Excel spreadsheets, or a Microsoft Data Link.

Office Links

Relationships

Analyze

Properties

New Object


Design view l.jpg
Design View databases, Excel spreadsheets, or a Microsoft Data Link.

  • Design View customizes the fields in the database so that data can be entered.


Slide26 l.jpg

Indexes databases, Excel spreadsheets, or a Microsoft Data Link.

Primary Key

Design Sheet/View Toggle

Field Builder

Primary Key Marker

Insert/Delete Rows

Database Window


Datasheet view l.jpg
Datasheet View databases, Excel spreadsheets, or a Microsoft Data Link.

  • The datasheet allows you to enter data into the database


Slide28 l.jpg

Sorting databases, Excel spreadsheets, or a Microsoft Data Link.

Filtering

Find

Design Sheet/View Toggle

Record Selector

Navigation Buttons & Record Number

New Record

Delete Record


Introduction to tables l.jpg
Introduction to Tables databases, Excel spreadsheets, or a Microsoft Data Link.

  • Tables are grids that store information in a database similar to the way an Excel worksheet stores information in a workbook.

  • Access provides three ways to create a table for which there are icons in the Database Window.

    • Double-click on the icons to create a table.


Introduction to tables31 l.jpg
Introduction to Tables databases, Excel spreadsheets, or a Microsoft Data Link.

  • Create table in Design view will allow you to create the fields of the table.

    • This is the most common way of creating a table.


Create a table in design view l.jpg
Create a Table in Design View databases, Excel spreadsheets, or a Microsoft Data Link.

  • Design View will allow you to define the fields in the table before adding any data to the datasheet.

    • The window is divided into two parts:

      • a top pane for entering the field name, data type, and an option description of the field

      • a bottom pane for specifying field properties.


Slide33 l.jpg

Indexes databases, Excel spreadsheets, or a Microsoft Data Link.

Primary Key

Design Sheet/View Toggle

Field Builder

Primary Key Marker

Insert/Delete Rows

Database Window


Introduction to tables34 l.jpg
Introduction to Tables databases, Excel spreadsheets, or a Microsoft Data Link.

  • Create table using wizard will step you through the creation of a table.


Introduction to tables35 l.jpg
Introduction to Tables databases, Excel spreadsheets, or a Microsoft Data Link.

  • Create table by entering data will give you a blank datasheet with unlabelled columns that looks like an Excel worksheet.


Primary key l.jpg
Primary Key databases, Excel spreadsheets, or a Microsoft Data Link.

  • Every record in a table must have a primary key that differentiates it from every other record in the table.

    • Can designate an existing field as the primary key if you are certain that every record in the table will have a different value for that particular field.

      • A social security number is an example of a record whose values will only appear once in a database table.


Primary key37 l.jpg
Primary Key databases, Excel spreadsheets, or a Microsoft Data Link.

  • Designate the primary key field by right-clicking on the record and selection Primary Key from the shortcut menu or select Edit|Primary Key from the menu bar.

  • The primary key field will be noted with a key image to the left.

  • To remove a primary key, repeat one of these steps.


Primary key38 l.jpg
Primary Key databases, Excel spreadsheets, or a Microsoft Data Link.

  • If none of the existing fields in the table will produce unique values for every record, a separate field must be added.

    • Access will prompt you to create this type of field the first time you save the table and a primary key field has not been assigned.

    • The field is named "ID" and the data type is “AutoNumber".


Primary key39 l.jpg
Primary Key databases, Excel spreadsheets, or a Microsoft Data Link.

  • The AutoNumber data type automatically updates whenever a record is added so there is no extra work on your part.

  • This field serves no purpose to the user, so you may also choose to hide this column in the datasheet.


Datasheet records l.jpg
Datasheet Records databases, Excel spreadsheets, or a Microsoft Data Link.

  • Adding Records

    • Add new records to the table in datasheet view by typing in the record beside the asterisk (*) that marks the new record.

    • You can also click the new record button at the bottom of the datasheet to skip to the last empty record.


Slide41 l.jpg

Sorting databases, Excel spreadsheets, or a Microsoft Data Link.

Filtering

Find

Design Sheet/View Toggle

Record Selector

Navigation Buttons & Record Number

New Record

Delete Record


Editing records l.jpg
Editing Records databases, Excel spreadsheets, or a Microsoft Data Link.

  • To edit records, simply place the cursor in the record that is to be edited and make the necessary changes.

  • Use the arrow keys to move through the record grid.

    • The previous, next, first, and last record buttons at the bottom of the datasheet are helpful in maneuvering through the datasheet.


Deleting records l.jpg
Deleting Records databases, Excel spreadsheets, or a Microsoft Data Link.

  • Delete a record on a datasheet by placing the cursor in any field of the record row and select Edit|Delete Record from the menu bar or click the Delete Record button on the datasheet toolbar.


Introduction to queries l.jpg
Introduction to Queries databases, Excel spreadsheets, or a Microsoft Data Link.

  • Queries select records from one or more tables in a database so they can be viewed, analyzed, and sorted on a common datasheet.

  • The resulting collection of records, called a dynaset (short for dynamic subset), is saved as a database object and can therefore be easily used in the future.


Introduction to queries45 l.jpg
Introduction to Queries databases, Excel spreadsheets, or a Microsoft Data Link.

  • The query will be updated whenever the original tables are updated.

  • Types of queries are

    • select queries that extract data from tables based on specified values,

    • find duplicate queries that display records with duplicate values for one or more of the specified fields

    • find unmatched queries display records from one table that do not have corresponding values in a second table.


Query wizard l.jpg
Query Wizard databases, Excel spreadsheets, or a Microsoft Data Link.

  • Access' Query Wizard will easily assist you to begin creating a select query.

    • Click the Create query by using wizard icon in the database window to have Access step you through the process of creating a query.


Query wizard48 l.jpg
Query Wizard databases, Excel spreadsheets, or a Microsoft Data Link.

  • From the first window, select fields that will be included in the query by first selecting the table from the drop-down Tables/Queries menu.

  • Select the fields by clicking the > button to move the field from the Available Fields list to Selected Fields.


Query wizard49 l.jpg
Query Wizard databases, Excel spreadsheets, or a Microsoft Data Link.

  • Click the double arrow button >> to move all of the fields to Selected Fields.

  • Select another table or query to choose from more fields and repeat the process of moving them to the Selected Fields box.

  • Click Next > when all of the fields have been selected.


Query wizard52 l.jpg
Query Wizard databases, Excel spreadsheets, or a Microsoft Data Link.

  • On the next window, enter the name for the query and click Finish.

  • You can add more parameters to the query, if necessary.


Forms l.jpg
Forms databases, Excel spreadsheets, or a Microsoft Data Link.

  • Forms are used as an alternative way to enter data into a database table.


Create form by using wizard l.jpg
Create Form by Using Wizard databases, Excel spreadsheets, or a Microsoft Data Link.

  • To create a form using the assistance of the wizard, follow these steps:

    • Click the Create form by using wizard option on the database window.

    • From the Tables/Queries drop-down menu, select the table or query whose datasheet the form will modify.


Create form by using wizard56 l.jpg
Create Form by Using Wizard databases, Excel spreadsheets, or a Microsoft Data Link.

  • Then, select the fields that will be included on the form by highlighting each one the Available Fields window and clicking the single right arrow button > to move the field to the Selected Fields window.

  • To move all of the fields to Select Fields, click the double right arrow button >>.


Create form by using wizard57 l.jpg
Create Form by Using Wizard databases, Excel spreadsheets, or a Microsoft Data Link.

  • If you make a mistake and would like to remove a field or all of the fields from the Selected Fields window, click the left arrow < or left double arrow << buttons.

  • After the proper fields have been selected, click the Next > button to move on to the next screen.


Create form by using wizard59 l.jpg
Create Form by Using Wizard databases, Excel spreadsheets, or a Microsoft Data Link.

  • On the second screen, select the layout of the form.

    • Columnar - A single record is displayed at one time with labels and form fields listed side-by-side in columns

    • Justified - A single record is displayed with labels and form fields are listed across the screen

    • Tabular - Multiple records are listed on the page at a time with fields in columns and records in rows

    • Datasheet - Multiple records are displayed in Datasheet View

  • Click the Next > button to move on to the next screen.


Create form by using wizard61 l.jpg
Create Form by Using Wizard databases, Excel spreadsheets, or a Microsoft Data Link.

  • Select a visual style for the form from the next set of options and click Next >.


Create form by using wizard63 l.jpg
Create Form by Using Wizard databases, Excel spreadsheets, or a Microsoft Data Link.

  • On the final screen, name the form in the space provided.

  • Select "Open the form to view or enter information" to open the form in Form View or "Modify the form's design" to open it in Design View.

  • Click Finish to create the form.


Reports l.jpg
Reports databases, Excel spreadsheets, or a Microsoft Data Link.

  • Reports will organize and group the information in a table or query and provide a way to print the data in a database.


Using the report wizard l.jpg
Using the Report Wizard databases, Excel spreadsheets, or a Microsoft Data Link.

  • Create a report using Access' wizard by following these steps:

    • Double-click the "Create report by using wizard" option on the Reports Database Window.

    • Select the information source for the report by selecting a table or query from the Tables/Queries drop-down menu.


Using the report wizard67 l.jpg
Using the Report Wizard databases, Excel spreadsheets, or a Microsoft Data Link.

  • Then, select the fields that should be displayed in the report by transferring them from the Available Fields menu to the Selected Fields window

    • Can use the single right arrow button > to move fields one at a time or the double arrow button >> to move all of the fields at once.

  • Click the Next > button to move to the next screen.


Using the report wizard69 l.jpg
Using the Report Wizard databases, Excel spreadsheets, or a Microsoft Data Link.

  • Select fields from the list that the records should be grouped by and click the right arrow button > to add those fields to the diagram.

  • Use the Priority buttons to change the order of the grouped fields if more than one field is selected.

  • Click Next > to continue.


Using the report wizard71 l.jpg
Using the Report Wizard databases, Excel spreadsheets, or a Microsoft Data Link.

  • If the records should be sorted, identify a sort order here.

  • Select the first field that records should be sorted by and click the A-Z sort button to choose from ascending or descending order.

  • Click Next > to continue.


Using the report wizard73 l.jpg
Using the Report Wizard databases, Excel spreadsheets, or a Microsoft Data Link.

  • Select a layout and page orientation for the report and click Next >.


Using the report wizard75 l.jpg
Using the Report Wizard databases, Excel spreadsheets, or a Microsoft Data Link.

  • Select a color and graphics style for the report and click Next >.


Using the report wizard77 l.jpg
Using the Report Wizard databases, Excel spreadsheets, or a Microsoft Data Link.

  • On the final screen, name the report and select to open it in either Print Preview or Design View mode.

  • Click the Finish button to create the report.


ad