Microsoft Access 2007

1. Microsoft Access 2007 Tutorial

2. Getting Started Vocabulary A database is a computerized record keeping system used to collect, store, analyze and report electronic information for a variety of purposes. Microsoft Access is database software used to create files stored on your H: Drive. There are three main components you will use : Tables, Forms and Reports

3. How Do I….. • Open a new Database on your H: Drive • Create Tables • Enter Data in Forms • Create Reports • Center Data on the Page • Add My Name in a Label on the Report • Sort and Report Data • Exiting and Saving on your H: Drive

4. Opens a New Database As with all applications there are several ways to open the file. Double click on the Access icon from your desktop. Click on the start button in the bottom left corner of screen and select All Programs> Microsoft Office> Microsoft Access 2007.

5. Create a New Database FileOn Your H: Drive Click the Blank Database button. Always save your work to your network storage space or H: Drive. Click the folder icon and open the browser window, navigate to your H: Drive, this is identified by your student ID number on “Quest”. Enter the File Name of the Database and select the Create button. Back to "How Do I..." Detail on Creating a Database

6. Create Tables Tabs • When you click the Createbutton your Access 2007 screen will change. This is the “new look” in 2007 Office. You will now see Tabs,Ribbons and Groups that automatically appear for the area in Access on which you’re working. • Tables allow you to enter Field Names and Data Types of information that you will be collecting . Fields are categories of information like: • Name • Address • Phone Number Ribbon Groups

7. Design View of Tables After you click the View Button select Design View and Save your Table Access 2007 automatically selects a Primary Key for your table. We do not use that feature in this standard, so click on (deselect, turn off) the Primary Key.

8. Entering Field Names The assignment requires you to enter the Field Names and select the correct Data Type for each. You must determine the best Data Type for each Field Name. Back to "How Do I...” Detail on Creating Tables

9. Enter Data into Forms Now that you have created Tables that define the Field Names and Data Type you will be collecting, you can begin to enter the Unique Information for each Record. This information can be entered in two different views: Datasheet and Forms. You should experiment with both options. First, follow the instructions to Create Forms for the assignment. Tabs Ribbon Groups

10. Form View You’ll see your screen change significantly in many ways. The first thing you’ll notice is that Access 2007 – knowing you were entering data from the Employee Table – created a Form with all of the Fields in your Table! You’re all ready to enter data in this form. You will need to change the view to the Form View and then make up the information to enter in each of the Fields.

11. Unique Record Information The arrow with an asterisk will take you to a new blank record. Enter 10 records to see how the Form View works. Back to "How Do I...” Detail for Entering Data

12. Create Reports So that Database users can analyze data for decision making purposes, the Unique Information you have entered can be displayed in multiple Report formats. You can determine the style of the report as well as the order in which the date is presented. You will be learning how to format reports with specific titles, your name and placement on the page. You are welcome to use the Report Wizard to complete your assignments. Ribbon Tabs Groups

13. Create Reports Using a Wizard The Report Wizard is a tool that prompts the user through a series of questions that require a decision about how the final product should look. Include only the Fields requested in each assignment. Use the single arrow to move one field at a time into the “Selected Fields” window so only the requested fields will appear on the report. Click the “Next” button and answer the remaining questions to create a report that best presents the requested data. Back to "How Do I…" Detail on Creating Reports

14. Editing Reports in Design View After selecting the required fields you will have the opportunity to change the design of your report and its appearance on the page. From the “View” Ribbon select “Design View” .

15. Center Data on the Page In Design View, first select all of the objects in the report (Ctrl + A), and right click on the report. Select the Layout menu and Remove the existing layout on the report Now you can organize the position of each component of the report by selecting the object and formatting it just like you would in any other Microsoft Office application. You can select and move text boxes. You can change the font size, color, alignment and style. You can use the Controls group to add a variety of tools to your reports.

16. Add Your Name in a Label Center the data elements on the page and insert your name in a Label with the Label tool in the Controls Group.

17. Sort and Report Data Using the Report Wizard, you can sort data in alphabetic or numeric order from A-Z or from the smallest to the largest. First select the Primary Field Name that you want sorted, then select the order you would like to present your data in by clicking on the Ascending or Descending button. Next select the Secondary Field Name and the order in which you wish to present the data. Back to "How Do I...” Detail on Creating Reports