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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

Microsoft access tutorial 12
Microsoft Access – Tutorial 1


  • 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


  • 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

Microsoft access tutorial 14
Microsoft Access – Tutorial 1


  • 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


  • 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


  • 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


  • 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

Microsoft access tutorial 18
Microsoft Access – Tutorial 1


  • 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

Microsoft access tutorial 19
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


  • 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

Microsoft access tutorial 111
Microsoft Access – Tutorial 1


  • 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 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


  • 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