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Introduction to Microsoft Access 2003

Introduction to Microsoft Access 2003. Presenter: Jolanta Soltis MCSE, MCT, A+. Attendee Introductions. Your name Current position Background in Microsoft Office Expectations. Course Objectives. In this course you will learn how to:

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Introduction to Microsoft Access 2003

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  1. Introduction to Microsoft Access 2003 Presenter: Jolanta Soltis MCSE, MCT, A+

  2. Attendee Introductions • Your name • Current position • Background in Microsoft Office • Expectations

  3. Course Objectives In this course you will learn how to: • Understand database concepts and terminology in Access 2003 • Design and create tables • Enter and manipulate data in tables • Use Access queries to select and analyze information in a table • Create data forms for viewing and inputting data • Create reports that summarize and group data • Perform database maintenance procedures

  4. Access 2003 Structure

  5. What is Microsoft Access? • Powerful Relational Database Management System (RDBMS) design to run in Microsoft Windows • Data can be organized as a set of related tables • Integration with other Office applications allows seamless exchange of data with centralized database

  6. What is an Access Database? • Collection of data objects stored with filename extension .mdb (Microsoft database) • Main Access data objects Tables Queries Forms Reports Macros Modules Pages

  7. Access basic Data Objects Queries Forms Tables Pages Reports Macros Modules Database

  8. How to open Access? Access opens with the dialog box shown here

  9. Database Window Database Window • Main database design/management window • Displayed when creating or opening an Access database • You can use the Objects toolbar to access the different objects that make up a database

  10. Tables What is table • Basic container for data, arranged as a grid of rows and columns • Each row contains a single record • Each column represents a field within the record Access tables • Fundamental data objects in Access • Forms, queries and reports are all based on tables • Table Wizard provides automated table creation • Tables can also be created manually for more precise specification

  11. Forms What is form • Electronic version of paper form • Used to simplify entry of data into an Access database

  12. Queries What is a Query? • A question asked of the database • Used to extract specific information from database • Used to extract specific information from database • Example:What is the three top-selling products in our company’s product line? • Queries are composed of structured query language(SQL) statements • Example: SELECT Products.[Product #], Products.[Product Name], Products.Price FROM Products WHERE (((Products.Price)<4.75)); Access allows queries to be created graphically • Hides complexity of SQL language

  13. Report What is report? • Formatted template used to print reports of database or query results • Allows user to specify fields, grouping levels, arrangement of printed data

  14. Macros What is access macro? • User-defined sequence of actions to be performed by Access 2000 • Macros will not be covered

  15. Modules What is a module? • User-created sections of code which provide sophisticated automation of Access functions • Written in Visual Basic for Application(VBA)

  16. Activities...

  17. Creating New Database Address Book

  18. Creating Database • Case study scenario: • In this section, we will create a database (including tables, forms, reports, and queries). • The database we will create will have addresses. • Creating a new database • Start Access • Select “Create new database using blank database” • Assign a name for the new database • AddressBook.MDB

  19. Activities...

  20. Tables

  21. Create New Table • Creating a new table • In the database window, select the Tables tab, then click on New • Table creation options • Design View • Manual table creation by user(maximum control over table specifications) • Table Wizard • Automated table creation facility • Import table • Import data from external tables • Link Table • Link to data in external tables

  22. Creating a new table in Design View • For each field in new database,specify the following items • Field Name • Descriptive name of field to be used in table • 64-character maximum • Prohibited characters:period(.), accent grave(‘), square brackets([]), exclamation point(!) • Data Type • Drop-down list displays available data types • Number, Date/Time, Currency,Auto number, Yes/No, OLE Object, Hyperlink, Lookup Wizard • Description • Comment describing details of field. Appears on the status bar in Datasheet view when you click a row in the field's column

  23. Access Data Types.

  24. Fields properties

  25. Setting a Primary Key • What is a primary key? • Main index for table • Must be unique for each record in table • Example: Product number, Employee number, etc. • If no such field exist, create a new field with the data type “Autonumber” and specify it as the primary key • Access will automatically create unique numbers for this field • Assigning a field as the primary key • Select field • Click on Primary Key button on toolbar (or use “Edit /Primary Key”) • A key symbol will appear next to selected field

  26. Saving the table • Select “File/Save” or click on the close button for the Table Design View window • Access will prompt you to enter a name for the new table • Table name can be up to 64 characters

  27. Entering data into a Table • Entering data using Datasheet view • From the Access database window, select the table of interest • Click on Open • The table will be displayed in datasheet view • Type new data directly into fields on datasheet • Adding/Deleting records • Add new records in empty record at bottom of datasheet • Delete records by selecting record, then use Edit/Delete Record • Sorting records • Click on data field to be sorted • Click on sort buttons on toolbar (Ascending and Descending) • Disadvantages of datasheet data entry • Clumsy to enter data into tables with large number of fields • Forms are usually a better choice

  28. Working with tables • Adding records – Insert / New Record • Modifying the table design – Format / Data Sheet • Finding and editing records – Edit / Find • Deleting, adding, and copying records and values – Edit / Cut, Copy, Paste • Filtering and sorting – Records / Filter

  29. Activities...

  30. Forms

  31. Creating Forms • Form advantages • Simplifies data entry process • Able to display many entry fields on one screen • Most commonly used form creation options

  32. Creating forms with Form Wizard • Using Form Wizard • From the Access database window, click on the Forms tab, then click on New • The New Form dialog box will be displayed • Select the name of the table or query to be used to create the new form • Form creation steps • Field selection • Form layout • Style

  33. Form layout Field selection Style

  34. Using the New Form • Form navigation • The form wizard displays the new form at the end of the form creation process • The contents of the first record are displayed • Record navigation controls(lover left corner of form

  35. Activities...

  36. Queries

  37. Creating queries • What is query? • Structured request for specific ingomation from database • Created in Access using New Query • Query created with graphical tools(Query by example) • Underlying code produced in SQL • Creating a query in design view • From Access database window, select Queries tab, then click on New • Select Design View

  38. Specify fields to show • Select the fields to be displayed by clicking on the Show checkbox • Specify criteria • Enter the criteria expression for the desired field in the query grid • In this example, we want to select all products whose price is less than$4.75 • We will set the criteria for the Price column to “<4.75” • if multiple fields have criteria set, they must all be satisfied to select record (logical AND) • Viewing SQL • Use View/SQL to see a listing of the SQL statements produced by the design

  39. Activities...

  40. Reports

  41. Creating Reports • Using the Report Wizard • From the Access database window, click on Reports tab,then click • Report creation steps • Field selection • Sort order • Layout • Style • Title/preview

  42. Activities...

  43. If you have any questions, please feel free to contact Academic Computing Jolanta Soltis, IT Consultant (973) 596-2925 e-mail soltis@adm.njit.edu

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