Access Basics

1
Access Basics

• By Bonita Bolin
• Boone County Schools

2
What is Access?

• Access is a database management system. A
  database is a collection of objects.
• Access allows you to store, retrieve, analyze,
  and print information.
• The object types in Access are tables, queries,
  forms, reports, macros and modules.

3
Access vs. Excel

• The following three questions will help you
  decide between Access or Excel
• 1. Do you need to store and manage data, or
  analyze it?
• For storage, use Access for analysis, use Excel.
• 2. Do you have a lot of data?
• Access can make it easier to manage and use large
  amounts of data.
• 3. Is your data mostly text, or mostly numbers?
• Access can store a lot of text and make it easier
  to use. Excel makes it easier to store and use
  numbers in a flat structure.

4
Database Ribbon

• Open Access
• Click the Blank Database template
• In the Blank Database pane, click the Browse
  button (yellow folder)
• Navigate to the drive and folder where your data
  files are stored.
• Type in the file name
• Click OK
• Click Create
• Basic Parts of the Ribbon
• Home Tab-consists of formatting tools used to
  change data in an Access table.
• Create Tab consists of the different database
  objects used to create a database.
• External Data Tab consists of tools to import
  data into databases as well as export data into
  external applications, such as Excel and/or Word.
• Database Tools Tab consists of tools used to
  create or edit Database Relationships.
• Design Tab consists of tools used to modify the
  datasheet view of a database, such as inserting
  and deleting rows.

5
Access Object Types

• Tables stores all the data in the database in a
  format called a datasheet. A datasheet is
  similar in appearance to a worksheet.
• Query Used to search for and retrieve data from
  tables using conditions. A question you ask the
  database.
• Form displays data fro one or more table s or
  queries in a for mat that might be similar in
  appearance to a paper form.
• Report Displays data from one or more tables or
  queries in a format that is usually customized
  for on-screen viewing or printing.

6
Essential Database Terms

• Record a complete set of data.
• Fields one category of information in a record.
• Field Name identifies the field.
• Field Value the data entered into a field.
• Datasheet View displays the data in rows and
  columns.
• Datasheet A display of records in a table,
  usually a whole table.
• Primary Key A field which is chosen as the main
  direct access to individuals records.

7
Creating A Table in Design View

• Right click on Table 1in the left pane click on
  Design Viewit will ask you to save first name
  it Students.
• Type the following
• Save.

8
Entering Records in Datasheet View

• Click View, Datasheet View.
• Enter exercise data from Handout.
• Continue until each record is complete.
• Save.

9
Formatting Records in the Datasheet

• Make sure you are in the datasheet view.
• To spell check, click the Home tab, Select the
  Records group, click the Spelling button.
• Click the necessary button based on the
  misspelled word.

10
Creating Queries

• The result of a query is a datasheet that
  includes the records you asked to see.
• A condition is a way of telling the query which
  data you are interested in seeing.
• From the Database Ribbon, click the Create tab
• Click the Query Design button from the Other
  group in the database Ribbon.
• Highlight the table you want to retrieve
  information from, and then click the Add button
  from the Show Table dialog box.
• Click Close to close the Show Table dialog box,
  double click each of the Field Names in the Field
  list box that you wish to use in the query.
• You can choose to sort the query results on a
  particular field by choosing Ascending or
  Descending from the Sort drop down list arrow
  that corresponds to the appropriate field name.
• The criteria for specifying which records to
  display in the query can be entered in the
  Criteria box that corresponds to the appropriate
  field name.
• Click on the Run button from the Design tab.

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Simple Query Wizard

• Click the Create tab on the Ribbon in the other
  section on the Create tab, click the Query Wizard
  button.
• Select Simple Query Wizard then select OK.
• Select the Table that contains the records you
  want to view.
• Select the Fields you want in your Query.
• Select either a detail query (shows every field
  in each record) or a summary query (lets you
  summarize relevant data).
• When you click Finish, the query datasheet is
  displayed.

12
Filtering Data in a Query

• An easy way to sort and filter data is to use an
  AutoFilter.
• An AutoFilter is a menu that opens when you click
  the arrow on the right side of a field selector.
  The menu contains options for sorting data and
  clearing any filters that you have already
  applied.
• Click on the Students table tab.
• Click on the arrow beside City.
• Unselect Select All, Select Union.
• It will now show only Union addresses.
• To delete the filter click on the arrow by City,
  select clear filters.

13
Creating Forms

• A form is a database object that displays data
  from one or more tables or queries in a format
  that has a similar appearance to a paper form.
• Record Source the table or queries that contain
  the data used in a form.
• Use the For Wizard when you need to create a
  simple form quickly.
• In the Forms group on the Create tab, click the
  More Forms button, then click Form Wizard.
• Click the Tables/Queries arrow, then click the
  Table you need.
• Select the Fields you want then click Next.
• Select the Columnar option button then click
  next.
• Choose a style for the form.
• Save the form as Student Entry.

14
Creating Reports

• A report is a database object that displays data
  from one or more tables or queries in a format
  that has an appearance similar to a printed
  report.
• Using the Report Wizard
• Click the Create tab, in the reports section
  click the Report Wizard button.
• Choose the record source for the report and the
  fields to print in the report.

15
Determine the Primary Key

• Primary key one or more fields whose values
  uniquely identify each record in a table.
• Relationships links that connect data from one
  table to the data in another table. There are
  three types of relationships
• One-to-One
• One-to-Many
• Many-to-Many
• Open the student table
• Select Design View
• Select Student ID
• From Design View, click Primary Key on the Design
  Tab.

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Add Tables

• Grades Table
• From the Create Tab, select Table.
• From View, select Design View, name your table
  Grades.
• Input information from Exercise Data.
• Save

17
Add Tables (contd.)

• Subjects Table
• Fro the Create Tab, select Table
• From View, select Design View, name your table
  Subjects
• Input information from Exercise Data.
• Save

18
Establish a Relationship

• Relationship a link between tables.
• Click Database Tools Tab, then click
  Relationships.
• Select each table to be included, and click the
  Add button each time.
• Click Close button when done adding tables
• Click and hold the mouse on the field to be
  linked, and drag it to the related field in
  another table.
• When you release the mouse button, the Edit
  relationships dialog box appears.