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 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 1 Introduction databases are used to: organize store maintain retrieve sort information such as: employer’s names and addresses available positions and wages

Microsoft Access – Tutorial 1 Introduction 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 1 Introduction 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

Microsoft Access – Tutorial 1 Introduction 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

Microsoft Access – Tutorial 1 Tables 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

Microsoft Access – Tutorial 1 Keys 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 1 Keys 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 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

Microsoft Access – Tutorial 1 Queries 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 1 Queries 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)

Microsoft Access – Tutorial 1 Forms 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

Microsoft Access – Tutorial 1 Reports 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