Microsoft Access Database Creation and Management

The first step in creating a database table is to create its structure. You begin by specifying the fields you want to include and their characteristics. Always create the design of the table before entering data.

Primary Key: –A field that uniquely identifies each record in a table. –Used to sort or index a database. –No two records can have the same primary key. Input Mask –Allows you to simplify data entry for fields that have the same format. –You create the standard format (the mask) Specify field sizes Access

Modifying the Data Table Widen out or narrow down columns to improve appearance. DO NOT CUT OFF WORDS. Add new records. Add new structure items.

Manipulating a Database Sort records into a particular order. –Sort columns in ascending or descending order –Can also sort adjacent columns. Access sorts adjacent columns from left-to-right. –If columns are not in the correct order for sorting, you must rearrange the columns. Access: Samples

Manipulating a Database Filter : Displays only a subset of the entire table that matches your criteria. Every single field shown –You can filter on a single field and one criteria –You can filter on a single field with multiple criteria –Advanced Filter: Filter By Form Allows you to specify criteria for multiple fields Query Design –Specify the exact criteria you wish to view. –View only the fields you wish to see: All other fields not shown.

Common Query Operators Text Criteria“Fred Jones” Greater than > >1000 Less than < <1000 Equal to = =1000 Greater than or equal to > => =1000 Less than or equal to < =< =1000

Creating Relationships Relationships are used to link tables together. Relationships are based upon common fields in both tables. Drag the name from one table over to the next table and a connecting line will appear. Access

Forms Forms are used to customize your data entry screen. You see only the relevant items in the location where you want them. Forms are created for the convenience of the user. You can change locations of fields and colors very easily in the Design screen. Forms are used to update Data Tables. Access

Reports Reports are used to “Dress Up” or summarize your data. Reports can be made from a Table or Query. You can use a Wizard to create your reports or you can customize them to fit your needs. –You can specify sorting orders and you can also group data. Access

Basic Database Definitions Table –All the data relating to a particular subject. Record –An individual entry in a table. –Like a file folder. Field –Piece of information in a record. –Last Name, First Name, Address, City

Access Database Objects Table Object –Data Table: Basic area where your data is stored and manipulated. Query Object –Results of a question or condition you outline. –All students at KSU who belong to the CBA. Form Object –Data entry screen that you can customize. –Used to add new records. Report Object –Used to print and emphasize specified information.

Database Views Design View –Lets you see the structure of the database and create its properties. Datasheet View –Lets you see the actual data.