IT – som værktøj Bent Thomsen Institut for Datalogi Aalborg Universitet

Introduction to MS Access Bent Thomsen

Microsoft Access Window Open Access –Start-Programs-Microsoft Access –Double-click on an Access file (Student Record) Objects Bar Objects Operations Viewing Objects Properties

Microsoft Access Objects Tables –Store information with Columns (fields), rows (records) Queries –Acquire selected information with certain criteria. Forms –Display one record in the window Convenient for entering, displaying, and printing data. Reports –Display records with selected fields in a report layout. Display multiple records in a page.

Microsoft Access Objects Pages –Display records in form of web pages. Macros –A set of commands that are executed automatically one after another. Macros are used to automate the performance of any repetitive task. Modules –Provides a greater degree of automation through programming in Visual Basics for Applications (VBA)

Table-Datasheet View Double-click a table, you are in datasheet view. –Add, edit, or delete records Field NamesCurrent RecordNew Record

Table-Design View Define the table initially and to specify the fields it will contain. Define Field Name Define Field Type

Print or Change Properties of Tables, Forms, Reports, Queries In the database window –Right-mouse click an object (report, form, query, page) Print Cut Copy Delete Rename

Create a Database Start-Programs-Microsoft Access Select Click on

Save the Database Type in name of the database file If you need to save the file into a new folder, you click on and type in the folder name. Click on Type in the file name. Click

Create a Table in Design View Double-click For each field –Type in a field name –Select a data type Select “student ID” field Click on to set a primary key Click on to save the table Type in the table name Click on Click to input data. Use “Tab” or arrow keys to navigate.

Data Input in the Table Click on to go to the datasheet view when you use Design View to create a new table. Type in information in the cells –“ tab” key, or to navigate to a different field. – keys to a different record. –Adjust the column width Move the mouse to the boarder between the two columns until a sign shows, and drag the boarder to adjust the column width. Double-click the boarder between the two columns and the column width will be adjusted automatically. Delete a record, select any cell of the record and click

Add a Field in a Table Created In Design View Add a “parent’s name” field before “address” field – Select the “address” field, go to Insert and select “rows” –Type the “parents’ name” for the field name. –Click to update the table set up.

Create a Table by Using Wizard Double-click on Select the category of the wizard, “business” Select “Student” in the “sample table” window. Select “StudentID” in the Sample Fields window, click on Click on, type in the new name “ID”. Click on Select “Firstname”, “Lastname”, and other fields individually and use to move the field to the selected field window. Click on

Select a Wizard and Fields

Name the Table Type in the name of the table Select, click on

Select a Primary Key Field Select “ID” as the primary key, Next

Set Up Data Input

Create a Table by Entering Data In database window –Double-click – In the Datasheet view Double-click “field1”, type a field name “ID”. Double-click “field2”, type a field name “First Name” … repeat the above steps until you type all the fields. You need to set up a primary key by going to Design View –Click, select “ID” field cell and click Click to save the table. Click to Datasheet View to input data.

Navigating and Updating Data in the Table Previous Record Next RecordAdd a New Record Save Data-Access automatically save a table as soon as you move to the next record or close the table.

Updating Records in a Table Adding a record –Type in the fields right next to Deleting a record –Select a record by clicking, hit “delete” key or. Change a record –Highlight or click the cell you want to change and type new information

Create a Form with AutoForm Form, easy to input and update data, update data on more than one table. In the database window, select the table “anth100address”, go to and select

Modify the Form Click on to switch to Design View Drag the right border of the form box to the right to enlarge the size of the form window. Select the “Mailing Address” box, drag the right border to the right. Click on to switch back to Form View

Save the Form Click on, type in the form name and click

Update Records in a Form In the Design View of the form Use to select a record –Change the information by highlighting a field and typing in new information –To delete a record, select a record and click Use to add a new record. The record will be added to the table simultaneously.

Search for a Record in a Form In the Design View of the form Edit-Find, type the last name “Carpenter”, select the table and “whole field”. Click

Create a Form with Form Wizard In the database window, select Double-click Select a table you want to create a form from. Select a field and click. Click to select all fields. Click

Create a Form from Wizard Select a form layout such as Click Select a style such as “Expedition” Click Type a form title. Select “Modify the form’s design”. Click Then you are in form design view and you may modify the form.

Set Up Relationships In the Access window –Click the “relationship” icon – Click the “add a table icon” –Select “allgrades” table –Click –Select “anth100address” table –Click –Select “anth100grades” table –Click –Add all tables when necessary –Click

Create a Relationship Click on the “ID” field in “allgrades” table. Drag the mouse to the “ID” field of “anth100address” table like you are drawing a line between the two fields. Check “Enforce Referential Integrity” Click

Final Relationship Chart Repeat adding a table and drawing a relationship for all tables. Drag the “Blue” bar on a table to rearrange them as follows and click to save the relationship chart.

Create a Report Report –Display records in selected fields Display students grades for Anthropology 100 with ID, names, final scores, and grades In the Database Window, select Double-click on

Select Fields Select Anth100grades, select a field, click, click Click In the “group” window.

Sort Window Click in the Sort Window. You may sort a field at the report design view later on.

Select Sort Field Select fields for sorting. Click In the report, the fields will be listed in the order as sorting order.

Select Report Layout Select a layout and click

Select a Report Style Select a style and click

Title the Report Type the title of the report, select “modify the report’s design, click. Click to save the report.

Preview the Report Click preview icon to go back to the report preview window.

Create a Query by Using Wizard Running a query is to display selected fields with certain criteria. –Anthropology 100, students who scored higher than 80 with ID, names, final scores, grades. Open the file “Student Records” by double- clicking it. In the Database Window, click Double-click

Select a Table and Fields Select a Table Select a field –Click Click

Select Ways of Displaying a Query

Name the Query

Set Up the Criteria and Run the Query Type in the “>80” in the “Scores” criteria cell. Click to run the query. Click to save.

Create a Query in Design View Display a query for Art 200 grades with ID, Names, Scores less than 90, and Final Grades. In the database window, click on Double-click on Select Click Click to close the table selection window

Select the Table Click, click, click

Select Fields, Input Criteria, Run Query Double-click on ID, First Name, Last Name, Score, and Grade field individually. Type “>70” in Grades/Criteria cell. Click to run the query. Use Edit-Clear Grid to clear the query fields.

A Query with WildCards Using WildCards to select students with Bs grade, including B, B+, and B- –Type “B*” in the criteria cell in the Grade field of Art 200 Grade Table query window. Hit Enter. Click, and double-click Select Art 200 Grade table, click, click Select fields: First Name, Last Name, Scores, Grade. Type B* in the Grade criteria cell of Grade field and hit enter. Click to run the query.

Fields, Criterion, and Run a Query Select fields by double-clicking the field. Type B* in Criteria cell of Grade. Hit enter. Click to run the query.

A Query with Compound Criteria And –One criteria and the other criteria are all met. Students grades >80 in final scores and >80 in final project in Art 200 Type in criteria in two different cells in the “criteria” row. Practice---Grades >=60 and <=90 Or –One criteria or the other criteria is met. Students grades A or B (display A and B students) Type in the second criteria in the “or” row Practice---grades either =90.

“And” Logic Student grades >80 in final project and >80 for final grades –Type “>80” in Final Project and Score cells in the criteria row. Click

“Or” Logic Student grades A or B In the Score fields, type A in Criteria cell and B in Or cell. Click to run the query.

Sorting Data in A Query List student grade query for Art 200 with alphabetical order in Last Name. Select “Ascending” in Sort cell of Last Name field. Click to run the query. Click to save the query.

Set up Calculations in a Query Select “Classes”, “Scores”, and “Grades” fields. Select “Avg” in the “Scores” field in Total row. Select “Count” in the “Grades” field in Total row.

Total Query - Calculations in a Query Display the average score and number of students in all classes. –Click, and double-click –Select “allgrades” table and click and –Select “Classes”, “Scores”, and “Grades” fields in the “field” row. – Click Total icon –In the “Total” row the first “Scores” field, select “avg” The second “Grades” field, select “count”

Query in SQL View Right click on query and select

Plan and Create a Database Determine the purpose of the database. Decide what tables to create (address, grades) Determine fields in each table (Name, phone,…) Decide to create an ID field for each table to serve as the primary key. – The primary key for a table is a unique identifier for each record in the table. Student ID# is a type of primary key in a student database.

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