1. Grauer and Barber Series Microsoft Access Chapter Two
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Microsoft Access

2. Case Study: A Student Database
Database development
Include all of the necessary data
Review output to determine input
Store data through objects via separate table structures
Do not specify calculated fields
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Microsoft Access

3. Creating a Table Two ways to define a table structure
Wizard or Design view (scratch)
Design
Wizard
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Microsoft Access

4. Identify table structure
Indicate the name of the field
Can be up to 64 characters in length, including letters, numbers, and spaces
Indicate Data type
Number field Text field
Memo field Data/Time
Currency Yes/No
OLE Object AutoNumber
Hyperlink
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Microsoft Access

5. Identify Primary key in table structure
Indicate the primary key for the table
Primary key is unique for each record
Examples of a Primary key include
employee numbers and social security number
bank account numbers and student numbers
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Microsoft Access

6. Table Views Datasheet view – shows data in matrix format
Design view – allows for modifications to the table structure or outline
Design View
Datasheet View
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Microsoft Access

7. Properties Properties contain attributes about database fields
These include items such as:
Field size Format property
Input Mask Caption property
Caption Property Default Value
Validation Required Property
Allow zero Length Indexed Property
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Microsoft Access

8. Properties
Field Properties
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Microsoft Access

9. Hands-On Exercise One
Start Microsoft Access using start, programs, Microsoft Access
Choose a new database using Blank Access Database
Save the new database in your Exploring Access Folder with a filename of My First Database
Click tables, new, table wizard
Choose the fields to include in table
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Microsoft Access

10. Hands-On Exercise One Follow the wizard questions and indicate
Name of table and Primary key
Add additional fields to include in database
Indicate the primary key and additional properties of fields (field size, for example)
Use View, datasheet view to enter records into newly created table.
Use File, Print to print the table
Use File, Exit to leave Access (leave disk in drive a when using File, exit command, then retrieve disk)
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Microsoft Access

11. Forms Form allows for an easy way to enter and display data
Data in form is stored in underlying table
Form has two views
Form view – shows actual form with data
Design view – allows for changes to be made to form
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Microsoft Access

12. Controls Forms contain controls. Three types of controls
Bound – data source is a field in table (text boxes)
Unbound – no data source – examples include titles, labels, lines, graphics, or pictures
Calculated Control – calculated item using arithmetic operators
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Microsoft Access

13. Design/Form/DataSheet Views
Forms
Design/Form/DataSheet Views
Unbound Control
Bound control
Calculated
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Microsoft Access

14. Properties We can change the properties of an object
Right-clicking an object brings shortcut menu to allow for changes
Short-cut
Menu
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Microsoft Access

15. Form Wizard Use the Form Wizard to create the form
System will prompt as to process in creating form
Other ways to create a form include
Design View (Create form from scratch)
AutoForm: Columnar
AutoForm: Tabular
AutoForm: Datasheet
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Microsoft Access

16. Creating a Form Ways to Create Form
Menus are similar for creating other objects
Form
Object
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Microsoft Access

17. Hands-On Exercise Two
Use File, New and create a new database (.mdb extension)
Use Forms, New, Form Wizard and indicate name of table or query to to create a new form from
Follow the prompts and select your choices, including, fields, layout, and style
Save the form and modify the design form
Click various controls on the design view and make necessary changes
Add a calculated control on the form
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Microsoft Access

18. Hands-On Exercise Two
Right-click various objects on the design form and make necessary changes
Use the view button to switch to form view and add a new record.
Use File, Save to save changes
Use File, Close to close the form
Use File, exit to exit Access
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Microsoft Access

19. Add new fields to table Structure
Open database and choose tables button
Indicate table to open
Use Design view and
Change table structure
Table Object
Table Students available
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Microsoft Access

20. Adding fields and controls to a Form
Toolbox
Added to Form Lookup Wizard
Added to Form
Option Group Button Added to Form
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Microsoft Access

21. Adding a Command Button
Operations for button
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Microsoft Access

22. Hands-On Exercise Three
Use File, Open and open a database
Click the tables button and choose the student table
Use View, design menu or design button to open the table structure
Add new fields to the table structure
Lookup Wizard data type
Use the save button to save table structures changes
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Microsoft Access

23. Hands-On Exercise Three
Choose the forms button and choose the student form
Use the design to open the format of the form
Click and drag fields from field list to area on screen
(System will add unbound and bound control for the field)
Use the Toolbox toolbar and add an option group button for campus field
Use the Toolbox toolbar and add a command button
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Microsoft Access

24. Hands-On Exercise Three
Use File, Page Setup to change page setttings
Click the form object and choose the students form
Use the add record command button and add a record to the underlying table
Use File, Print to print the current record
Use Close Form command button to close the form
Use File, Exit to leave Access
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Microsoft Access