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Grauer and Barber Series Microsoft Access Chapter Two
5/9/2019 Microsoft Access
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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 5/9/2019 Microsoft Access
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Creating a Table Two ways to define a table structure
Wizard or Design view (scratch) Design Wizard 5/9/2019 Microsoft Access
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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 5/9/2019 Microsoft Access
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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 5/9/2019 Microsoft Access
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Table Views Datasheet view – shows data in matrix format
Design view – allows for modifications to the table structure or outline Design View Datasheet View 5/9/2019 Microsoft Access
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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 5/9/2019 Microsoft Access
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Properties Field Properties 5/9/2019 Microsoft Access
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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 5/9/2019 Microsoft Access
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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) 5/9/2019 Microsoft Access
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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 5/9/2019 Microsoft Access
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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 5/9/2019 Microsoft Access
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Design/Form/DataSheet Views
Forms Design/Form/DataSheet Views Unbound Control Bound control Calculated 5/9/2019 Microsoft Access
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Properties We can change the properties of an object
Right-clicking an object brings shortcut menu to allow for changes Short-cut Menu 5/9/2019 Microsoft Access
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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 5/9/2019 Microsoft Access
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Creating a Form Ways to Create Form
Menus are similar for creating other objects Form Object 5/9/2019 Microsoft Access
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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 5/9/2019 Microsoft Access
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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 5/9/2019 Microsoft Access
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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 5/9/2019 Microsoft Access
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Adding fields and controls to a Form
Toolbox Added to Form Lookup Wizard Added to Form Option Group Button Added to Form 5/9/2019 Microsoft Access
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Adding a Command Button
Operations for button 5/9/2019 Microsoft Access
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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 5/9/2019 Microsoft Access
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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 5/9/2019 Microsoft Access
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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 5/9/2019 Microsoft Access
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