1. 1 MIS309 Database Systems Introduction to Microsoft Access

2. 2 Introduction In its simplest form, Access is a database application It uses a relational database management model, which means you can relate each piece of information to other pieces of information by joining them.

3. 3 Create Tables By using wizard By entering data By design view – specify field name, data type – set general attributes – set primary key

4. 4 Establish Relationships Click the relationships button on the toolbar Tables are related by matching fields.

5. 5 Types of Queries Select query Update query Append query Delete query

6. 6 Create Queries By using wizard – select table, fields – Not convenient to design complex query By design view By SQL view – Input SQL sentence directly

7. 7 Microsoft Access

8. 8 Defining a New Data Base

9. 9 Naming the Data Base File Name OK Change Name/Directory

10. 10 The New Data Base

11. 11 Tables Row or Record Fields General Relational Data base Table IdNameAgeAddress 214Jones251 New St, Malvern 215 320 Key Field (Indexed)

12. 12 Access Table

13. 13 Define Fields in Table

14. 14 Add The Name Field

15. 15 Select Field Type

16. 16 Set the Field’s Parameters

17. 17 Name as Primary Key

18. 18 Define the Image Field Select OLE Object

19. 19 Image Parameters

20. 20 Click to Save the Table Click Yes

21. 21 Name the Table

22. 22 Table1 is now in the Database

23. 23 Select Forms Select New Form

24. 24 Associate Form with Table Relate Form To Table

25. 25 Create Form for Table1 Select Form Wizard

26. 26 Select AutoForm

27. 27 New Form -Run Mode

28. 28 Close the Form

29. 29 Save the Form Select Yes

30. 30 Name the Form

31. 31 Form is part of the Database Form in Database

32. 32 Modify the Form

33. 33 Delete the Current Title Click The Title and Press Delete

34. 34 Select A in ToolBox for Title

35. 35 Properties

36. 36 Save the Change

37. 37 Run The Form Click Open or Double Click The Form

38. 38 Add an Image Record

39. 39 Type in the Name

40. 40 Select ClipArt File

41. 41 Copy Butterfly to Clipboard

42. 42 Paste Butterfly to Image

43. 43 The Butterfly goes to Image

44. 44 Enter Next Record

45. 45 Insert Object Right Mouse Click

46. 46 Select Object Type

47. 47 Select Graph

48. 48 Graph

49. 49 Clip Art

50. 50 Cartoon

51. 51 Add a “Next” Button

52. 52 Name the Button

53. 53 The Button Event

54. 54 Exit Button

55. 55 Name the “Exit” Button

56. 56 The Exit Button

57. 57 Event Coding Sub Exit_Click () On Error GoTo Err_Exit_Click DoCmd Close Exit_Exit_Click: Exit Sub Err_Exit_Click: MsgBox Error$ Resume Exit_Exit_Click End Sub Basic Subroutine defined for Event Event Operation Exit the Subroutine Error processing

58. 58 Access database wizards, pages, and projects Access' wizards are existing database structures that only need data input.

59. 59 Database Window The Database Window organizes all of the objects in the database.

60. 60 Design View Design View customizes the fields in the database so that data can be entered.

61. 61 Datasheet View The datasheet allows you to enter data into the database

62. 62 Create a Table in Design View Design View will allow you to define the fields in the table before adding any data to the datasheet.

63. 63 Adding Records Add new records to the table in datasheet view by typing in the record beside the asterisk (*) that marks the new record.

64. 64 Hiding Columns Columns can also be hidden from view on the datasheet although they will not be deleted from the database.

65. 65 Finding Data in a Table Data in a datasheet can be quickly located by using the Find command.

66. 66 Table Relationships Relationships can be established to link fields of tables together.

67. 67 Enforce Referential Integrity

68. 68 A line now connects the two fields in the Relationships window. Enforce Referential Integrity

69. 69 Create a Query in Design View

70. 70 Create a Query in Design View

71. 71 Create a Query in Design View

72. 72 Create query by using wizard

73. 73 Create query by using wizard

74. 74 Find Duplicates Query

75. 75 New Query Example Click New

76. 76 Select Design View for New Query Design View

77. 77 Select the Members Table for the Query Add Members then Close

78. 78 Select Fields for Query Select Field

79. 79 Selection Criteria Criteria

80. 80 View the Selected Data View Selected data

81. 81 The Selected Data

82. 82 View Query SQL SQL

83. 83 The Query SQL Code

84. 84 Save the Query Save

85. 85 The Saved Query

86. 86 View the Query Data

87. 87 Create Form by Using Wizard

88. 88 Create Form by Using Wizard

89. 89 Create Form by Using Wizard

90. 90 Create Form in Design View

91. 91 Create Form in Design View

92. 92 Sample Form

93. 93 Adding Records Using A Form

94. 94 Form Controls

95. 95 Reports

96. 96 Reports

97. 97 An Access Report with All Sections Shown

98. 98 Exporting Access Query to Excel Workbook File

99. 99 Reposition and Resize Controls in Subreport

100. 100 Query Data Exported to an Excel Worksheet

101. 101 Import Data from Other Applications as an Access Table You can import data from a variety of other applications, including Excel lists, as an Access table. If you import data from an Excel list, be sure that the range of the list is named before attempting to import the data in the list.

102. 102 Import Spreadsheet Wizard Dialog Box

103. 103 First Row Contains Column Headings

104. 104 “Choose primary key” Option

105. 105 Imported Trial Balance Table in Datasheet View

106. 106 Macros in Microsoft Access Use to Open or Close Forms and Reports Print Reports, or send to other Applications Build Menus Execute a command from a Menu Display Messages or Sound Beeps Start Other Applications

107. 107 A Simple Button Menu Form Open Form A Open Form B Exit

108. 108 Button for Form A

109. 109 Name the Button and Finish

110. 110 The Button to Open Form A

111. 111 Button Wizard gives VB Event Procedure

112. 112 Event Procedure for the OpenA Button

113. 113 Cancel Wizard to Define a OpenB Wizard Off Adjust Size OpenB Open Form B

114. 114 Define a Macro for OpenB OnClick Event Click Dots Select Macro Click

115. 115 Name the Macro Click Open Form B

116. 116 Select OpenForm Click

117. 117 Macro: Open Form B FormB Click

118. 118 System Check Click

119. 119 Add the Exit Button Click Wizard On Click

120. 120 The Exit Button

121. 121 Exit.OnClick Event Procedure

122. 122 Run the Simple Menu Click

123. 123 Event Procedure - Form A

124. 124 Event Macro - Form B

125. 125 Form with Local Event Procedures

126. 126 Local Event Procedures or Functions Click

127. 127 Local VBA Code

128. 128 Module Area

129. 129 Global Values and Procedures

130. 130 How Big with Access There are file size limitations with MS Access. Tables 95 Queries 29 Forms 511 Reports 185 Code 500 (200,000 statements) Table Space 800Mb Code Space 60Mb

131. 131 Garbage Collection Regular Compacting is required to keep size down. (Tools/Utilities/Compact)

132. 132 MS Access - Offers TablesDatabase Table Definition/Entry QueriesSQL Queries against Tables FormsForms to be displayed ReportsReports to be Printed MacrosMacro Commands ModulesVisual Basic Code

133. 133 End of Lecture MS Access is include with some versions of MS Office. It can be learned by experimentation. MS Access is not a full featured database like Oracle but it comes very close and is a good alternative for the PC desktop environment.