Microsoft Access

1 Access is a Database Management System (DBMS) that is used to find data based upon tables

in which data records are stored. It provides an extremely fast and accurate way to manage

even large amounts of data on any subject.

Starting Access Access can be started by choosing the Start – All Programs – Microsoft Office 2007 – Microsoft

Access 2007 options from the desktop.

Opening a Database A database is a collection of objects that work together to store, retrieve, display, and

summarize data.

Above, is the opening screen. Here, it is possible to:

Open previously opened databases o Clicking the More option lists a My Documents dialog to browse the file system

Create a blank database

Choose from pre-made, on-line styles available from the Internet

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Opening an existing database displays:

The database name at the top of the screen

Database objects in the Navigation Pane

The Access Screen The Access screen looks like the other Office 2007 applications with the ribbon, title bar, quick

access toolbar, and status bar (at the bottom).

Database Objects

Microsoft Access

3 Navigation Pane

Double clicking an object in the navigation pane opens it with its name at the top. Opening

several objects simultaneously creates tabs in the main part of the screen. Clicking on any of

these tabs opens that object.

Below is an example of an Access screen with tabs for tables, a query, and a report.

Shutter Bar –

Lists objects

in the

database

Ribbon

Quick Access Toolbar Office Button Title Bar

Status Bar

Microsoft Access

4 Records

Databases are configured in two-dimensional grids. Each horizontal row is called a record.

Each record contains a series of fields represented by columns.

Below is an example of the Member table. Each row is a record consisting of a series of fields

which are labeled at the top (i.e. Member ID, Last Name, First Name, etc.).

Navigating Records

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Editing Records

Individual records can be accessed using the Record Navigation Bar located at the bottom of

the data sheet:

Moving to the next record using the Tab or Enter keys will select the contents of the data cell

moved to. From there, simply keying in data will delete the original and replace it with the

keyed data.

Clicking to move to a new cell will place the insertion point at that point in the cell and it can

be moved using the arrow keys. The Delete key will delete characters to the right of the

insertion point and the Backspace key will delete characters to the left of the insertion point.

Changes can be reversed using the Undo Button on the Quick Access Toolbar.

Selecting Records and Fields

Records can be selected using the Record Selector located at the left of each record. Fields can

be selected using the Field Selector located at the top of each field. The entire datasheet can

be selected using the Datasheet Selector located at the upper left corner of the datasheet.

First

Record

Previous

Record

Current Record

Next

Record

Last

Record

Add a New Record

Field Selectors

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Selecting Duplicate Records or Fields

A range of records or fields can be selected by:

Click a record or field selector – hold the Shift Key – click another record or field

selector. The two selected items and all those between the two selected items will be

selected.

Click and drag over a range of either fields or records.

Deleting Records

Click the desired record selector(s)

Press the Delete Key on the keyboard

In the resulting dialog box, click YES to permanently delete

Copying and Moving Records

Copy and Cut work the same in Access as they do in the other Office 2007 applications. Care

must be taken when copying or moving a record so as not to inadvertently overwrite existing

data that you want to keep. To avoid this problem, when pasting the data, click the down-

arrow in the paste button and choose the Paste Append option.

Changing Row Height

Point to the border between two row (record) selectors

Left click and drag until the height of the upper row is adjusted to taste

OR

Click the More Button in the Records Group in the Home Tab

The Row Height Dialog opens and a height can be entered

Record Selectors

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Changing Column Width

Point to the right border of the column (Record) to change

Left click and drag to the desired width

OR

Point to the right border of the column to have Access auto-fit its width

Double click on the border to auto-fit the width to accommodate the widest data

element

Rearranging Columns in a Datasheet

Click the Field Selector of the desired field(s)

Left click and drag to a new location

Freezing Columns

To keep columns at the left from scrolling off the screen when the table is too wide:

Select the field selector(s) of the columns to freeze

Choose the More Button in the Records Group in the Home Tab

Click the Freeze option (The unfreeze option removes any freeze that was set.)

Changing Background Row Color

Datasheet rows are, by default, colored with alternating white and gray. Changes to this theme

are accomplished by using the Alternate Fill/Back Color button in the Font group in the Home

tab.

Clicking on a color from the palette applies that color to the background of the selected row.

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Previewing and Printing a Table

Print Preview in Access, as with all other Office applications, is accessed by clicking the Office

Button and then choosing Print Preview from the Print options. Clicking the Close Print

Preview button returns to the datasheet.

Printing a Table

The print options dialog is accessed by using the Print option from the Office Button:

From here you can choose to

print all the records or only

some of the records.

Using the Quick Print option

from the Print Options in the

Office button will print the

entire datasheet

immediately.

Saving and Closing Objects

As changes are made to the object’s data, Access saves the changes automatically. Changes to

the layout of the object are NOT automatically saved. To save all changes, use the Save As

option for an unsaved new object or the Save option for a previously opened or saved object.

Clicking the Close Button closes the object.

Compacting and Repairing a Database

As records are removed and others are added, the database may become fragmented. Or,

databases may sometimes become damaged. To fix these situations, use the Manage option

from the Office Button and click the Compact and Repair Database option.

Closing a Database and Exiting Access

Use the Close option from the Office Button to close a database. To exit, either use the Exit

option from the Office Button or click the close button on the title bar.

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Lesson 2 Creating a Database

In addition to a blank database option, Access provides templates for specific data types such as

Assets, Contacts, Issues, Events, etc. When using one of these templates, Access creates tables,

forms, queries, and reports automatically. Most of the time, you will use the Blank Database

option

The blank database will begin with a blank table.

From here, you can add fields to the table. Clicking the Save option from the Office Button

prompts a name for the table. The new table will include the ID field which is the default

primary field. The primary field is the field which will be unique for each record in the table.

The primary field can be changed later.

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Upon clicking the Save Button or

opening another table or closing

the database, will prompt a save

of the table:

Entering Field Names

Field names can be added by double clicking the field name text box and typing the name of

the field. Pressing the Tab key creates another field box. After all field names have been

entered, pressing the Tab key twice will end the entry of field names.

The Open/Close Shutter Button will make the navigation pane open or close.

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Data Types

Entering Records in Database View

Changing a Field’s Data Type in Datasheet View

Typing a name in a field automatically sets that field to a text data type. Typing a date in a field

causes that field to be set to a date data type. Entering numbers in a field sets that field to a

number data type.

To change a field’s data type, select that field and click the data type arrow and choose the

desired data type.

Microsoft Access

12 Working in Design View

Click the View Button in the Views Group in the ribbon

Choose the Design option

In this view you can change a field’s data type, name, and its properties. You can also assign a

primary key to a field.

Adding, Deleting, Renaming, and Rearranging Fields in Design View

The position of fields can be

changed by clicking and dragging

the record selector up or down the

list

Fields can be renamed by double-

clicking the name and keying in the

new name for the field

Current Field

Design Grid

Field Properties Pane

Primary Key Symbol

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13 Fields can be added by selecting the field where the new field should go and then clicking the Insert Rows button in the ribbon

The data type can be changed or created by clicking the Data Type Arrow and choosing the desired data type for the field

Microsoft Access

14 After designating the data type, pressing the Tab Key highlights the Description Property box. This is optional and is used to explain the field’s function.

Changing Field Properties in Design View

Depending upon the field’s data type, it is given certain properties. Field Properties describe a

field’s contents beyond the data type.

Field Size

Text – Maximum number of characters allowed in the field

Numbers – Default is long integer (large negative and positive numbers)

o Can also choose integer, single, double, byte, Replication ID, and decimal

o Choose integer or long integer for whole numbers

o Choose either single or double for decimal numbers

Choose a size as small as possible that still has capacity for the maximum number

After changing the field size, a message will appear saying that data contents may

change as a result

You cannot undo field size after saving the table

Double click the

current field size to

select it

Retype the new size

In number data

types, a down arrow

will allow you to

choose the field size

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Field Format

The field format determines how data will be displayed. It is changed in the Format Property.

The date data type includes a down

arrow in the Format option that

includes several ways to show dates.

When a field has a description it will appear in the status bar on the left side.

Setting a Field’s Default Value

This property determines what the value for a field will be whenever a new record is added to

the table.

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The Required Property

Setting this property

means that every record

must have a value in that

field.

Adding a record without this field will result in an Access error message

Changing this value will result in an Access message stating that it is checking every record

to be sure they all comply

with this rule upon saving

the table.

The default value is NO

Microsoft Access

17 Lesson 3 Creating Queries A query is an Access object that asks questions of the database. The questions are called

criteria or conditions that Access uses to pull certain records out of the table(s).

Click the Query Wizard button in the Other group in the ribbon.

Choose the Simple Query Wizard option in the

New Query window.

In the Tables/Queries dialog, choose the

table for which the query should be

created.

The fields in that table will then appear in

the Available Fields dialog.

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Choose the fields in the chosen

table that are desired in the query

and press the Select Single Field

button to send that field into the

Selected Fields window.

Then, click the Next button.

Choose the Detail (shows every field of

every record) button.

Click the Next button.

Key the name of the query in the name

box.

Choose the Open the query to view

information option

Click the Finish button.

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The query datasheet opens with the

contents of the chosen fields listed.

Sorting Data

Sorting data means to order the contents of the query numerically or alphabetically keyed upon

the chosen field in either ascending or descending order using the appropriate sort buttons.

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20 Filtering Data

Filtering means to display only those records that fit the criteria.

Select the value of the field in a given record

Click the Selection button

o Choose the criteria from the resulting list

Click the Toggle Filter button to filter the data as per the selections

To refine the filter further, double click a word in the criteria and repeat the process:

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21 Click the Selection button

Click the Contains … button from the drop-down list

Clicking the Toggle Filter button turns the filter off and allows all records to appear

Clearing All Filters

Click the Advanced Button

Choose the Clear All Filters option

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22 Advanced Filter

Choose the Advanced button in the Sort & Filter group in the ribbon

Choose the Filter By Form option

Choose the down arrow in the field from which the filter should come

Choose the value to filter on

Click the Toggle Filter button

The records containing that value in that field will appear

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23 Sorting From the Filter By Form

Choose the Field Header down arrow

Choose the type of sort

Creating a Query in Design View

In the Create Tab, choose the Query Design button.

In the Show Table Dialog, choose the table(s) you want to include in the query Click the Add button to add the table to the query Click the Close button to close the Show Table Dialog

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24 Double click the table name header

in the table(s) to be used in the query o All of the table fields will then

be selected

Drag any of the selected field names into the first column of the query and all of the fields will be added to the query

Click the Save button in the quick access toolbar and name the query as you would like it to be called

Moving and Sorting Fields in Design View

Click the bar at the top of

a column to move (this

will select that column)

Click and drag the bar to

the desired new position

of the column

Release the left button to

drop it into place

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25 To sort on a field:

Click in that field’s Sort Box

Click the resulting down-arrow

Choose Ascending, Descending, or Not Sorted(to turn the sort

off)

To do a sub-sort (In the event the primary sort runs into an equal value):

Follow the same procedure in another column in the grid

Adding a Criteria to a Field

To limit the query to a certain value in a given field:

Click in the Criteria Box in the field containing the desired value and type that value in

Click the

TAB key to

set the

value (it

will be

enclosed

in quotes)

Running the Query

Save the query

Click the Run button in the Results Group in the Design Tab

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26 The query results shows with the data sorted as requested (in this case, ascending by

data and descending by Order Number)

Creating Table Relationships

Relationships between tables can only be accomplished if the tables have a Matching

Field, that is, a field with the same data type, field name, and data in it.

Most relationships are a one-to-many relationship

o One record of the primary table can match many records in the related table

Table relationship rules are called Referential Integrity which protects data in the tables

from being accidentally deleted or changed

o Use the Enforce Referential Integrity option when creating the relationship

Click the Relationships

button located in the

Database Tools tab

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27 Click the Show Tables

button

In the Show Tables

Dialog, choose the

tables to include in

the relationship

o Click Add to

include each

individual one

In the example to the left, the

matching field is the Product ID field

Drag from the matching field listing in

one table to the matching field listing

in the other

Check the Enforce Referential

Integrity box

Click Create

The relationship is made

Close the Relationship Tools Design tab

Choose Yes to save the relationship

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28 Viewing Related Records

Open the primary table

Click the expand indicator (plus sign) for any record(s) in the matching field

o Those records in the related table matching that entry will be displayed

Creating a Multitable Query

Click the Query Design button from the Create Tab

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29 Click on the tables to

include in the query,

clicking the Add button

after each selection

Double click the field listing in any of the tables that are desired to be in the query

In the example to the

left, the Order Number

field in the Orders Table

was double clicked, as

were the other fields in

the Products Table

o It does not

matter from

which table the

matching field is

chosen as its

values are

identical

Set the criteria and sorting options as desired

Press the Tab key

Choose the Save button

Click the Run button to see the results of the query

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30 The query to the left

uses the listed records

from the two related

tables to list all of the

records by Product

Name in ascending

order that have a

Units In Stock value of

zero

Using Operators in a Condition

The criteria below was changed to list those items with Units In Stock greater than 5

Below is an example of a query with Units In Stock greater than 5 AND Retail Price less than

$20

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31 Below is an example of a query with Units in Stock greater than 5 OR Retail Price less than $20

Calculating Data

Calculated fields are fields that represent the result of a calculation. For instance, the current

date minus birth date equals age.

Create a query and add the desired tables as before

Double on the tables’ field names to add the desired fields to the query

Right Click in the field header to contain the calculation

o Choose the Zoom option

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32 Key in the desired calculation (below is an example of the quantity ordered times the

unit price) in the Zoom Dialog

Click OK

Save the query and run it

The results appear below:

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33 To change the name of the field from Expr1 to Order Line Total

o Change to the Design View using the View Button

o Double click on the Expr1 TEXT ONLY

o Key in the text Order Line Total

o Press the Tab Key

o Save and run the query to see the new field label

Use the Manage – Compact and Repair Database options from the Office Button to be

sure all data integrity is assured and close the database

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34 Creating and Modifying Forms Forms represent data in a more manageable, concise way. They are created based upon the

data in tables or queries. These tables or queries are called the record source. Forms created

with tools are opened in Layout View.

The split form tool creates a form with the control objects (text boxes and labels) at the top and

the data table or query at the bottom.

Choose the table or query

to be the record source for

the form

Click the Form button in

the Create tab on the

ribbon OR

Split Form Button to

create a split form OR

More Forms button to see

additional options such as

a datasheet form

Right clicking on the open form’s

tab allows you to save or close and

rename any form(s) that are open.

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35 The Form Wizard walks you through the creation of a form.

Click the down arrow on

the More Forms button to

see the Form Wizard option

Choose the desired table or query to be the record source

Use the Select All Fields

button to designate all of

the fields in the table to

appear in the form OR

Use the Select One Field

button to select only the

field selected

Click the Next button when

all selections have been

made

Choose the type of table desired

Click the Next button

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36 Choose one of the many

form styles available

Click the Next button

Name the form

Choose the view in which to

open it

Click the Finish button

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37 Navigating a Form

The Record Navigation Bar includes buttons and text boxes to move within the records in the

record source:

Highlighting the contents of the Record Box and typing a record number in it will bring

that record up in the form

Using a Form to Find an Replace Data

Highlight the word to find

Click the Find button in the Find Group on the ribbon

Clicking Find Next will open

the next record that matches

the criteria

Here, the Affiliation field

must have McCormack in it in

order to match the criteria

First Record

Button

Previous Record

Button

Current

Record Box

Next Record

Button

Last Record

Button

New Record

Button

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38 Here, if Any Part of the Field contains the word, it will be shown

Click Find Next to see

the next record that

matches the criteria

Keep clicking until

Access gives you a

message saying that it

is at the end of its

search.

Clicking the Replace

Tab allows you to not

only find an entry but

replace it with a

different entry

Here, McCormack will

be replaced with

Greene

Using a Form to Update Data

Click to highlight text to

be edited

Type the new text

Press the Tab Key to

make the change

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39 Add a New Record

Click the New Button in the Records Group in the Home Tab

A new blank record

appears, into which

data can be

entered

After entering all of

the new data, press

the Tab Key to add

the record to the

data sheet and

display a new blank

record

Opening the record

source shows that the

new record has been

added

Close the form to make

the addition permanent

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40 Using a Form to Delete Data

Deleting an entry in a field can be undone but once an entire record is deleted, it can only be

re-entered by typing its

data in again.

Open the form

again

Highlight the text

to be deleted

Click the Delete

Button in the

Records Group

The selected text is

deleted but can be

gotten back with

the undo button

To delete a record,

click the down arrow

in the Delete Button

and choose the Delete

Record option

The dialog at the left appears

Click the Yes button to allow

Access to delete the record

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41 Creating and Modifying a Form in Layout View

Choose the Blank Form button from the

Create tab

The Field Listings pane appears

o Click the + to expand the listing

Double click the listing(s) needed in the form

o That label and text box control appears in the form

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42 In the Fields Available in Related Tables pane, click the expand ( + ) button to see the

fields in tables related to the original table used

o Double click any that you would like to include in the form

Below, we double clicked the First Name field in the Brokers Table listing and it

appeared as a combo box in the form

Clicking the Property Update Options button allows you to change the combo box to a

text box.

Continue this procedure until all of the related table fields are included in the form

Click the Add Existing Fields button to finish creation of the form

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43 Adding a Title to a Form and Changing its Format

Choose the Layout View from the Views

Button on the ribbon

Choose the Title Button from the Format

Tab on the ribbon

The default

heading appears

and can be

changed

You can then change the font

attributes from the Font Group

in the ribbon to suit your needs

o Bold, Italics, Underline

o Font Color

o Fill Color

o Etc.

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44 Resizing a Control in a Form

Choose the control you wish to resize

Point to the edge of the control

where you wish to make a change

When a double arrow appears

o Left click and drag it the

direction you wish to go

o The number of characters the

new control size can handle

appears in the status bar at

the bottom left

Moving a Control in a Form

Click on any control you wish to move

o Hold the shift key while clicking on

additional controls to select them all

Click the Remove Button in the Arrange tab to

remove all selected controls

o The labels and text boxes are all

selected with an orange outline

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Click and drag the

selected controls to the

location where you would

like to place them

Adding an Unbound Control to a Form in Design View

Go to Design

View

Click and drag

the bottom of

the Form Footer

down (in this

case, about ½

inch)

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Click the Label

Button

Point to the area

in the footer

where you would

like to place the

label

o Left Click

Type your name

in the text box

Press Enter

The name will

appear on the

form

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Previewing and Printing a Form

Use the Office Button – Print – Print

Preview combination to see what the

printed form would look like.

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The print option allows

you to print all of the

pages or choose a

range.

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49 Creating and Modifying Reports

Using the Report Tool

Select the table or query for which

you want to create a report

Choose the Report Tool from the

Create Tab on the ribbon

o All of the fields in the table are

included in the report

Save the report

Using the Label Wizard

Highlight the table or

query for which you

would like to make a

report

Choose the Labels

option from the

Create Tab

Choose the type of

label desired

Click Next

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Choose the text

properties desired

Click Next

Double click the

field names you

desire to be

included in the

label

o Be sure to

include

spaces and

commas

between

fields as

desired

o Press Enter to add a line on the label

Click Next

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51 Choose the field(s) you

would like to use to sort

the records for the

labels

Here, we sort by Last

Name

Click Next

Name the label report

Choose to See the labels

as they will look printed

if everything has been

configured to your

liking, otherwise, the

Modify the Label Design

option will allow you to

make changes

Click Finish when

completed

The list

document

appears as it

would be

printed

Close the Print

Preview

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52 Close the report document

using the X in the upper

right hand corner

Using the Report Wizard

Choose the Report Wizard

button from the Create Tab

on the ribbon

Choose the table(s) or

query(s) desired

Double click on the field

names to be included in the

report

Click Next

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If there are fields from

more than one table or

query in the report,

choose the one by

which you want the

data to be viewed

Choosing a different

one may result in the

report being grouped in

several levels

Click Next

If you don’t want to add another grouping, click

Next

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Choose the field upon

which you would like to

sort the report

o You can include up

to four fields

Click Next

Choose the Layout and

the Orientation desired

Click Next

Choose the desired Style

Click Next

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55 Key in the desired name for

the report

Choose to Preview the

Document

Click Finish

The report document appears

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Clicking the Shutter Bar Open/Close Button opens

and closes the task pane

Using the Zoom – Fit to Window options from the ribbon, resizes the report so the

entire sheet will appear

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57 Modifying the Report in Layout View

Click the Layout View button in the Status Bar

Or

Choose the Layout View option in the Views Group of

the ribbon

Select the field header of the field you wish

to adjust

Point to the right border of the header

until the double arrow appears

Drag the border until the desired number

of characters appears in the status bar at

the lower left

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58 Modifying a Report in Design View

Choose the View – Design

View options from the

ribbon

Report Header – Printed once at the top of the first page of the report

Page Header – Printed at the top of each page of the report

Group Header – Printed at the beginning of each new group of records

Detail – Printed once for each row in the record source. Contains main body.

Group Footer – Printed at the end of each group of records and usually includes

summary options

Page Footer – Printed at the bottom of each page. Usually includes page numbers etc.

Report Footer – Printed once at the bottom of the last page of the report. Usually

includes grand totals etc.

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59 Adding a Line to a Report

Point to the bottom of the area to add the line (In this case – the Report Header

Drag down to widen the area

Choose the Line Tool and, while holding the SHIFT key, drag a line where desired

Use the Thickness Tool to

choose a line thickness

Use the Line Type tool to

choose a line type

Use the Line Color tool to

change the color

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60 Adding a Label Control to a Report

In Design View, click the

Label Tool

Point to the area in

which the label should

be placed

Left click to insert the

label

Type the text desired

(In this case, we insert a label in the Page Footer area)

Moving a Control in Design View

Any control can be moved to a different location by pointing to it and, when the 4-way arrow

appears, left click and drag to the new location.

Setting a Report Property

Report properties are listed to the right of the report in the properties task pane.

Click the Property Sheet button in the Tools Group in the ribbon

Select the text in the line for the property desired and change it

Below, the current Width setting is selected

Change it to the new width to make

it printable

Press the Tab Key

Microsoft Access

61 Now, the entire report fits on one sheet of paper in Landscape Orientation

Adding a Picture

to a Report

In Design

View, click the

Logo Button

The Insert

Picture Dialog

appears

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62 Drag the

image to the

location

desired

Prior to closing a database after it is saved,

choose the Compact and Repair Database

option from the Manage option from the

Office Button.