Using Microsoft Access

8/12/2019 Using Microsoft Access

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CE 8-2

Q1: How do I create tables?

Q2: How do I create relationships?Q3: How do I create a data entry form?

Q4: How can I create queries using the querydesign tool?

Q5: How do I create a report?

Study Questions

Copyright 2010 Pearson Education, Inc. Publishing as Prentice Hall CE 8-2


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CE 8-3

Office.microsoft.com/en-

us/access/default.aspx Access 2007 Help

Access 2007 Training

Access 2007 DemosAccess 2007 Online Course

http://office.microsoft.com/training/training.aspx

?AssetID=RC101933201033

Access Online Learning Resources

CE 8-3Copyright 2010 Pearson Education, Inc. Publishing as Prentice Hall


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Q1: How Do I Create Tables?

Create data model from users requirements

Transform model into database design Select a primary key

Select a foreign key

Copyright 2010 Pearson Education, Inc. Publishing as Prentice Hall


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Attributes of the Database

CE 8-5Copyright 2010 Pearson Education, Inc. Publishing as Prentice Hall


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PROSPECT Data

Table 1 CE6-2



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WORK Data

Table 2 CE6-2



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Starting in Access



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Click on Blank database at top of list

Provide file name in lower right-hand cornerbox

Click on folder icon to browse to a folder to

save the database file Click on Create

Window will open to a blank table

Creating a Database with Access2007



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Creating a Database with Access2007 (contd)

Click on the View icon in top left-hand corner

Enter a table name in the pop-up box Window will change to Design View where

you can name the fields of the table, data type

and field properties.



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Table Design View



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Screen has two parts

Upper part Enter name of each attribute (Fields)

Enter Data Type

Enter Description (optional provides documentation)

Bottom part

Set properties for each field

Creating Tables in Access, Step 1



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Creating Tables in Access, Step 1(contd)



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Creating Tables in Access, Step 2



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Complete Sample PROSPECT Table



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Finished WORK Table



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Creating Tables Steps (contd)

1. Enter Field Names and Data Types

2. Establish field lengths3. Select primary key (Click on Primary Key

icon)

4. Save table by clicking on diskette icon (upperleft of Window)



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Defining relationships

Go to Tools Select Relationships

Window opens

Show Tabledialog box displayed

Double-click on names of tables

Tables added to Relationshipswindow

Close Show Tabledialog box

Q2: How Do I Create Relationships?



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Show Table Dialog Box



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Click on the attribute in one table

Drag it on top of the attribute in the secondtable

A dialog box appears

Click Enforce Referential Integrity Click Cascade Update Related Fields

Click Cascade Delete Related Fields

Close Relationshipswindow

Save changes

Creating Relationship Between

Two Tables



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Creating Relationship Between

Two Tables (contd)



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Completed Relationship Between

PROSPECT and WORK Tables



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Tables with Data Entered

PROSPECT



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Tables with Data Entered

WORK



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Use the default table display

Displays related records Limited capability

Interface not pleasing

Use Access Form Wizard Click on Forms

Double-click on Create form

Select table from Tables/Queriescombo box Double-click on double chevron button

Q3: How Do I Create a Data Entry

Form?



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Enter Data with Default Table Display



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Click Create tab to open Create ribbon

Click on PROSPECT table Click Form

Access uses table metadata and relationship

to create data entry form Add, update, delete data in the form

Q3: How Do I Create a Data Entry

Form? (contd)



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Starting the Form Generator



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Resulting Data Entry Form



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Process for Reformatting Data Entry

Form



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Access processes SQL query language

Provides graphical interface to create queries Access generates SQL statements

Creating queries

Click Queries Double-click Create, then QueryDesign

In Show Table, click to select table, then click Add

See tables appear above Query Design form Access shows relationship between tables

Q4: How Can I Create Queries Using

the Query Design Tool?



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Creating a Query, Step 1



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Creating a Query, Step 2



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Drag columns from tables into grid

Lower part of query definition form Click red exclamation point icon

Access will show rows that have value

matches in all tables Click Save icon

Creating a Query (contd)



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Results of TotalDonationsQuery



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Result of More Advanced Query

NameAndDonation



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Double-click Create

Select Report Wizard

Select table in Table/Queriescombo box

Highlight table PROSPECT, highlight Name in AvailableFieldslist

Click single chevron >

Add EmailAddressthe same way

Select WORKtable, add fields Date, Hour, NumCalls,

TotalDonations Click Finish

Q5: How Do I Create a Report?



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Selecting Data to Show in a Report



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Report Design View



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Click Group and Sortin Grouping & Totals

section of ribbon Bottom of form, click More

Then click down arrow to with no totals

Click Reporticon in Viewsection of ribbon See result on next slide

Grouping and Totaling



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Report with Sum of TotalDonations



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Changing Size of EmailAddressField

in Layout View



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Final Version of Report



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Q1: How do I create tables?

Q2: How do I create relationships?Q3: How do I create a data entry form?

Q4: How can I create queries using the query

design tool?Q5: How do I create a report?

Active Review



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All rights reserved. No part of this publication may be reproduced, stored in aretrieval system, or transmitted, in any form or by any means, electronic,

mechanical, photocopying, recording, or otherwise, without the prior writtenpermission of the publisher. Printed in the United States of America.

Copyright 2010 Pearson Education, Inc.Publishing as Prentice Hall

Using Microsoft Access

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