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MS Access 2003 Tutorial Handouts

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					Enabling the Enablers Through Information Technology                                 1

Lesson 1: Getting Started with Microsoft Access
Introduction to Database

Database is basically a collection of data or pieces of information that is related
to a particular subject or purpose. Databases are intended for storing and
maintaining large amounts of information.

Tables, Fields, and Records

Information in a database is usually organized and stored in a Table. A table has
rows and columns. Rows in a table are called Records; and columns are called
Fields. A field is a category or type of information. A record is the set of fields for
a specific item.


Lesson 2: Working with Database and Tables

Creating Access Database

To create new database, do the following:
   1. First create New database file.
   2. On the taskbar click on Create a new file…




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   3. Click on the option Blank database… in the task pane that appears to the
      right of the screen, or click on the New button on the Standard toolbar.




   4. The File New Database dialog box will appear to specify the file name of
      the database to be created. Choose what location you want to Save in:
      and give the database a file name. Click on Create to begin.




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   5. A new database is created, the Database Window will appear.




Creating and Modifying Tables

To create a new table, do the following:

   1. Click on the New button on the Database window toolbar.
   2. The New Table dialog box appears and lists the following options:
      Datasheet View, Design View, Table Wizard, Import Table, and Link table.
                       Allows one to build a new table by entering data
                       directly into the datasheet. Table is ready to accept and
                       store data, and the fields for the table are automatically
 Datasheet
                       created, using default field names. The data types of
                       each fields are automatically defined, based on the
                       type of data entered into the field.
                       One can create and define each field name, data type,
 Design View
                       and primary key.
                       Opens with a list of sample tables and fields. One can
 Table Wizard          choose the table and fields appropriate for database
                       and modify it later.
                       One can import the data that is already exists in
 Import Table
                       another file, instead of typing them all over again.
                       One can import data into Access database from
 Link Table
                       another application such as Excel.




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Entering Data in a Table

   1. Enter the field names for the table.
   2. After entering field names, click on the      to close the table.
   3. Give the table a name.
   4. You will be prompted for a primary key. It is suggested to click on Yes as
      this will assign each client an identifier in your database.
   5. As you saved the table, it will appear under tables in the Database
      window.

Data Types and Format

   1.   After you enter a field you want to select a data type.
   2.   Click on the down arrow under data types and pick Date/Time.
   3.   Under the tab called general, select short date.
   4.   Enter the next Field Name.

Changing Field Types

To change the field type, do the following:
   1. Select the table name where one wants to change field type.
   2. Click the Design button in the Database window.
   3. Select the field.

                                    Field Data Types
                       Contains alphanumeric characters and special symbols,
 Text
                       this is the default type.
                       Contains combination of text and numbers. Memo can store
 Memo
                       up to 65,535 characters.
 Number                Contains numbers that are to be calculated.
                       Stores date and time values from the year 100 through
 Date/Time
                       9999.
                       For money, such as price or cost. This is used to calculate
 Currency
                       money.
                       For automatic entry of non-repeating, sequential numbers
 AutoNumber
                       that uniquely identify a record in a table.
                       For entries that must be answered by Yes or No, True or
 Yes/No
                       False, On or Off.
                       For storing text, spreadsheets, pictures, sounds and other
 OLE Object
                       data created in Word, Excel or other programs.
                       For entries that contain hypertext to the internet, intranet, or
 Hyperlink
                       hard drive locations of your computer.
                       For choosing entries either from a specified table or from a
 Lookup
                       list of entries you create.




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Lesson 3: Working with Queries

Creating Query using Design View

To create a query, do the following:

   1.  Click on Query under the Objects list in the Database window.
   2.  Click on Create Query in Design View.
   3.  On the Show Table dialog box, select the Tables tab.
   4.  Select the table you want to create query, then click on Add.
   5.  The table’s field list will appear in the Select Query Box.
   6.  Click on the down arrow and select the field(s) you want to include in your
       query.
   7. Once you have selected the fields, click on the to close the query.
   8. You will be prompted to save. Click on Yes to save the query.
   9. Give the query a name.
   10. Now your query will appear as an item listed item under queries in the
       Database window.
   11. Double click on Query to see the information.


Lesson 4: Working with Forms

Creating form using the Wizard

To create a form, do the following:
   1. Click on the table listed under Objects in the Database window.
   2. Double-click on Create a form by using Wizard.
   3. Choose the table or query that you want to use to make the form.
   4. From the available fields list select the specific one(s) by clicking on the
       field>. Click on the single right arrow or you can use all of the fields by
       clicking on the double right arrow.
   5. Once all the fields are selected click on the Next > button.
   6. Now you are going to choose the layout of your form.
   7. If you are not sure what to choose pick Standard.
   8. Give the form a name.
   9. You can either enter information on your form or make changes to the
       design.
   10. Choose Open the form to view or enter information.
   11. To add a new record click on the        button.
   12. To move through records use these buttons which are at the bottom of the
       form screen.




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Lesson 5: Working with Reports

Creating Report using the Wizard

To create a report, do the following:
   1. Double-click on Create a Report by using Wizard.
   2. Check or select the table or query you are using to create a report.
   3. Select the individual field you would like to use for the report.
   4. You can also select all the fields by using the double right arrow.
   5. Once you have selected all the fields for the report click on the Next
       button to continue.
   6. Pick a report style and click on Next to continue.
   7. Give your report a name.
   8. Click on Preview the report.
   9. Click on Finish.
   10. Click on File and Print to see a printout of your report.

Export a Report

To export a report, do any of the following:
    Click on the OfficeLinks down arrow and select Publish it with
      Microsoft Office Word.




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       Here is how the report with look when published in Microsoft Word.




      Click on the OfficeLinks down arrow and select Analyze It with
       Microsoft Office Excel.




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       Here is how the report will look when exported to Microsoft Excel.




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