Database
Microsoft Access
Open Access
* Access requires that you save your database before you
begin working
Start Menu
All Programs
Microsoft Office
Microsoft Access
Choose Blank
Database from the
top
Open Access
* Access requires that you save your database before you
begin working
Name the
Database
AND
Save to your
folder on the
network (Click on
the folder to
navigate to the
network)
Click Create
Tables - Defined
A database is an collection of related
information
A table is a collection of more specific
information within the database
A database can be made up of several
different tables
Tables are then used to create reports –
Reports help present information from a
table so it is neat and easy to read
Create a Table
Once a Database is created
a new table will appear
Add a Field by clicking on
“Add New Field”
Name the Field (this is the
field title)
Enter Data into Table
Begin entering
records by Clicking
on the first field of
a record – enter
data
Use Arrow keys to
move from field to
field or use the
mouse to change
fields or records
Naming Table
It is IMPORTANT to
remember that the table
is a portion of the
Database. The Database
is already saved
We now need to Save &
name the table within the
database.
Click the X on the table
to close
Name the Table
Click OK
Notice the table name
changes in the Tables
Panel
Table Basics
Creating the table is not the place to
worry about formatting.
You will later create Reports as a
form of presentation for your data.
The reports are where you will worry
about formatting.
Table Basics
Hide the ID Field & Extra Field
Rt Click on Field Title you would like
to hide > Choose Hide Columns
To Unhide Fields
Rt Click on any Field Title
Choose Unhide Columns > place a check
mark next to field you would like to
display again
Table Basics
Move Fields
Highlight the field
you would like to
move
After it is highlighted
– Left Click and hold
over the field name
and drag to new
location. Notice the
solid line that
appears between
fields. Once that
line is where you
would like to move
to release the mouse
click.
Table Basics
Insert Field (Column)
Highlight the field
that is currently in
the place you
would like to add
the new field to.
Right click > Insert
Column
Table Basics
Sort Records
Click on the down
arrow next to the
field name of the
field you would like
to sort by
Choose ascending
or descending
order
Table Basics
Filter: Show only the
records that meet
specific criteria
Click in the field you
would like to filter
with
Home Tab > Click on
the FILTER button on
the Ribbon
Click the checkmark
to remove the fields
no longer wish to
see
Table Basics
Toggle Filter - Switch
to an from filtered
table
Home Tab > Click
the Toggle Filter
button on the
ribbon
Table Basics
Remove Filter
Home Tab > Click
the Filter button on
Ribbon
Place a check mark
next to the fields
you wish to add
back to the table
Format Fields in table
The fields can be
set to format the
data as date/time,
numbers, currency,
etc
This would require
the data be
entered correctly
Home Tab > View
> Design View
Format Fields in Table
Click the drop down
menu for the field
you wish to change
and choose a format
Choose additional
formatting below
such as decimal
places
Return to the
datasheet view to
continue to enter
data
Create Reports
Create Tab > Click Report
Wizard
Follow the wizard through
the setup process
Choose fields
Choose group options
Choose sort field
Choose layout and page
orientation
Choose style
Name the report
The report will now appear
in the report section on the
left
Report
The Report will open in
Print Preview
To close print preview click
on the Close Print Preview
button on the ribbon
Design View of Reports
To make changes to the
fonts and layout of the
report you will need to
go to Design View
Home Tab > Views
NOTE the difference
between Field Headings
and Field Text in the
reports
Making Changes in
Design View
Click once on the text
boxes to edit fonts, sizes
(most all editing options
are on the Design Tab
ribbon)
Click once on the text
boxes to resize
If you resize the field
heading notice the field
text box will also resize
Working with the Report Text
You need to make sure the field
headings or the field text is not cut
off in the report
If it is, the text boxes are not large
enough
Simply expand them to a larger size
in design view
Add Your Name to Report
You need to create a
new label in the report
header
Design Tab > Label
Left click and drag to
create the label on the
right side of the page in
the report header
section
Return to Report Preview
After making
changes in design
view choose Report
View from the View
Button on the
Design Tab