Microsoft Access

1. Presented by:
FOR-IAN V. SANDOVAL
Computer Instructor
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2. Chapter 1 - Review of Database Managers Software
Chapter 2 - Getting Started with Access
Chapter 3 - Touring the Access Database
Chapter 4 - Planning and Creating a Custom
Database
Chapter 5 - Working with Fields
Chapter 6 - Working with Tables
Chapter 7 - Querying a Database
Chapter 8 - Creating Reports
Chapter 9 - Creating Forms
Chapter 10 - Improving the Appearance of Forms
& Reports
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3. Chapter 11 - Inserting Information from
Other Sources
Chapter 12 - Working on the World Wide Web
Chapter 13 - Managing a Database
Chapter 14 - Customizing Access
Chapter 15 - Working with VBA

5. Database Managers Software are programs
for organizing and managing data and
information.
Examples:
FoxPro,
Fox Base, Cliffers,
D-base (I, II, III & IV)
Microsoft Access (97/2000/2003/2007)

6. Database is rather technical word for a
collection of information that is organized as a
list. This definition might be oversimplified,
but whenever you use or make a a list of
information – names, addresses, products,
customers, or invoice – you using a
database. A database that you store on your
computer however, is much more flexible and
powerful than a simple list you keen of paper,
in your card file or in your address book.

8. Microsoft Access is a database
program that allows you to:
• Store an almost limitless amount of
information
• Retrieve information based on selection
criteria you specify.
• Create forms that make it easier to enter
information.
• Generate meaningful and insightful reports
that can combine data, text, graphics &
other objects.
• Share information easily over the Web.

9. Application Name Menu Bar Title Bar Database Toolbar
Application Icon
Format Database
Toolbar
Database
Window
Task Pane
Status Bar Switch Board

10. Database Window
Toolbar
Objects Bar
List of Objects
Groups Bar

11. Database Objects Description
Tables Grids that store related
information such as a list of
customer addresses
Queries A question you ask a database
to help locate specific
information
Forms A window that is designed to
help you enter information
easily and accurately
Reports Summaries of information that
are designed to be readable
and accessible

12. Database Objects Description
Pages Separate files outside the
Access database in HTML
format that can be placed on
the Web to facilitate sharing
data with the world wide web
Macros Stored series of commands
that carry out an action
Modules Programs you can write using
Microsoft Visual Basic

13. FILE MENU EDIT MENU VIEW MENU

14. INSERT MENU FORMAT MENU RECORDS MENU

15. TOOLS MENU WINDOW MENU HELP MENU

16. TASK PANE
DATABASE TOOLBAR
FORMATTING DATABASE TOOLBAR
WEB TOOLBAR

17. Tabs
Text box
Option Button
Dropdown
Check Box
List Box
Dropdown
Arrows
Command Button

19. When you are working with an existing
database, however you don’t need to worry
about the complexities of database design.
You just need to know how to get around the
database design. The tasks you are likely to
perform with an existing database include
entering and viewing data or subsets of data,
creating and printing reports, and working
efficiently with all the windows in front of you.

21. • Not all databases fit on any of the Wizards’
predefined choices, you may need to create
database “from scratch”.
• Careful Planning involves:
1. Determine the purpose and scope of
your database
2. Decide what tables your database will
contain and the contents of those
table will be
3. Define how data in one table is
related
to data in another table

22. • What kind of data are you collecting?
• What kind of data are you entering?
• How are the data values are related to one
another?
• Can your data be organized into separate
smaller groups?
• What kind of safeguards can you create to
ensure that errors do not creep into your
data?

23. • When you create a table decide what fields
to include and the appropriate format for
those fields.
• Choosing the correct data types helps you
manage your data and reduces the
possibility of data-entry errors.

24. • Primary keys are those fields whose values
uniquely identify each record in the table,
although primary keys are not required, their
use is one way of removing the possibility of
duplicate records existing within the table.

25. • Specifying Common Fields – a common
field existing in two or more tables; allowing
you to match records from one table with
records in the other tables.
• When the Primary Key as a common field, it
• is called a foreign key in the second table.
Three types of relationships
one-to-one,
one-to-many, and
many-to-many.

26. • Referential Integrity, a set of rules that
control how you can delete or modify data
between related tables. It protects you from
erroneously changing data in a primary table
required by a related table.
• Apply referential integrity when:
a. the common field is the primary table’s
primary key
b. the related fields have the same format
c. both tables belong to the same database

27. • Referential integrity forces you to do:
a. before adding a record to a related table, a
matching record must already exist in the
primary table
b. the value of the primary key in the primary
table cannot be changed if matching
records exists in a related table
c. a record in the primary key table cannot
deleted if the matching records exist in a
related table

28. • Methods for Creating A Table
a. Datasheet View
b. Design View
c. Table Wizard
d. Importing
e. Linking

30. • The important part of creating database is
field design.
• Designing fields allow you to:
1. Assign a data type so the field
accepts and display data in the
appropriate format.
2. Include input masks that guide users
during data entry.
3. Specify whether data must be entered
into certain fields.

31. 4. Include a default data value for a field.
5. Include validation checks to ensure
that correct data is entered.
6. Accommodate data whose values are
taken from the lookup lists.

32. Field names can contain up to 64
characters and can include numbers and
spaces.

33. Data Type Description
Text (default) Text or combination of text and
numbers, as well as numbers that
don’t require calculations. Limited
to 255 characters.
Memo A lengthy text or combination of
text and numbers. Limited to
64,000 characters.
Number Numeric data used in
mathematical calculations.

34. Data Type Description
Date / Time Date and time values for the years
2000 through 9999.
Currency Currency values and numeric data
used in mathematical calculations
involving data with one to four
decimal places. Values are
accurate to 15 digits on the left
side of the decimal separator.
AutoNumber A unique sequential number
(incremented by 1) or random
number Access assigns whenever
you add a new record to a table.

35. Data Type Description
Yes / No A field containing only one of two
values (i.e. Yes/No, True/False,
On/Off)
OLE Object An object (such as a Microsoft
Excel Spreadsheet) linked to or
embedded in an Access table.
Hyperlink A link that when clicked takes the
user to another file, a location in a
file, or a sit in an Access Table
Lookup A wizard that helps you to create a
Wizard field whose values are chosen
from the values in another table,
query or list of values.

36. TEXT FIELD PROPERTIES
Field Action
Field Size Specify the maximum number of
characters (up to 255) that can be
entered in the field.
Format Specify how the data for the field
will appear on the screen.
Input Mask Specify a format or pattern in
which data must be entered.

37. Field Action
Caption Enter a label for the field when
used on a form. If you don’t enter a
caption, Access uses the field
name as the label.
Default Value Specify a value that Access enters
automatically.
Validation Enter expression that limits the
Rule values that can be entered in the
field.
Validation Text Enter an error message that
appears when a prohibited by the
validation rule is entered.

38. Field Action
Required Indicate whether data entry is
required.
Allow Zero Specify if field allows zero length
Length text strings.
Indexed Indicate whether Access will keep
an index of field values.
Unicode Indicate whether you want Access
Compression to save space if only plain text is
entered.

39. NUMERIC FIELD SIZES
Field Size Range Storage
Byte Integers from 0 to 255 1 byte
Integer Integers from -32,768 to 2 bytes
32,767
Long Integer Integers for -2,147,483,648 4 bytes
to 2,147,483647
Single From -3.402823E38 to 4 bytes
-1.401298E-45 (negative
values) and

40. Field Size Range Storage
From 1.401298E-45 to
3.402823E38 (positive
values)
Double From -1.797693E308 to 8 bytes
-4.940656E-324 (negative
values) and 1.797693E308
to 4.940656E324 (positive
values)
Replication Values used to establish 16 bytes
ID unique identifiers

41. GENERAL AND TEXT FORMATTING SYMBOLS
Symbol Description Data Format Display
! Left align 321 ! 321
< Lowercase Today < today
> Uppercase Today < TODAY
“ABC” Display quoted 20 & “ lbs.” 20 lbs.
text as literal
(space) Display a blank 16 & “oz.” 16 oz.
space

42. Symbol Description Data Format Display
Display next 10 &k 10k
character as
literal
@ Character is 2217711 @@@- 221-77
required @@@ 11
@
& Character not Mr &. Mr.
required
* Fill available Hello &*! Hello!!!!
space with next
character
[color] Display values For-Ian [gray] For-Ian
in color

43. NUMERIC AND CURRENCY FORMATTING
SYMBOLS
Symbol Description Data Format Display
# Display a digit 15 # 15
or nothing
0 Display a digit 20.1 #.00 20.10
or 0
. Display a 15 #. 15.
decimal
separator

44. Symbol Description Data Format Display
, Display 24829 #,### 24,829
thousand
separator
$ Display the 19.9 $#.00 $19.00
literal character,
“$”
% Multiple the 0.95 #% 95%
value by 100
and append a
percent symbol
E, E+, Scientific 284121 #.00E+ 284E+0
e-, e+ Notation 00 5

45. PRE-DEFINED DATE FORMATS
Format Display
General Date 4/5/08 5:42:25 PM
Long Date Saturday, April 5, 2008
Medium Date 5-Apr-08
Short Date 4/4/08
Long Time 5:34:23 PM
Medium Time 10:00 AM
Short Time 14:00

46. • Input masks allows you to control what
values a database user can enter into a
field. It consists of literal characters such as
dots, parenthesis, and placeholder.
• Placeholder is a text character indicating
where the should insert values such as the
underline.

47. INPUT MASK SYMBOLS
Symbol Description
0 Digit 0 to 9 (required)
9 Digit 0 to 9 (optional)
# Digit or spaces
L Letter A-Z (required)
? Letter A-Z (optional)
> Make the following
character uppercase

48. Symbol Description
A Letter or digit (required)
& Any character or space
(required)
C Any character or space
(optional)
< Make following character
lowercase

49. • Required values means that Access refuses
to accept record until you enter an
acceptable value for that field area
• Default Values is a value Access uses
unless a user enters a different one.

50. • Field caption is text displayed alongside a
field to better describe it purpose and
content.
• It can contain up to 2048 characters
including spaces.

51. • An index in Access is an invisible data
structure that stores the sort order of a table
based on the indexed fields or fields.
• It helps you locate and sort information
quickly, especially in a very large table.

52. • When you need explicit control over data
entered in a field, such as range of numbers
or dates.
• You can reinforce a validation rule, which
causes Access to test values a user enters
in a field.
• You can use the expression builder to
create a validation rule by selecting the
functions, constants you need for your rule
from a list of options.

53. As you select
options and type
variables, the
expression
appears in this
pane. Click a button to
insert one of these
Double-click to frequently used
display a list of functions,
Access Functions constants and
operators.
The individual
functions,
constants and
Click to display a operators appear
list of Access for the selected
constants group in this pane.
Click to display a list The options for the selected
of Access operators group (Functions, Constants
or Operators) appear in this
pane.

54. • The Lookup Wizard helps you create a field
that displays either of two kinds of lists
during the data entry:
1.Lookup list that displays values
looked up from the existing table or
query
2.Value list that displays a fixed set of
values you enter when you create field

55. • If you want to create a Lookup field
manually or to make changes to the field
created by the wizard, you can do so by
changing the values in the Lookup
properties.

57. • You can locate records based on the text
they contain with the Find feature.
• You can enter and edit data more accurately
with features like AutoCorrect, copy, collect,
and paste, and language features.
• You can display records in either ascending
or descending order based on the contents
of a specific field.
• You can arrange records and columns, so
your information is listed in the order you
want.

58. • You can adjust rows and columns
• You can also views subdatasheets that
show groups of data related to the records
in
• your can apply filter to change which records
You table.
are displayed.

59. OUTLINE
6.1 SEARCHING FOR & REPLACING TEXT
6.1.1 Search for Text in the Current
Field
6.1.2 Refine a Search
6.1.3 Find & Replace Text
6.2.
6.2 ENTERING DATA ACCURATELY W/
AUTOCORRECT
6.2.1 Enable AutoCorrect
6.2.2 Correct Errors As You Type
6.2.3 Add an AutoCorrect Entry
6.2.4 Set AutoCorrect Options

60. OUTLINE
6.3 EDITING TEXT
6.3.1 Select Text
6.3.2 Delete Text
6.3.3 Insert Text
6.3.4 Use Cut, Copy & Paste to Move or
6.2.
Copy Text
6.4 WORKING W/ LANGUAGE
6.4.1 Check the Spelling in the Table
6.4.2 Customize Spelling Option
6.4.3 Enable Multiple Language Editing

61. OUTLINE
6.5 ARRANGING COLUMNS
6.5.1 Move a Column
6.5.2 Hide a Column
6.5.3 Display A Hidden Column
6.5.4 Freeze or Unfreeze Columns
6.2.
6.6 CHANGING THE SIZE OF ROWS AND
COLLUMNS
6.6.1 Change the Column Width
6.6.2 Change the Row Height

62. OUTLINE
6.7 MANAGING COLUMNS IN DATASHEET
VIEW
6.7.1 Insert a Column
6.7.2 Rename a Column
6.7.3 Delete a Column
6.2.
6.8 REPAIRING ERRORS
6.8.1 Enable Name AutoCorrect
6.8.2 Log Name AutoCorrect Changes
6.9 MOVING TO A SPECIFIC RECORD IN A
TABLE
6.9.1 Move to a Record

63. OUTLINE
6.10 REARRANGING RECORDS
6.10.1 Sort Records Based on One
Field
6.10.2 Change the Order of Records
Based on6.2.
Multiple Fields
6.11 COPYING & PASTING RECORDS
6.11.1 Copy & Paste A New Record
6.12 VIEWING SUBDATASHEET
6.12.1 Display or Hide Subdatasheet
6.12.2 Insert Subdatasheet in Table

64. OUTLINE
6.13 USING FILTERS TO VIEW SPECIFIC
RECORDS
6.13.1 Filter a Table by Selection
6.13.2 Clear A Filter From A Table
6.2.
6.13.3 Save a Filter As A Query
6.14 CREATING COMPLEX FILTERS
USING A FORM
6.14.1 Create an AND or OR Filter

66. • Focus on only the information you ed by
displaying only a few fields from a large
table.
• Apply functions and other expressions to
fields to arrive at calculated results.
• Add, update or delete records in tables; or
create entirely new tables.
• Summarize group values from one table and
display the result in a table.

67. • Save a query definition that access will treat
as a table for the purpose of crating forms
and reports.
• Retrieve information stored in multiple
tables, even if table are not open.

68. OUTLINE
7.1 UNDERSTANDING THE DIFFERENT
TYPE OF QUERIES
7.1.1 Select Query
7.1.2 Crosstab Query
6.2.
7.1.3 Action Query
7.1.4 Parameter Query
7.2 CREATING QUERIES IN ACCESS
7.2.1 From Scratch
7.2.2 From Wizard

69. OUTLINE
7.3 CREATING A QUERIES USING THE
QUERY WIZARD
7.3.1 Create a Simple Query Using the
Query Wizard
7.4 CREATING QUERIES IN A DESIGN
6.2.
VIEW
7.5 CHANGING THE QUERY FIELDS
7.5.1 Add a Field to a Query
7.5.2 Rename a Field From a Query
7.5.3 Add a Field From Another Table to
a Query

70. OUTLINE
7.6 SPECIFY CRITERIA FOR A SINGLE
FIELD IN A QUERY
7.7 SPECIFY CRITERIA FOR MULTIPLE
FIELD 6.2.
7.8 CREATING QUERIES WITH
COMPARISON AND LOGICAL
OPERATORS
7.8.1 Use a Comparison Operators
7.8.2 Use the Logical Operators

71. OUTLINE
7.9 PERFORMING CALCULATIONS IN A
QUERIES
7.9.1 Create a Calculated Field
7.10 CREATING A PARAMETER QUERY
7.11 FINDING DUPLICATE FIELDS
6.2.
7.12 FINDING UNMATCHED RECORDS
7.13 CREATE A NEW TABLE WITH A
QUERY
7.14 ADDING RECORDS WITH A QUERY
7.15 DELETING RECORDS IN A QUERY

72. OUTLINE
7.16 CREATE A QUERY IN UPDATE
RECORDS
7.17 SUMMARIZIN A CROSSTAB QUERY
7.18 CREATE A SQL-SPECIFIC QUERY
6.2.