Introduction to Access

1. BATRA SIR

2. OBJECTIVES
by the end of this presentation, you will be able to:
• Create and maintain an ACCESS table
• Develop a query

3. GETTING STARTED
• Double click on your desk top icon
or
• Click Start -> Programs -> Microsoft Access.

4. Create a New Database
• Click Blank Access Database
• Click OK
• Save in:
- click the drop down arrow
-click location to save database
• File name: type a file name for
the database.
• Click Create.

6. Open an Existing Database
• Click Open an Existing Database
• Select a file from list of files.
• Click OK

7. THE ACCESS DATABASE WINDOW

8. ACCESS DATABASE:
Relational Databases.
ACCESS is a relational database management system.
Relational databases allow you to organize your data into tables; each table
can be linked to other tables
Database Components.
Microsoft Access uses four objects to create a Database:
• Tables
• Queries
• Forms ( Not in this chapter )
• Reports. ( Not in this chapter )

9. Table
- Is the basic element
- contains the data entered by users.
Elements into tables:
* field: one piece of information
* row (or record): a set of fields
Query
- extracts selected data from a table .
Form
- used to enter new data into the database or display existing
data.
Report
- extracts selected data from a table for printing.

10. DATABASE WINDOW COMPONENTS
Menu Bar
Command Buttons
Object Tabs
Favorites

11. DATABASE WINDOW COMPONENTS
Menu Bar
contains commands and submenus.
Object Tabs
to see a list of all objects in that category: Tables, Queries, Forms,…
Command buttons
- Allow :
* to create a new database
* to Open an existing one for modifying the Design
Groups
- You can keep related objects of different types together in a group.
Favorites
- shortcuts to frequently used file folders and databases.

12. TABLES
Record (row)
Field (column)
Navigator Scroll Bars

13. - Move to first record
- Move back one record
- Move forward one record
- Move to last record
- Move to new record
- Total number of records in the table

14. What is a Table?
A table is a database object used to store, organize and view data.
Tables are comprised of:
• Fields - represented by columns
• Records - stored as rows.
Tables look like EXCEL worksheets.

15. CHANGE COLUMN APPEARANCE
Select a column with the down arrow:

16. CHANGE COLUMN APPEARANCE
Resize
Select
Move
Hide
Show:
Freeze:
Unfreeze:

17. ENTER, VIEW AND MODIFY DATA
Undo Sort Find
ENTERING DATA
Enter Data
VIEW DATA
Find Data
Sorting

18. MODIFY DATA
Edit Undo
Esc (keyboard key)
Replace Data

19. TABLE DESIGN
Design View
Data Normalization
Primary Key
Smallest
Components
(Address)

20. TABLE DESIGN
Tables are the heart of a database
Categorize Your Data
-Each table should deal with one category of data
- and have a unique key to which all the other fields are related.
Normalize Your Data
- Data normalization increases the accuracy of your data
- and saves space on your database by eliminating duplicate information.
Choose a Primary Key
- A Primary Key is a field that uniquely identifies each record in the table.

21. DATA TYPE DEFINITIONS
Text
Memo
Number
Date/ time
Currency
Auto Number
Yes/No
OLE object

22. FIELD PROPERTIES

23. FIELD PROPERTIES
The properties for each field in your table are displayed in the Field Properties pane in
Field Size :- Sets a maximum size for data.
• text is 255 characters
• number
- byte (255)
- integer (+/- 32,000, no fractions)
- long integer (+/- 2 billion, no fractions)
- single (floating point, decimal precision 7)
- double floating point, (decimal precision 15)

24. Format Date/time, currency, and numbers have several display
formats available.
Input Mask Controls the way data is entered; frequently used for
telephone numbers, postal codes, SSN #’s, date/time fields.
Caption text for the label used as the column heading when
displaying
mtables and queries.
Default Value Specifies a value that will be automatically entered when you
create a new record.
Validation Rule Controls the values to be entered into a field;
Validation Text The message that will be displayed when the
rule is broken

25. Required Click Yes to indicate that data must be entered into the field.
Allow Zero Length Applies to text, memo and Hyperlink only. Entering a zero
length string (“”) means.
Indexed An index helps ACCESS find and sort records faster; use on
fields you search frequently

26. TABLE RELATIONSHIPS
View related tables in Datasheet view.
Sub datasheet
Orders Order Details

27. TABLE RELATIONSHIPS
Viewing multiple tables in the same window in Datasheet view
Open multiple tables in Datasheet View:
Sub datasheet
it is allowed to show a related table by clicking on the small + in each row in
datasheet view.
Each Table has a Unique Focus
Each table focuses on one topic; the topic is usually defined
by the Primary Key
Tables are related by common fields
tables can be joined so that all detail information can be displayed

28. QUERY WIZARD
Find Duplicates

29. What is a Query?
Queries ask questions about your database. You can design a query manually,
specifying all of the tables and fields you wish to display on your screen, or you
can use a Query Wizard to create simple displays in predefined formats.

30. Sort sequence Selection
criteria
DESIGN VIEW

31. CRITERIA EXPRESSIONS
Selection criteria

32. COMMON EXPRESSIONS
Criteria Expression Shows records where
France Value is France
Not France Value is not France
In (France, Germany, Italy) Value is France, Germany, or Italy
<M Value begins with letters A-L
>=M Value begins with letters M-Z
100 Numeric value is 100
<=20 Numeric value is less than or equal to
20
Date() Date is today’s date
Now Current date and time
>=#1/1/98# Date is on or after 1/1/98
Between #1/1/98#AND#12/31/98# Date is in the year 1998
2/*/* Date is in the month of February
Null The field does not contain a value
Is Not Null The field contains a value

33. SUMMATION QUERIES
Click on
Totals icon
Totals row
RUN

34. SUMMATION QUERIES
Queries provide either detail information or summation information about the
data in your Tables.
For example
• Detail – Display information from an individual table row.
• Summary – Show a count of the number of checks written to a
particular Payee
To obtain totals or “grouped by” category information, you must add the
TOTALS
row to your Query design grid:
• Click the Totals button on the toolbar.

35. FILTERS: Filter by Selection
Based on a Table:
Select value to be
used as criterion.
Filtered data

36. What is a Filter?
Filters act like Queries; they allow you to select and view data records quickly.
A filter differs from a query in the following ways:
a) entire records are reviewed, not just specified fields
b) multiple tables cannot be accessed in a filter
c) calculations cannot be performed in a filter
d) the filter tool can be selected from table datasheet view, query view or form
view.
Applying a Filter There are two ways to filter:
Filter by Selection –specify one criterion by clicking on a value you are looking for within a
datasheet or form:
Filter by Form – specify both criteria and conditions in a blank version of your table.

37. CLOSING ACCESS
Object Window Close Button
Access Application Close Button