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Microsoft. Access HOW TO GET STARTED WITH

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Microsoft

®

Access

®

Microsoft

®

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Access vs. Excel

Excel is used primarily for:

• Data analysis

• Data manipulation

Access is used primarily for:

• Data storage

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You should know several terms to properly work with Microsoft Access: 1. Data

Facts and elements, such as numbers, dates, names, and prices 2. Information

Organized data that is meaningful 3. Database

A storage location for data 4. Table

A storage container within the database for a specific type of data 5. Column/Row

A column is the vertical representative placeholder for an individual data element within a table.

A row is a collection of related data elements (columns). 6. Data Type

The category of data in a column, such as text or number 7. Query

A question or directive given to the database management system 8. Record Set/Result Set

The results of a query 9. Form

A graphical application interface that allows for simple data viewing, entry, and modification 10. Report

A graphical representation of data for viewing on screen or printing

A relational database is composed of tables containing data and, when properly presented, this data forms information.

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Creating Databases

When you open Access 2013, Backstage view displays the File tab. The File tab provides several ways that you can create a new database:

• From a blank database

• From a template that is installed with Access • From a template from Office.com

Create a Database From a Template

1. If you have a database open, on the File tab, click Close. 2. Click File and the Backstage view displays the New tab.

3. Several sets of templates are available in the New tab, some of which are stored with Access on your local computer. Additional templates may be downloaded from Office.com. 4. Select the template you wish to use. The template appears in a pop-up pane above the

screen, and you should enter a file name in the File Name box.

5. A file name is suggested for your database in the File Name box — you can change this file name. To save the database in a different location than the one displayed below the file name box, click , browse to the folder in which you want to save it, then click OK. 6. Click Create. Access creates a database from the template that you chose and then opens

the database.

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Tables are created to store similar data elements that typically represent a record or unique entity. The Tables group on the Create tab provides the buttons used to create tables.

Tables May Be Created in Two Views

1. Datasheet view

Simply enter data to create the columns for the table automatically.

2. Design view

Manually specify each column and the appropriate data type.

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Access Supports Many Basic Data Types

Format

Use to Display

Text Short, alphanumeric values, such as a last name or a street address

Number Numeric values, such as distances (Note that there is a separate data type for currency.)

Currency Monetary values

Yes/No Yes and No values and fields that contain only one of two values

Date/Time Date and Time values for the years 100 through 9999

Rich Text Text or combinations of text and numbers that can be formatted using color and font controls

Calculated Field Results of a calculation; the calculation must refer to other fields in the same table. You would use the Expression Builder to create the calculation.

Attachment Attached images, spreadsheet files, documents, charts, and other types of supported files to the records in your database, similar to attaching files to email messages

Hyperlink Text or combinations of text and numbers stored as text and used as a hyperlink address

Memo Long blocks of text; a typical use of a Memo field would be a detailed product description.

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Number Data Types

Data and Time Data Types

AutoNumber is a special number data type. Access will automatically enter the values for the AutoNumber column and increment each new record by 1, or it will allow for random but unique values to be entered automatically.

Format

Use to Display

Short Date Display the date in a short format. This depends on your regional date and time settings. For example, 3/14/2001 for U.S.

Medium Date Display the date in medium format. For example, 3-Apr-09 for U.S. Long Date Display the date in a long format. This depends on your regional date and

time settings. For example, Wednesday, March 14, 2001, for U.S.

Time a.m./p.m. Display the time only using a 12-hour format that will respond to changes in the regional date and time settings.

Medium Time Display the time followed by AM/PM.

Time 24-hour Display the time only using a 24-hour format that will respond to changes in the regional date and time settings.

Format

Use to Display

General Numbers without additional formatting exactly as it is stored Currency General monetary values

Euro General monetary values stored in the EU format Fixed Numeric data

Standard Numeric data with decimal Percentage Percentages

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Relational Tables

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Access includes a wizard that can be used to quickly and easily create forms. 1. On the Create tab in the Forms group, click Form Wizard.

2. Follow the directions on the pages of the Form Wizard to create the form. 3. On the final page of the wizard, click Finish.

A single item form, such as the following Customers form, can be quickly created with the form tool.

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Using the Query Builder

The Query Builder is the graphical interface provided to create queries within Access databases.

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Query filters or criteria allow you to limit the returned data to only that information desired. To return a single unique record, use the unique record ID column to filter the query. To return all records matching a specific criteria, enter it in the appropriate column as shown in the following image:

You can filter on a column that is not displayed in the query results as shown in the following image:

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Query-Based Forms

After creating a query, you can generate a form that displays the query results as if the query results were a static table in the database.

To create a query-based form:

1. Click on the query for which you wish to create a form. 2. Select the Create tab.

3. Click the Form button.

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Creating Reports

Reports may be generated against tables or queries. To create a report with the Report Wizard: 1. Click on the table or query on which you wish to create the report.

2. Click on the Create tab.

3. Click the Report Wizard button in the Reports group. 4. On the first page, select the fields you want

to include in the report and then click Next.

5. Choose any grouping options you desire and then click Next. 6. Choose any sorting options you desire and then click Next. 7. Choose the report layout and then click Next.

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Customizing Reports

After generating a report with the Report Wizard, you can customize it using Design view. To customize a report:

1. Open the report by double-clicking it in the All Access Objects pane. 2. Select the Home tab if it is not already selected.

References

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