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Introduction to and Using MS Access

Database Management and Analysis

2009.4.

Yunho Song

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contents

Introduction to and Using MS Access - contents

1. How to install?

2. Getting Started

3. Customize

4. Database Terms

5. Creating a New Database

6. Manage Tables

7. Keys

8. Table Relationships

9. Managing Data

10. Querying a Database

11. Calculated Fields

12. Designing Forms

13. Generating Reports

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1. How to install?

Introduction to and Using MS Access – How to install?

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1. How to install?

Introduction to and Using MS Access – How to install?

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Introduction to and Using MS Access – Getting Started

Microsoft Office Button - performs many of the functions

   The ribbon - panel at the top portion of the document

2. Getting Started

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Introduction to and Using MS Access – Getting Started

The ribbon - additional features

2. Getting Started

Home:  Views, Clipboard, Fonts, Rich Text, Records, Sort & Filter, FindCreate: Tables, Forms, Reports, OtherExternal Data: Import, Export, Collect Data, SharePoint ListsDatabase Tools: Macro, Show/Hide, Analyze, Move Data, Database Tools

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Introduction to and Using MS Access – Getting Started

Quick Access Toolbar - customizable toolbar

2. Getting Started

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Introduction to and Using MS Access – Getting Started

Navigation Pane - displays database objects such as tables, forms, queries, and reports

2. Getting Started

Tabbed Document Window Viewing - opens tables, forms, queries and reports

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Introduction to and Using MS Access – Customize

To access customizable options

3. Customize

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Introduction to and Using MS Access – Customize

Popular - to personalize your work environment

3. Customize

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Introduction to and Using MS Access – Customize

Current Database - to set options

3. Customize

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Introduction to and Using MS Access – Customize

Datasheet - to personalize options in the way the datasheet looks

3. Customize

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Introduction to and Using MS Access – Customize

Object Designers - to customize the options for creating and modifying database objects in Access

3. Customize

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Introduction to and Using MS Access – Customize

Proofing - to change how Access automatically correct and formats the contents of the database and how it indicates errors

3. Customize

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Introduction to and Using MS Access – Customize

Advanced - for advanced customization of Access

3. Customize

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Introduction to and Using MS Access – Customize

Customize - to add features to the Quick Access Toolbar

3. Customize

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Introduction to and Using MS Access – Database Terms

Table - a collection of information arranged in rows and columns

4. Database Terms

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Introduction to and Using MS Access – Database Terms

Query - select records from one or more tables in a database so they can be viewed, analyzed, and sorted on a common datasheet

4. Database Terms

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Introduction to and Using MS Access – Database Terms

Form - a graphical interface that is used to display and edit data

4. Database Terms

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Introduction to and Using MS Access – Database Terms

Report - output of data arranged in the order you specify

4. Database Terms

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Introduction to and Using MS Access – Create a New Database

New Database

5. Create a New Database

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Introduction to and Using MS Access – Create a Table

Design view - view all the fields with the data types and descriptions

6. Create a Table

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Introduction to and Using MS Access – Create a Table

Datasheet view - display the records in a table

6. Create a Table

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Introduction to and Using MS Access – Create a Table

Adding new Fields - New fields can be added in the Datasheet View or in the Design View

6. Create a Table

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Introduction to and Using MS Access – Create a Table

6. Create a Table

Adding new Fields - To add a new field in Design View

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Introduction to and Using MS Access – Create a Table

6. Create a Table

Data types - When you create a new field in a database you should closely match the data type to what will be entered into the field

Text Text, number, or a combination up to 255 characters

MemoSimilar to the text field, can contain text, numbers, or a combination up to 2 GB of data

Number Numbers up to 16 bytes of data

Date/Time Date and Time information

Currency Currency up to 8 bytes and precise to 4 decimal places

AutoNumberAccess creates a unique number for each new record.  This is often the primary key for the table

Yes/No Yes and No, stored as -1 for yes and 0 for no

OLE Object Images, documents, graphs up to 2 GB

Hyperlink Web addresses

Attachment Attachments such as images, spreadsheets, documents, and charts

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Introduction to and Using MS Access – Create a Table

6. Create a Table

Editing Data Types in Fields - define the data types of the tables to most closely match the type of data that will be entered in the field

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Introduction to and Using MS Access – Create a Table

6. Create a Table

Editing Data Types in Fields - To edit the Data Type in the Design View

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Introduction to and Using MS Access – Manage Tables

6. Manage Tables

Delete a Table Rename a Table

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Introduction to and Using MS Access – Manage Tables

6. Manage Tables

Add a Description to a table

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Introduction to and Using MS Access – Keys

7. Keys

Primary Key - The primary key is a unique identifier for a record.  The primary key cannot be the same for two records.  This field can never be blank

Foreign Key - A foreign key is a field or combination of fields that are related to the primary key of another table

Composite Key - A composite key is a primary key that is comprised of two or more fields.  It can also be called a compound or concatenated key

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Introduction to and Using MS Access – Table Relationships

8. Table Relationships

Creating Table Relationships

Select desired tables

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Introduction to and Using MS Access – Table Relationships

8. Table Relationships

Creating Table Relationships

Print a Table Relationship

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Introduction to and Using MS Access – Table Relationships

8. Table Relationships

One-to-One Relationship - between two tables where the primary key in one table and the foreign key in another table are the same 

One-to-Many Relationship - between two tables where the primary key in one table can be duplicated many times in another table

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Introduction to and Using MS Access – Managing Data

9. Managing Data

Add Records to a Table

Find and replace

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9. Managing Data

Totals - to add a totals row to your database

Introduction to and Using MS Access – Managing Data

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9. Managing Data

Sort Records - sort records in a datasheet by a single column or by two adjacent columns

Introduction to and Using MS Access – Managing Data

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9. Managing Data

Filter - to include only records that you want to display

Introduction to and Using MS Access – Managing Data

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10. Querying a Database

Query Wizard - to set up a query

Introduction to and Using MS Access – Querying Database

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10. Querying a Database

Query Wizard - to set up a query

Introduction to and Using MS Access – Querying Database

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10. Querying a Database

Query Wizard - To switch between tables and queries

Introduction to and Using MS Access – Querying Database

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10. Querying a Database

Query Design Feature - design a query with the  Query Design Button

Introduction to and Using MS Access – Querying Database

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10. Querying a Database

Query Design Feature - design a query with the  Query Design Button

Introduction to and Using MS Access – Querying Database

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10. Querying a Database

Query Design Feature - run

Introduction to and Using MS Access – Querying Database

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11. Calculated Fields

Expressions - combination of functions, field names, numbers, text, and the operators listed above

Introduction to and Using MS Access – Calculated Fields

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11. Calculated Fields

Expressions - builder

Introduction to and Using MS Access – Calculated Fields

Zoom - to view an entire expression

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12. Designing Forms

Create a Form - create a form from a table or a query

Introduction to and Using MS Access – Designing Forms

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12. Designing Forms

Create a Form - To change the colors and fonts

Introduction to and Using MS Access – Designing Forms

Preview the Form

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12. Designing Forms

Form Wizard - create forms with the help of the Form Wizard

Introduction to and Using MS Access – Designing Forms

Form Wizard - choose the field

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12. Designing Forms

Form Wizard - choose the layout

Introduction to and Using MS Access – Designing Forms

Form Wizard - choose the style

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12. Designing Forms

Form Wizard – create a title

Introduction to and Using MS Access – Designing Forms

Form Wizard - result

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13. Generating Reports

Create a report

Introduction to and Using MS Access – Generating Reports

Create a report - add existing fields

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13. Generating Reports

Report Wizard - create a report using the report wizard

Introduction to and Using MS Access – Generating Reports

Report Wizard – choose the fields

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13. Generating Reports

Report Wizard - Choose the sort order

Introduction to and Using MS Access – Generating Reports

Report Wizard - Chose the layout

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13. Generating Reports

Report Wizard - Choose a style

Introduction to and Using MS Access – Generating Reports

Report Wizard - Create a title

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13. Generating Reports

Report Wizard - output

Introduction to and Using MS Access – Generating Reports

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14.Visual Basic

To create a more complex database, you would have to write codeMicrosoft Access ships with a programming environment named Microsoft Visual Basic

Introduction to and Using MS Access –Visual Basic

To access Visual Basic

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14.Visual Basic

Introduction to and Using MS Access –Visual Basic

Project Explorer - displays the coding objects available for your database

Visual Basic Child Windows 

Properties - every object and item of your database has characteristics

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14.Visual Basic

Introduction to and Using MS Access –Visual Basic

Code Editor - the area where you will mostly be working  

Combo Box - to select a particular object and access its events, actions that the object can launch

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14.Visual Basic

Introduction to and Using MS Access –Visual Basic

Code Editor  

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14.Visual Basic

Introduction to and Using MS Access –Visual Basic

Immediate view - The Immediate window is used to test code when necessary.

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Thank You!!