Microsoft Access
Microsoft Access
Microsoft access is a database programs that allows you to store retrieve, analyze and print information.
Companies use databases for many purposes; for managing customer files for tracking orders and inventories, and for marketing purposes.
Microsoft Access
A databases allows to users to access and manage thousands, even millions of peaces of data in an organized, efficient and accurate manner.
Tables are the foundation of the database, because they store the data and provide the structure by which it is organized.
Microsoft Access
Each table stores a set of related data. Tables are made up of records that include
related information about one object, person, event or transaction.
Records are displayed in rows. Each category of information in a record is known as a field.
Field are displayed in columns; the field name appears in the database table as a column heading.
Microsoft Access
To start Microsoft Access; Start programs find and click
Microsoft Access. Microsoft Access files extension
is .mdb To open a Microsoft Access file
Double click on the file or start Microsoft Access open.
Microsoft Access
To rename it Right click on the file select rename and
write new name. The database window lists all the
tables in the database. Object buttons are displayed down the left side of the database windows.
Microsoft Access
If you click the Queries object button; the queries button is displayed on the left side of the window along with the other object buttons.
It displayed the only query in the database. A query is used to sort, search, and limit the data to only those record that you need to examine.
Create A New Database
When you design a table, you need to determine what field will be included. To answer this question, you should consider what kinds of information should be included in a printed report or what information you want to see if you look at a single record on th screen.
There are six fairly universal rules for deigning tables that were originally proposed by Dr. Edgar F. Codd of IBM in the 1960s, and which steel hold true today. When you apply these rules to your table you are normalizing them.
Create A New Database
Normalization
Rule 1: field should be atomic; that is, each piece of data should be broking down as much as possible. For example, rather than creating a field” name ”, you would create to fields; one for the first name and the other for the last name.
Normalization
Rule 2 and 3: each record should contain a unique identifier so that you have a way of safely identifying the record.
The unique identifier is called a Primary Key. You may select one of the fields in the table as the primary key if that field would never contain duplicate values for different records. For example a social security number is ideal, because no two people have the same one. If none of the field is suitable, the program can add a counter field that will automatically assign a unique number to each record as it is entered.
Normalizaion
Rule 4: the primary key should b short, stable and simple.
Rule 5: every other filed in the record should supplied additional information about the person or thing that is uniquely identified by the primary key.
Normalization
Rule 6: information in the table should not appeared in more than one place.
You may need to create more than one table in a database and connect them together. Linking more than one table together is a feature of a relational database.
Creating a New Database
Start a Microsoft Access; File New Database. Access suggest a default name for the new
database, however you can assign a different name to database.
After you name the database the first time, you wont to do it again. As you add or edit new records, Access updates the database automatically.
Click Create button.
Creating a New Table
After you create your database, you can add tables to it to store your information.
A database is built on one or more tables, each of which holds a distinct set of information.
The table defines the structure of the data, what pieces of data you enter and in what order.
Creating a New Table
When you create a new table, you can add any fields you want. Field are the individual pieces if information that together make up a record; for example an address is a field.
To add a field, you type a field name and than select a data type which defines the kind of information you can enter into that field.
Creating a New Table
Double click on the Create table in design view option.
To add fields to the table, you must first enter the field name, data type and description. You can create a field name using up to
64 character.
Saving a Table Design and Creating Primary Key
The first time you save the table’s design, you are prompted to assign a name.
To saving new tables you should assign or create a primary key field for each table in your database.
Each record primary key field contains a value that uniquely identifies it; no two record can have the same value in there primary key field.
Saving a Table Design and Creating Primary Key
You can use this feature to your advantage when you need to establish a relationship between one table to another.
A relationship connects a field in one table to a filed in a second table.
Saving a Table Design and Creating Primary Key
To Save a table design File Save and type a new name.
Access displayed a reminder that no primary key has been defined. You are not required to use a primary key, but it is a good idea to include one.
An easy way to create a primary key field is to have Access create a counter filed that automatically assigns a different number to each record in your table.
Saving a Table Design and Creating Primary Key
Click the Yes button. Access saves the table and adds a counter field
named ID with an AutoNumber data type. Notice the key symbol in the row selector for the ID field.
To make another filed in the database the primary key, click the row selector for the field you want. Then click the Primary Key button on the toolbar.
Adding Fields
You can add new fields to store this additional data. However that if you have already added records to the table, any new fields in those existing records will be empty until you type information into them.
Editing Fields
As you create your database, you may want to modify the structure.
Changing the field type may have an effect on the data in your table. In the design view table, position the
table on the field and change it.
Move and Delete Fields
Move; Select the field you want to move, and
drag and drop to the new location. Delete;
Select the field which you want to delete click the rows button or press backspace or delete key on the keyboard.
Adding Records
In design view, you can make changes to the fields in the tables (change a field name add a fied change the data type and so on)
Than when you wont to work with the data in the table you switch to datasheet view.
Adding Record
To add record Open your database and switch on the
datasheet view. And than start to enter your data. Each of the field name appear along the top
of the window.
Adding Record
Moving amount rcords You can move among the record in
several ways. If you can see the record you wont on the
screen, you can simply click it to select it. Or scroll through the records until you can get
to the one you wont. Or you can use the navigation button display
along at the bottom of the window. Or te arrow key from t keybord.
Adding Record
Editing record The first step in editing record is to move
to the record that you want to change. Next, you have to move to the field that you wont to edit.
Adding Record
Inserting and deleting records You can add a new record t the and of
the table at any time. To copy the record; click in the record
selector to select the entire row and click copy button. Then select your new place an click the paste button.
To delete record; select your field and press the delete button.
Adding Record
Finding Record In a table with many records and many
fields, it may be time consuming to scroll through the records and fields to find a specific record.
Instead, you can search for a specific field entry in order to find and move quickly to a record.
Adding Record
To fing a Record Clicking anywhere in the field Cvlick the find button
Here you tell access what you wont to find and where you wont to look.
Click the find next button.
Adding Record
Sorting records. Access sorts the entries alphabetically or numerically,
based on the entries in that field. Click in the field that you wont to sort Click the sort button, you can also use the Record, Sort
command. To sort by multiple, adjacent field select the field
name for the first sort, hold down the shift key, and select the second field to sort.
When you completed a sort if you wish to return records to there original order, chose Records and click Remove Filter / Sort.
Querying Your Database
The primary reason you spend time entering data into a database, is so that you can easily find and with the information. For example, you may want to display all
of your contacts in India. To do so, you would create a query.
Creating a New Query
To create a query Open your database, click the Queries object
button. Select Create Query in design view. Select the tables you want to use in your query
and close the Show Table window. After you open a new query and select a table,
you see a window divided in to two parts. The top half of the query window displays a list of the fields from the table you selected. The lower part you see the design grids.
Creating a New Query
To create a query Field: Select the fields that you want to use in Query. Table: Select your table name Sort: You can sort your records in ascending or
descending order Show: if it is selected, when your query is running it shows
the field in results if it is unselected it doesn’t show the field on the result.
Criteria: if you have any criteria (like equal to 3) you should write here.
OR: if you have more than one criteria for example your criteria is equal to 3 or 5. You should write 3 on criteria part and write 5 to Or part.
Creating a New Query
To create a query After to prepare your query to see the result you
have to run your query. To Run: Query Run or click a run button on
the standard toolbar. You have to save your queries. Don’t forget !!!!! To edit your query Right click on the query
and select Design View.
Creating and Using Forms
Open your database, click the Forms object button. Click New button on the standard toolbar. AutoForm: Select Columnar and select the table or
query you want to use in your form. The form will be created automatically than you must
save your form. You can use forms to add, delete or edit records.
Creating and Using Forms Sometimes the form wizards do not create exactly the
form you want. When that happens, you can start a blank form and create a one better suits your needs. The form can include any text, fields, and other controls.
Open your database, click the Forms object button Select design view and select the table you want to use in your
form. Add the fields you want to use in forms by drag and drop. You can use Toolbox menu to add picture or text. You can change the location, color or size.
Creating Reports
Open your database, click the Report object button
Click new button on toolbar. Select Report Wizard and select the table or
query you want to use in your report. Add the fields you want to use in reports by
clicking add button and click next button. You can modify a report design; you can add
a style or sort data.