Creating a Database using Access 2007 Starting Access 2007

Double click Access 2007 Windowssee rightclickStartlower left cornerclickPrograms, clickMicrosoft Access 2007 Getting Started with Microsoft Office Accessappear (image below

For previous Access users:newAccess 2007

Left Mouse Button
In this tutorial, whenever we indicate that you need to click the mouse, it will mean to click the left mouse button – unless we indicate that you should click the RIGHT mouse button. So, always “click left” unless we tell you otherwise.

Creating an Access 2007 Database

centerGetting Started with Microsoft Office Access ClickBlank Database button

As soon as you clickBlank Database buttonright side of your Access screen will change and look like the image on the left.

Saving your work
uniqueAccessrequires savedatabaseas soon as you enter the program savefloppy disketteA: Drive, USB key/Flash Drive C: Hard Disk chooseDriveclicksmall folderrightFile Name: New File Database upper left cornerFile New DatabaseseeSave

insee upper left arrow aboveClicksmall down arrowrightdisk drives availablesee right upper arrow abovedrive on which you want to save your database,click-on it3½ FloppyA:formatted disk in the A driveselectionappearSave in click-inarearightFile Name:Deletetexttype-in PERSON shownbottom of the above image see lower left arrow clickOK buttonEntersee lower right arrow on last page returnGetting Started with Microsoft Office Access screenright sidesee your database File Name belowDrive on which you will create your database. ClickCreate button

Creating a Table
clickCreate buttonimage belownew look2007 OfficeTabsRibbonsfor the area in Access on

Tabs

which you’re working Ribbon

Groups

Noticeimage aboveTable Tools Tablower Tab/Ribbon has changedDesign Personnel Tabledoes not “fill” the screenclicksmall squareminus and the Xupper right hand cornersee arrowimageright NoticeunderBlue BartopDesign screen3Field name, Data Type, Description

lower halfField Properties creatingField Namesdatabaseblankpersonnel form (on paper)filled-inareas that will be

filled inFieldsformsrecords Significant Notecreatingdatabasebreak downfieldsmallest partsTrust us. This will save you a lot of time later on. Look atimagerightClickinareaspaceunderField NametypeinLast Name (to replace ID).TapEnter click-inarearight Data TypecursormovesData TypeClickdown arrow Data Typerightlook likeright Now we’ll talk about Data Types.

Data Type
Text Memo Number Date/Time Currency

AutoNumber Yes/No OLE Object

Last NameTextDescription
noticelowerField Properties,box appearedselectedText Data TypetailoredtoTextField Properties should look like the one belowfinishstepsbelow

Field Properties
Click-in each area (to the right of the words) as you read about it below Field Size currently set255clickinareachange25 Format clickFormat AreatapF1 function keyHelp FormatHelptailored toHelp Window appearsclickFormat Property clickText and Memo Data TypesclickXupper right cornerMicrosoft Access Help – Format Property close

Input Mask Caption Default Value Validation Rule Validation Text Required Allow Zero Length Indexed Unicode Compression IME Mode IME Sentence Mode

Smart Tags
repeatprocesscreate different Field Names Data TypesType-inField Namesbelowset themData TypesSizes indicated

Field Name Last name Completed) First name Social Security #

Data Type Size Text 25 (Already Text Text 20 15

We'll use Input Mask Social Security NumberClickinInput Mask area Field Properties bottom screen left arrow below

Noticethree "dots" (...)rightClickthreeright arrow aboveInput Mask WizardMust Save Table FirstSave Now? ClickYes Save Asmaytype-inPersonnel Table NameclickOK Input Mask WizardshowSample MasksSocial Security Number click-on itscreenlook likebelow clickNextbottomInput Mask Wizard screen seedefault number000-000000dashes (-) between the numbers clickNext> again see two choicesClickinlittle circleleftWith symbols in the mask, like this Next> again click Finish seespecialwrittenInput Mask areaSocial Security #

Street address City State

Text Text Text

25 20 2

Here we'll use Format 2right of Format

down pointingarrowlikeabovesee arrow,appear rightFormat areaclickTap F1 key Function Keys top keyboard. Help menu screen tailoredFormatappearbelow) FormatHelptailored toHelp Window appearsclickFormat Property

working withText Data TypeclickText and Memo Data Typesarrow below

Notice >any alphabetic characterall upper case letterspointclickXupper right hand corner of the Format Help Screen

type >FormatField Propertieslook likebelow

Zip Gender
Insert a

Text Text

5 1

>Formatall gender upper case (capitals -State
Number

Favorite Number

Numbers,Validation Rule Validation Text1 and 999Field SizeLongInteger clickarearightDecimal PlacesAutodown arrowrightClickarrow0

click Validation Rulebuildmathematical expressiononly allow numbers from 1 to 999. Typefollowing expression

> 0 and < 1000

noticeclickValidation Rule areathree periods (…)appearPlease noteExpression Builder can cause problems<<expr>><<expr>><<expr>>. does notnumber correctlywe'll createerror messagClickValidation Texttype-in

Favorite Number must be between 1 and 999.

When you finish all of the above, your Field Properties should look like the one below

Date hired

Date/Time

Format areaclick small down arrowright sideShort DateInput Maskclick three dots (...) Save the table Short Date clickNext>click Next> againclickFinish/ Your Field Properties should look like the image below

Salary

Currency

Decimal Placesclicksmall down arrowright side0 0 (zero) rightDefault Value. 0

Application Received
Yes/No

Yes/No

good time to Save the last few changes

Microsoft Office Button
Microsoft Office Buttonreplaced Fileupper left cornerseeimage rightMicrosoft Office Button ClickMicrosoft Office Button noticemany of the “old” File-Menu Bar choicesincluded in this menu Saved databasebeginningclickSave

Quick Access Toolbar
also clicksmall disketteQuick Access Toolbar

Entering data in the database
you will still be in the Design view first button on the left that has a small sheet of paper arrowrightViewPointbuttonpauseTool Tipindicatesbutton isView ButtonClickView clickViewall of the Fields you created Field Namescut off enter data in each Field

Widening Columns in Datasheet View
widen columnsseeField Namesmove your cursor over the “line” between two Field Names (image above)cursor was over the line betweenline with two arrows pointing left and rightsee this lineclickhold down the left mouse buttonmove your cursor to the right a bitcolumnlargertake your finger off the mouse button

One noteValidation Ruleif we try to widen a column we will get the Validation Rule error
messageSo, it’s best to only widen columns when you are not entering data.

Entering Data
Last Nameseeflashing cursorthat you are ready to begin entering datatype the datatapEnter,click with the mouse in each fieldretype type the following in the area below the Field Name Field Name To be typed Smith Fred 123-45-6789 100 Main Street Lynchburg va 24501 mf 2007 07/01/1993 40000 Pointlittle squareclickleftseecheck mark notice Social Security Number Date Hired seeInput Mask work StateGender noticeFormat>forcedletter(s)capitals Favorite Number Favorite Numbertoo bigwillerror messageClickOKcreatewill work Salary Currency$commasperiods Whencompleted typingEnter Noteautomatically saved Also note* 2methodsenteringdata into the database Datasheet View or Form View ()

Exiting and Saving
click Microsoft Office Buttonupper left corner Access screen, clickExit Access – lower right corner menu screenhave not savedasking you to do so

Notice Access Options buttonleftExit AccessClickAccess Options button. Access Options menu screen (top of next page)appear

clickResources clickExit Access button. Do you want to save?click Save file screenclickOK

Opening Access Database - again
neat thingOpen Recent Database area on the right side of the

screenseedatabaseOpenarrowimagerightclickfilePerson ClickOptions

ClickOptions

clickOKseeleftPersonnel:Table turns orangemeans that it is OKtwo choices movecursoroverorange areaclick the LEFT mouse button twice quickly movecursoroverorange areaclick the RIGHT mouse button.drop down menuclickOpen continue enteringdataDatasheet View

Form View and Datasheet View
really different than in previous versions look at the topAccess screenclickCreate TabCreate Ribbonforms GroupClickForm button screen change significantlyknowing you were entering data from the Personnel Tablecreated a Formwith all of the Fields in your Table! PersonnelFormlookbelow new featureTab layoutabove Formseetwo

TabsNotice the small image on the left of each Tableft TabDatasheetright TabFormclickwhichever Tab enter dataForm ViewsameDatasheet ViewSaveFormclickSmall Save Diskette Quick Access Toolbarformpart of your Person Databaseautomatically saveTab Name move your cursor over the Personnel Form TabclickRIGHTmouse buttonclickSave formPersonnelbottomForm screena status area (see

below)arrow with an asterisknew blank record first “open”Person Databasechooseyour favoriteFormDatasheetLookleft sideAll TablesPersonnel Table two selectionsPersonnel: TablePersonnel.Noticeimageon the left of each selectionswitch back and forthDatasheet entryForm entryclickingyour choice lower left cornerof the menuscreenseesome text that indicates that you are either using Form or Datasheet

View to enter your data Viewbuttonsupper left indicateview Design View, Form View, Datasheet Viewmove back-and-forth between viewsclickingdown trianglesee arrows and images Note Sav Form

Important
To record enough information so that you can see the power of Access database does enter 24 or more records nowForm ViewDatasheet View

Querying the Database
This is what a database is designed forfinding specific informationdatatablevery
quicklysearch for general specific data in a field fieldsclick on the fields we want to queryfinding just Last Names table are not in Database: PERSONscreenshowsTables, Queries, etcfollowing the instructions on Pages 21-24 .

Ifyou have the Personnel Datasheet Personnel Form openclose them
Accessconfused RIGHT clickDatasheetForm Tabsselect Close

ClickCreate Tabtopleft arrow abovemovecursoroverQuery Design ButtonCreate Tab/Ribbon (right arrow above). imageright ClickQuery Design button TwoQuery 1: TabShow Tablefirstselect the table(s) you desire to queryShow Table screenlook likebelow

Click Add First Show Then click Close Table
Query 1: Queryappear Clickexpansion squareupper right corner enlargethe Query 1: Select Query upper half of the window,small boxPersonnelasterisk (

These areas are magnified below

* )belowelevatorfields PersonnelTable
Fields we want to query lower areaNoticelower areaon the left borderField:, Table, Sort:, Show:, Criteria:, or: clickinfirst cell to the right of Field:Last Name, State, Favorite NumberSalaryclickdown arrow click Last NameNoticeLast Name appearsrightField checkseenShow meansseeLast NamesNotice,rightTablePersonnel query screenlook likeone on the right movenext Field cell on the rightdown arrowclickStatenext two fields to the rightFavorite Number Salary

look Button Bar top left screenmiddleseeexclamation mark! rightRun Click-on the! click executes your query

Notice ONLYfour fields addremovefields,returnDesign ViewreturnDesign Viewclicksmallbuttonupper left cornerscreenblue triangle, pencil, and ruleronerightclickField areaselect a new fieldreplacefield you want to removetapDelete key

seequerywill look,print how to open Print Preview clickMicrosoft Office Buttonupper leftmovecursorPrint selectionPreview and print the viewappearMovecursor over Print Previewclick clickleft mouse button once“zoom” inenlargeclickagainzoom out returnclick-on Close Print Preview button on the right side of Print Preview

the

Tab/Ribbon.View

Adding a Print Preview Button to the Quick Access Toolbar.
addPrint Preview buttonQuick Access Toolbar Repeatsteps at the top of this pagePrint PreviewclickRIGHTmouse buttondrop down menuclickAdd to Quick Access Toolbar add any button you desiresmall arrow on the right side of the Quick Access Toolbarrightmovecursorover arrowCustomize Quick Access Toolbar

Sorting the Database
Query Design ScreengoDesign ScreenNoticethird row, lower half Sort: imagerightClickSortLast Namedown arrowappearsclick-on the down arrowLast NamesAscendingClickAscendingAscending Click-on the!new query Click-on the Design View button (triangleruler-pencil)changeAscending(not sorted) set the fields to (not sorted) may also sortfieldsDatasheet ViewTableQuerythe Field Namestop of each column in gray cells

click-on oneblue area field namesStateentire columnblueimage rightmarked

Home Tab/Ribbonright sideSort & Filter Groupsee two buttons with “down” arrows imagerightmovecursor over these two buttonstext helpindicateSort AscendingSort Descendingclick-on oneFieldselectedsortedin the order selected always click the Undo ArrowQuick Access Toolbar

New to Access 2007 – A Filter/Sort Arrow for each Field!
imagerightclickedsmall down arrowrightStatedrop down Filter/Sort menu appearedNotice

Specific Queries
everythingeach Field Namefind somethingspecificpeople from a certain state or city, people whose favorite number is 7 or salaries between $ 20,000 and $ 50,000tricky idea of various criteriaclick Help Question Mark upper right corner Access Screen Access Help Task Pane appearrightNoticenumber of Help topics clickSearchType-inquery criteriatapEnter key Search for: right ClickExamples of query criteria Access HelpappearClickMaximize squareupper right corner UseElevator BarrightHelp screenviewcriteria finishedclickXupper right cornerMicrosoft AccessHelp Topics menuclose Now we'll try a few specific queriesfindspecific state Query1: Select QueryDesignlook likeIf you’re notclickDesign buttonupper left cornerscreenright

Clickcell right of Criteria:StateMake sure you are in the State columnTypeinabbreviationfor one of the states you enteredlook likeimage below click-on( !Only state you selected

SPECIFICstate Design View Button (triangle-ruler-pencil) Delete state Favorite Numbers larger than 600Type-in>600 Criteria cellFavorite Number Column.

Click-on!no one is indicateddon't havenumber larger than 600 Return toDesign ViewDelete >600run the query with no criteriaseethefieldsReturn toDesign View Make sure all the Criteria: cells are empty salaries equal to or larger than $ 20,000 and equal to or less than $ 50,000Salary:type-in

>= 30000 and <= 40000

Click-on!

Go back to

Design

ViewDeletecriteriaSalary on your own Don't get frustrated if no specific items appearcan't existandor:Try one state in the Criteria: cell under State and another in the or: cell. end Make sure that your query is completely clear of criteria RIGHT click Query1 Tab. Movecursorover SaveclickSave Save AsName the Query anything you likeour query “Test Query 2007ClickOK clickOKnotice t closeQueryRIGHTTabclickingClose openquery againclick twice quickly on the queryRIGHTclickquerychooseOpen

Reports Reports can be very complexvery basic steps A good
manual or some knowledgeable assistance will be essential to mastering reports. Wizards Tabs/Ribbons For those who are accomplished with Access reports – from earlier versions of Access – this will be a whole new adventure with the Tab/Ribbons of 2007 Office. First, make sure that you have closed any Tables, Forms, or Queries on which you are open Accessshould look similarimage below

ClickCreate TabCreate Ribbon will appearLookrightCreate Reports Group

Create Reports GrouprightReport Wizard ClickReport WizardReports Group Report Wizard Menuappear

Read all the information Report Wizard menu screenyou selectyourwill show-in the report individuallyclickname fieldAvailable Fields:click> orderwhich you click will be their order >> brings over all of the fields < brings back one of the fields which you have selected << brings back all of the fields.make a mistake Lookimage aboveNoticearrowpointingdown arrowright sideTables/Queries areaClickarrowselectTable:Personnel Your Report Wizard menu screen should look like the large image in the middle of this page. Click-on First Name click-on >noticefromAvailable FieldsSelected Fields Last Name, State, Gender Salary should look likebelow

Next>

Grouping in Reports GroupingstateclickState ><
look likebelow

Next>

FirstaboveindicateSort OrderalphabeticorderLast NameFirst NameAscendingClick-onthe small down arrow to the right of the first box Last NameAscendingFirst Namescreen should look likeabove Summary Optionsbelow sort fieldsONLY appearsnumber field is selectedClick- Summary Options… button

Summary Optionsallowsentercalculationsnumericalcurrencyselectedsummarizeby each groupintotalSalarycurrencyClickboxesSumAvg

ClickOK. Next> select

a

layoutreportClicksmall circleslefteach choiceLayout areawe’ll stay with the default: Steppedclick-again it that circle

Note:bottomlast Report Wizardmenu screenon the last pageAdjust the field width so
all fields fit on a pageThis is a very important checkthis is where an advanced
course or manual are almost essential

Next>

StyleClickchoicesNext>

lastNotesmall circlePreview the Reportclick Finishpreview copytitleState ReportFinish Tabular

Notice#### symbolsunder Salaryright of Sum and AvgThefields are not wide enough to display these numbers

Noticeupper left CornerLayout Viewclicksmall down arrowunder Viewdrop down menurightappear really seeState Report will look likePrint PreviewclickPrint Preview selectionmenurightclickPrint Preview buttonQuick Access Toolbartop left

Print Preview image belowseeSalary, SumAverageamountscut offneed to go to the Design Viewenlarge these “boxes

Noticelower left corner Noticetriangle buttonsleftright Noticecursormagnifying glassclickzoom inzoom out returnState Reportclick-on Close Print Preview button right side Print Preview Tab/Ribbon.LayoutView State Report#### Clickdown arrow belowView buttonupper left cornerAccess screenclickDesign View arrow”

We’ll explain about what you see in the image above on the next page.

New Report Design Tools Tab/Ribbon in Access 2007
First: : Report Header, Page Header, State Header, Detail, State Footer, Page Footer and

Report Footer . Report Header first

Page Header

eachtop of each column

State Header

State Footer

Detail

field names from our databasepulldata

These are the databasefields themselvesprint each timeis drawnAs you enter more people in the database more people will be shown Page Footer

Report Footer

lower right cornersState Report Footer

= SUM([Salary]).

Enlarging the Salary, Sum and Average “boxes”
Salary, SumAverage cut offhow to widen the boxes Design ViewclickSalary boxDetail areaborder around the box will turn orangemovecursorright side of the boxseetwo-headed arrowDetailimage below

clickHOLD DOWNLEFT mouse buttonmove your cursor slowly to the rightSalary box get largerTake your finger off the left mouse buttonSalary boxSalary Headerlook similarimagerightIf you have not made the area large enough, or too large, you can return to the Design View and adjust as need be State Footer areado the sameSum box. Average box

ClickPrint Preview buttonPage 44

Saving Reports
movecursoroverState Report TabclickRIGHTmouse buttonclick Save Close this report again

Quick Reports

Reports very complex, very quicklyMicrosoft Press Access 2007 – Inside Out finishedexit AccessPage 19

Microsoft Office Tutorials
http://www.officetutorials.com

murray.t@lynchburg.edu Thank you for your patience and good luck.

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