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Access07basics PDF
Access07basics PDF
Access07basics PDF
Learning Guide
Exploring Access
At first glance, the new Access 2007 interface may seem a bit unsettling,
with “fat bands” called Ribbons replacing cascading text menus and task
bars and the Navigation Pane replacing the Database Window. This guide
will help put you at ease as it introduces you to the new design and
explains the new nomenclature.
1
The Office Button
The Office button, located in the top left corner of your screen, replaces
the File menu found in earlier versions of Access. The Office button
allows you to carry out many functions, such as saving, printing, and
opening your document.
2
The Quick Access Toolbar
The Quick Access toolbar, located to the right of the Office button,
contains the three most frequently used buttons, Save, Undo, and Redo.
You can customize the Quick Access toolbar and add any button that you
frequently use. To add any button to the Quick Access toolbar:
• Click on the down-facing arrow at the far right of the Quick Access
toolbar.
• If the command you wish to add appears in the resulting menu, click
on it to add it to the toolbar. Otherwise, select More Commands.
3
Ribbons
Located where taskbars used to be, Ribbons graphically display the
changing features as you click on the menu-bar tabs. It may be take you
time to adjust to the new locations of familiar options, but Ribbons may
expose you to new commands and tools. The image and table shown
below will help familiarize you with the various options.
4
Database Basics
A database, at its very core, is a structured collection of data. Access
stores all your data in the form of a table that is composed of rows and
columns.
Each row, called a record, contains data about a single object, person, or
concept. In the table below, row 2 (Record 2) contains all the information
about an order taken on 6/21/2005 for 100 computer at a price of $50 per
computer.
Once this structure is in place, you can access your information directly
through the table, or use one of the other database objects for greater
flexibility in display and organization. For example, you can enter data
using forms or create reports to present your data.
Sample table
5
Sample form
Sample report
When considering how to manage your data, remember that you can
upgrade your data structure – Word tables can be converted to Excel
spreadsheets, which can then be imported into Access tables.
6
Tables
Tables are used in Access to manage and store all data that is entered.
Within a database you can add records in the datasheet view of an existing
table or create a new table.
7
Creating a New Table in Design View
To create a new table to enter your data:
• Locate the Tables area of the Create ribbon.
• Click on the button labeled Table Design.
8
• Move your cursor to the Description column.
• Type a brief description of the data that will be included in this field.
• Repeat these steps to add additional fields to your table.
• A gold key icon will appear next to the field you have selected.
9
Resizing Columns
Once you have created your table and returned to the Datasheet View,
you may notice that the columns are not wide enough (or too wide). To
resize a column:
• Place your cursor on the right edge of the column you wish to resize.
• Drag the cursor to the right (or left) until your column is the size you
desire.
• To size a column to fit the entered data, double-click on the right edge
of the column header.
10
Adding a field to the end of the table:
• In the first blank row of your table, type in the Field Name
• Select the Data Type you desire
• Add in a Description
• The Design ribbon should also appear at the top. From the
Relationships tab, click on the Show Table button.
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• The Show Table window will appear with all of the tables and queries
in your database listed.
12
Adding Relationships between Tables
• Click on the name of the field in the first table.
• Drag it over the name of the field in the second table.
13
Forms
Forms are used for easy data entry. Using Access, you can enter records
in an existing form and/or create a new form to manage data. Although
tables can display multiple records at once, most forms will display only a
single record at a time, as seen below.
• Access will create a blank record at the end of your database that you
can use to enter data.
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To display the . . . Click on . . .
First record in the form
Previous record
Next record
Final record in the form
Filtering Records
To search for a specific record in your database to edit in your form:
• Click in the field that you wish to use for your search.
• Locate the Sort & Filter area of the Home ribbon.
• Click on the button labeled Filter.
15
• Any records matching your criteria will display on your form.
• Locate the Sort & Filter area of the Home ribbon.
• Click on the button labeled Toggle Filter to remove the filter and view
all records.
16
• From the box labeled Available Fields, double-click on the name of
the field you want to include in your form.
• To include all fields, click on the double right-facing arrow.
• From the window that appears, select the layout you wish to use for
your form (for example, columnar).
• Click on the button labeled Next.
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• From the window that appears, select the style you wish to use for
your form (for example, Access 2007).
• Click on the button labeled Next.
• In the box labeled What title do you want for your form, type a
descriptive name for your form (for example, frm_OrderNumbers).
• Click on the button labeled Finish and your form will open in a new
window.
18
Queries
A query is an Access object that can display data from one or more tables
in an orderly fashion. A query retrieves select fields from every record in
a database and may be executed from tables and existing queries.
19
Filtering Data in an Existing Query
Filtering data returned by your query allows you to only view data that
meets certain conditions. One or more filtering criteria can be added to
each field. To create a filter:
• From the Navigation Pane, right-click on the name of the query to
which you wish add criterion.
• From the menu that appears, select Design View.
• Decide which field you wish to use in your filter, and select a criterion
that must be met by any data that is retrieved.
o In the example below, qry_OrderNumbes answers the
question “Who are my clients and how many computers did
they order?”
o Use of a filtering criterion might produce a more restrictive set
of data that retrieves data to answer “Which of my clients
ordered more than 1000 computers”
o In this case, the chose filtering criterion is greater than 1000
computers.
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• In the design grid, click in the Criteria cell for the field that will
receive a filtering criterion (in this example, click in the Criteria cell
for NoComputersOrdered).
• In the Criteria cell, type in the filtering criterion for your field.
21
Query Operators
Filters can be created using the following operators:
Operator Description
> Greater Than
< Less Than
= Equal To
>= Greater Than or Equal To
<= Less Than or Equal To
22
Switching between Design View and Datasheet View
To switch between design view (used to apply query criterion) and
datasheet view (used to view query results):
• Locate the Results area of the Design Ribbon.
• Click on the button labeled View to switch from Design View to
Datasheet View.
• Once you are in the Datasheet View mode, click on the View button a
second time to return to Design View.
23
• Click on the name of the table you wish to query from.
• Click on the button labeled Add.
• Repeat the above steps until you have added all desired fields for your
query.
• Locate the Results area of the Design ribbon.
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• Click on the button labeled Run.
Reports
Reports are used in Access to display the results of a table or query in a
professional manner.
25
Viewing an Existing Report
• From the Navigation Pane, double-click on the report you wish to
view.
26
• Click on the down-facing arrow of the box labeled Tables/Queries.
• Select the table or query which contains the data you wish to view in
your report.
27
• From the window that appears, select the grouping you wish to apply
to your report (if any).
• Click on the button labeled Next.
• A window will appear, allowing you to sort your data and/or add
summary information.
28
• Click on the button labeled Summary Options.
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• From the window that appears, select the layout you wish to use for
your report.
• Click on the button labeled Next.
• From the window that appears, select the style you wish to use for
your report (for example, Access 2007).
• Click on the button labeled Next.
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• In the box labeled What title do you want for your report, type a
descriptive name for your form (for example, rpt_OrderNumbers).
• Click on the button labeled Finish.
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