LESSON 1 (Access Parts)

3 Solutions that Access solves on Data Problems

1. Solves the Size and Speed Problem
a. Access solves the restriction in size and speed problem. As size increases it tends
to slow the things down.
b. How long do you think your supposed to find the data on a traditional way of
finding data? Access solves it by finding the data needed in an instant.
2. Solves the Data Sharing Problem
a. Can have multiple users on the same database. For example:
Desktop (Accessing the Same Database)
First name Last name Address City
John Smith
Howard Stern
Laptop (Accessing the Same Database)
First name Last name Address City
John Smith
Howard Stern
Whatever is edited on the Desktop that is accessing the same database, whenever
you refresh the page on your Laptop that is accessing the same database. The data
will be transferred inherently once the edit mode is removed.
b. Access will also throw a “write conflict” prompt, when someone in the database
has already edited the data.
3. Solves the One to Many Problem
a. If you use spreadsheet as database, you will end up duplicating to many data.
Which causes the database to grow big and waste to much space.
b. Access solves the problem by using unique key one to many relationship on the
tables. We are linking tables through its primary keys instead of duplicating
values in the traditional way.

Basic Parts of Access Screen

Types of Objects
 Tables – actual data values are contained inside the tables. Data only exists in the table
 Forms – formatters for both input and output
 Queries – bunch of settings that are use to modify and pull out data from the table
 Reports – formatters for data output

LESSON 2 (Basic Table Objects)

Design View

 Fields –
each item of information that you keep (column)
 Data Type – type of value of fields
o Common Data types:
 Short Text – 255 characters: letters, numbers, spaces
 Long Text – in old access, it is called as “memo,” up to 64,000 characters
 Currency – special type of number
 Auto number – incrementing numbers; used on primary keys
 Concepts:
o Primary Key – used as a unique key identifier for relational
databases, in short it is used for linking tables with other
tables
 Cannot be added to existing tables, the table should
be new to be able to use primary key
o Restructuring Tables – it is best that you know all the
required fields before making the table, otherwise it would
be difficult to restructure the whole table
 Yes/No – value: true/false, on/off: they come in checkboxes
 Hyperlink – link to a specific web location (URL)
 Number – number value
 Long Integer – whole numbers
 Double – decimal numbers
 Date/Time – date and time value only
 Windows has a built in century counter
o Ex: If you were to type “1/1/30” Access would think that
the year is 1930, so basically it has a limit to the year
counter.
 Description (Optional) – tells description about the field, it is optional
 Field Properties – the properties of the data type and the fields
Datasheet View

 Fields –
each item of information
o Vertical
o Columns
 Records – all of the fields across the row
o Horizontal
o Rows

Access keyboards Shortcuts for Manipulating, Adding, and Deleting Records

 Ctrl + “ – copies the previous value of the field from above
 F2 – toggles edit mode and highlight mode
o Edit mode
 Home – moves the insertion bar into the beginning of the word
 End – moves the insertion bar into the end of the word
o Highlight mode
 Home – moves the highlighted text into the beginning of the row
 End – moves the highlighted text into the beginning of the row
 Ctrl + End – moves the highlighted text into the bottom right most part of the table
 Ctrl + Home – moves the highlighted text into the top left most part of the table
 Select Record Selector + delete – delete the selected record in the table
 Drag Multiple Record Selector + delete- delete the multiple selected record in the table

Sorting and Filtering

 Sorting – select specific fields or multiple fields (multiple fields sorts from left to right)
o Ascending – sorts in ascending order
o Descending – sorts in descending order
o Remove Sort – removes all the fields sorted
 Filtering – filters the selected fields, depending on the data type of the field the filter is
different
o Selection – shows the possible filters for the field’s data type
 Boolean values specifically
 True = -1
 False = 0
 o Toggle Filter – similar to remove sort, instead it toggles whether you want to turn
the filter on or off.

LESSON 3 (Basic Report Objects)

Report Wizard – creates simple and customized reports
 First Prompt

o
o Choose one or more tables or queries
o Choose one or more fields of the selected tables or queries
 Second Prompt – groupings

o
 Third Prompt – sorting

o
 Fourth Prompt

o
o Layout
 Columnar
 Tabular – most common; used all the time
 Justified
o Orientation
 Landscape
 Portrait
  Fifth Prompt – enter the title of the report textbox

Views
 Report View – similar to print preview, but without the pages
 Print Preview – shows the reports that can actually be printed on a paper
 Layout View – used for adjusting the sizes of the fields or columns
 Design View – for editing the structure of the report
o Controls – what you put in your reports and forms
 Labels
 Textboxes
 Checkboxes
 Option Buttons
 Combo boxes
 Pulldowns
o Report Header – appears once at the beginning of the report’s page
o Page Header – appears at the top of each page of the report
o Detail – area that shows what one record to look like
o Page Footer – appears at the bottom of each page of the report
o Report Footer – appears once at the end of the report’s page

Summary:
 Access solves 3 data problems
o Speed and Size Problem
o Data Sharing Problem
o One to Many Problem
 Parts of Access Screen
o Navigation Pane
o Ribbons
 o Objects
 Tables
 Views
o Design View (Parts)
 Fields
 Data Type
 Short Text
 Long Text
 Number
o Long Integer
o Double
 Currency
 Auto Number – Primary Key
 Yes/No
 Hyperlink
 Date/Time
 Description (Optional)
o Datasheet View (Table Structure parts)
 Record Selector
 Record Navigator
 Fields
 Records
 Sorting and Filtering
 Sort
o Ascending
o Descending
o Remove Sort
 Filter
o Selection
o Toggle Filter
 Reports
 Report Wizard (Creation)
 Views
o Report View
o Print Preview
o Layout View
o Design View (Parts)
 Report Header
 Page Header
 Detail
 Page Footer
 Report Footer
 Queries
 Forms
 Keyboard Shortcuts
o Ctrl + “
o F2
 Edit Mode
 Home
 End
  Highlight Mode
 Home
 End
o Ctrl + End
o Ctrl + Home
o Record Selector + Delete

LESSON 4 (Basic Query Objects)