Microsoft® Access® Step by Step [Book]

 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
Published, ; Pages, ; Language, English ; Format, Paper book / ebook (PDF) ; ISBN, Free PDF Book Microsoft Access Step By Step, MS Access Tutorial, Computer Programming Books, Download Free Books in PDF Format. Includes downloadable practice files and a companion eBook. Build a database from scratch or ready templates; Create easy-to-use data-entry forms; Write queries.
 
 

 

Microsoft Access Step By Step : Free Download, Borrow, and Streaming : Internet Archive.

 

Description : Download an introduction to the Microsoft Access interface and covers the various aspects of database creation and management in Access Level : Beginners Created : October 15, Size : Summary on tutorial Introduction to Microsoft Access Computer PDF guide you and allow you to save on your studies.

Download the file. Office Computer programming Web programming Database 93 Operating system 68 Mathematics 60 Graphics 56 Other 55 Network 50 Computer security 46 Computer architecture 23 design and analysis Online courses in Videos.

Introduction to Microsoft Access in Videos. Similar Tutorials. Download an introduction to the Microsoft Access interface and covers the various aspects of database creation and management in Access Press F1 for help on field names. Design view. Datasheet view displays the data stored in the table, whereas Design view displays the underlying table structure. Keep the GardenCompanyOl database open for use in later exercises. Working directly with tables in a database you have created might be quite simple for you, but it might be overwhelming for people who don’t know much about databases in general or about this database in particular.

To make it easier to enter, display, and print information, you can design forms. A form acts as a friendly interface for a table. Through a form, you can display and edit the records of the underlying table, or create new records. Most forms provide an interface to only one table. However, by embedding subforms within a main form, you can use one form to interact with multiple tables that are related through one or more common fields.

Forms are essentially collections of controls that either accept information or display infor- mation. You can create forms by using a wizard, or you can create them from scratch by manually selecting and placing the controls.

Access provides the types of controls that are standard in Windows dialog boxes, such as labels, text boxes, option buttons, and check boxes.

With a little ingenuity, you can create forms that look and work much like the dialog boxes in all Windows programs. As with tables, you can display forms in several views. If necessary, open the database, and then follow the steps. Click the arrow adjacent to the Supplier box to display a list of all the company’s suppliers.

This is an example of a list box control. Now let’s open a form that indudes a main form and a subform. In the Navigation pane, double-click Categories to open that form on its own tabbed page.

Notice that the main form displays information from the Categories table, and the subform, which looks like a datasheet, displays information from the Products table for the current record. Exploring forms 5 On the main form’s record navigation bar, click the Next Record button a few times to display the next few records.

Notice that the subform changes with each click to display the products in each category. Next let’s display a form containing customer information in various views. Notice that three tool tabs Design, Arrange, and Format appear on the ribbon. Switch between Form view, Layout view, and Design view, noticing the similarities and differences. Finally, let’s take a look at the controls available for designing forms.

Either method displays a menu containing the Controls gallery. Exploring queries You can locate specific information stored in a table, or in multiple tables, by creating a query that specifies the criteria you want to match. They can also be quite complex — for example, you might want to locate all out- of-state customers who have purchased gloves within the last three months. For the first example, you might be able to sort and filter the data in the Products table fairly quickly to come up with a list.

For the second example, sorting and filtering would be very tedious. It would be far simpler to create a query that extracts all records in the Customers table whose billing addresses are not in your state and whose customer IDs map to records that appear in the Orders table within the last three months and whose item IDs map to records classified as gloves in the Products table. The most common type is the select query, which extracts matching records from one or more tables.

Less common are queries that perform specific types of actions. Processing a query, commonly referred to as running a query or querying the database, displays a datasheet containing only the records that match your search criteria. You can use the query results as the basis for further analysis, create other database objects such as reports from the results, or export the results in another format, such as an Excel spreadsheet.

If you create a query that you are likely to want to run more than once, you can save it. It then becomes part of the database and appears in the list when you display the Queries group in the Navigation pane. To run the query at any time, you simply double-click it in the Navigation pane.

Each time you run the query, Access evaluates the records in the spec- ified table or tables and displays in Datasheet view the current subset of records that match the criteria defined in the query. To set up a query, you work in Design view.

Each box represents one table. In a query that works with more than one table, lines between the boxes indicate that before the query was created, relation- ships were established between the tables based on common fields. The relationships enable the query to draw information from the tables. Each column of the grid refers to one field from one of the tables in the top pane. Each row defines a different aspect of the query.

Don’t worry if this all sounds a bit complicated at the moment. When you approach queries logically, they soon begin to make perfect sense. In the Navigation pane, right-click the Delete Discontinued Products query, and then click Object Properties to display the properties of the query, including a description of its purpose. Let’s run a query. Right-click the Products By Category query, and then click Open to run the query and display its results in a datasheet.

If necessary, close the Navigation pane so that you can see all the results. The Products table contains records. To find out why 18 of the records are miss- ing in the query results, let’s look at this query in Design view. Exploring queries 41 The two boxes in the top pane of the Query Designer list the fields in the Categories and Products tables. The line between the boxes indicates a relationship based on their common CategorylD field.

The design grid in the bottom pane defines a query that matches information from both tables. As an experiment, let’s make a small change to the query design. Then on the Design tool tab, in the Results group, click the Run button to find all the records that have been discontinued.

J 1 Products By Category. Bonsai mixed garden 1 ea. TIP You can also run a query by switching to Datasheet view. When a message asks whether you want to save your changes to the query, click No. Chapter 1 Explore Microsoft Access ploring reports You can display the information recorded in your tables in nicely formatted, easily accessible reports, either on your computer screen or on paper.

A report can include items of informa- tion selected from multiple tables and queries, values calculated from information in the database, and formatting elements such as headers, footers, titles, and headings.

You’ll also examine another report in Design view. Exploring reports 43 TIP Access provides a wizard that can help you create a mailing label report.

You can also create labels like these by using the Customers table as a data source for the Microsoft Word mail merge tool. Move the pointer over the report, where it changes to a magnifying glass.

Garden Company? Tejani Oak St. You can also adjust the zoom per- centage by clicking the Zoom In or Zoom Out button the plus or minus sign at the ends of the Zoom slider or by dragging the Zoom slider.

To set a specific zoom per- centage, click the Zoom arrow in the Zoom group on the Print Preview tab and then click the percentage you want. Now let’s look at another report.

This report generates several pages of information by combining data from the Categories table and the Products table. On the page navigation bar in the lower-left corner of the page, click the Last Page button to move to the end of the report.

Click the Previous Page button a few times to view a few more pages of the report. Let’s look at the structure of this report in Design view. On the View Shortcuts toolbar, click the Design View button. Notice that in this view, the report looks similar to a form. Keep the GardenCompanyOl database open for use in the last exercise. Previewing and printing database objects Because Access is a Windows application, it interacts with your printer through standard Windows dialog boxes and drivers.

This means that any printer that you can use from other programs can be used from Access, and any special features of that printer, such as color printing or duplex printing, are available in Access. The commands for printing database objects are available from the Print page of the Backstage view.

Display the active object in Print Preview. Access will not print data that is not visible on the screen, so let’s first make sure all the columns display all their data. Don’t worry about showing the complete column heading; just focus on the values. Print Select a printer, number of copies, and other printing options before printing. Print Preview Preview and make changes to pages before printing From the Print page of the Backstage view, you can print the current database object with the default print settings, change the settings, and preview the object.

On the Print page, click Print Preview to preview the first page of the Employees table. TIP This is the only way to preview a table, a query results datasheet, or a form.

There is no Print Preview command available when you right-click one of these ob- jects, and there is no Print Preview button on the View Shortcuts toolbar or in the View button list, as there is for reports. Then click the First Page button to move back to page 1. With the current settings, this datasheet will print as two short, vertically oriented pages. Let’s adjust the settings. Then click the Next Page button. Notice that the datasheet still occupies two pages, with only one field on the second page.

In the Page Size group, click the Margins button, and then click Narrow. In the Print group, click the Print button to open the Print dialog box. Previewing and printing database objects 49 10 11 12 13 14 Click Cancel to close the Print dialog box, and then in the Close Preview group, click the Close Print Preview button. Now let’s take a look at a report. On the View Shortcuts toolbar, click the Print Preview button to display the report information as it will be printed.

On the Print Preview tab, in the Zoom group, click the Two Pages button to display the first two pages of the report side by side. Employees j 13 Alphabetical List of Products. On the View Shortcuts toolbar, click the Report View button to return to that view. Then close the GardenCompanyOl database. They organize data in columns and rows, called fields and records.

For example, you view data in a table in Datasheet view and define how the data is structured in Design view. Microsoft Access takes a lot of the difficult and mundane work out of creating and customizing a database by providing database templates. Access also provides templates for common elements that you might want to plug into a database. These application parts consist of sets of objects — a table and related forms, queries, or reports — that together provide a complete, functioning part of a database, ready for you to customize.

If none of the templates meet your needs, you can create databases manually. However, an empty database is no more useful than an empty document or worksheet. It is only when you fill a database with data referred to as populating a database , that it starts to serve a purpose. In this chapter, you’ll examine web app templates and create a desktop database from a template. You’ll also create a table manually. Next, you’ll adjust the display of a table to meet your needs.

Finally, you’ll define relationships between tables. By the end of this chapter, you’ll have a desktop database that contains a few tables and you’ll understand a bit about how the database tables you will use for the exercises in the remaining chap- ters of the book were created. By using predefined templates, you can create a database in far less time than it used to take to design one, because someone has already done the design work for you.

After using a desktop database template to create the database, you can view and modify it by using Access on your local computer.

They are designed to provide an online interface through which people can view and enter data from a web browser. Web apps make it possible for people to access company information from wherever they are and from any computer, whether or not it has Access installed. Several of the templates that come with Access and many of the templates available from the Office website are for web apps. For more information, see the sidebar “Getting started with Access web apps” later in this chapter.

Although using an Access template might not produce exactly the database you want, it can quickly create something you can customize to meet your needs. However, you can customize a database only if you know how to manipulate its basic building blocks: tables, forms, queries, and reports. Due to the complexity of these templates, you prob- ably shouldn’t try to modify them until you’re comfortable working with database objects in Design view and Layout view. By the time you finish this book, you will know enough to be able to confidently work with the sophisticated pre-packaged database templates that come with Access.

In this exercise, you’ll explore the templates that come with Access, and you’ll create a desk- top database based on the Desktop Task Management template.

Close any open databases, and then follow the steps. With either the Access starting screen or the New page of the Backstage view dis- played, scroll the page to display the range of available templates.

Notice that the icons of desktop database templates are designated by a blank page, and the icons of web app templates are designated by a stylized page with a globe. In the list of templates, click the Task management web app template icon.

Datasheet By Status Task management Provided by; Microsoft Corporation Plan and managetasks, and then assign them to employees, Like all Access 3 apps, the Asset tracking template requires Sharepoint so you can share content with others.

Customize by adding more tables, new views of table data, or adding logic for your particular needs. Download size 18 KB Create your app, then use it and share it on the App Name My New App Web Location Get help finding your web I oca tin Clicking a web app template icon displays a description of the template and asks you to name the database and identify the SharePoint site on which it will be stored.

Creating databases from templates 55 TIP If no template seems to be a good starting point for the database you want to create, you can search for additional templates on the Office website by entering a category in the Search For Online Templates box and then clicking the Start Search- ing button.

To the left and right of the creation window, click the back and forward arrows to scroll through the list of available templates, reading their descriptions. Stop when the creation window for the Desktop task management template is displayed. A i Desktop task management Provided by: Microsoft Corporation Create a tasks database to track a group of work items that you or your team need to complete.

Although you can use spaces between words, because database files are sometimes referenced in program- ming code, most database developers use words with initial capital letters and no spaces between them. Click the adjacent Browse button, and then in the File New Database dialog box, navigate to the Chapter02 practice file folder.

You can change the location when you create each database, or you can change the default folder. To specify a different default folder, open the Access Options dialog box, and then on the General page, in the Creating Databases area, click the Browse button to the right of Default Database Folder.

In the Default Database Path dialog box, browse to the folder you want to be the default, and then click OK in each of the open dialog boxes. With the path to the specified folder displayed below the File Name box in the window, click the Create button.

We recommend that you watch these two short videos to help you understand this database and Microsoft Access. Once you’ve had a chance to use the Tasks database, please let us know how we’re doing. Provide Feedback 0 Show Getting Started when this database is opened This Getting Started window is a form that provides two videos to help you understand how to use and modify your MyTasks database.

Creating databases from templates 57 8 If you want, watch the videos to understand how this template works. Then clear the Show Getting Started when this database is opened check box, and close the window. Then if any of the groups are collapsed, click their chevrons to open them. All Arrpss Ohie TIP Below the form name is a toolbar that has commands created by embedded macros.

A database that has commands like these is called a database application. The topic of macros is beyond the scope of this book. For information, search for macros in Access Help. Notice that the task you just entered in the form is the first record in this table. Let’s use an application part to add a form to this new database. It is now easier to focus on just the seven forms in the database. On the Create tab, in the Templates group, click the Application Parts button to display the Application Parts gallery.

TIP These ready-made objects give you a jump start on creating a fully functional database application. But like templates, they involve behind the scenes functionality that you might not know how to manage yet. You can come back and explore appli- cation parts more fully when you have a better understanding of them.

Creating databases from templates 59 15 Point to each thumbnail in turn to display its description, and then in the Blank Forms area, click 1 Right. Notice that when you add this form to the database, Access adds an eighth form called SingleOneColumnRightLabels to the Forms group in the Navigation pane. It also runs a macro that opens the Task List form. X Search. For each type of object, first filter the Navigation pane to display only that group, and then explore its objects.

Office plans that include SharePoint Small Business Premium and Enterprise are ready to host Access web apps with no extra setup required. To create an Access web app, you must first log in to Office with a SharePoint enabled account. This account might not be the same as your Windows account. Deployment, management, and security of the web app are all controlled within the SharePoint infrastructure.

To create a web app: 1 Start Access, and in the upper-right corner of the program’s starting screen, verify that you are logged in to Office with a SharePoint-enabled account. If the account shown is not a SharePoint-enabled account, click Switch account, and then click the account you want to use; or click Add Account and enter the appropriate credentials. TIP If you aren’t sure which template to choose, enter a keyword in the Search box at the top of the pane, and search online for suggestions.

Then click Create to download the template and create the application on the designated SharePoint site. Service, Sell Jiz it! CI ckan item in ttie result list and “tw”l be added c. From the initial web app screen, you can add or view existing objects. The tables you add to the web app are displayed as tiles in the Tile pane on the left side of the page. For each table, Access automatically creates an associated Datasheet form and a List form. Clicking a table shows you an image of the table’s form in the right pane.

To edit a table’s form, display the form in the view you want, and click the Edit button. You can manage the data source and actions of a form’s fields, in addition to the formatting of the form itself, in the List and Datasheet form views. To edit a table, right-click the table’s tile, and click Edit Table. You can also open the Navigation pane and edit the tables and forms from there. The wizard guides you through the process of establishing the relationship.

For in- formation about using this wizard, see “Allowing only values in lists” in Chapter 6, “Maintain data integrity. To make the Access web app available to other users, simply share the web address of the SharePoint site with them. When they launch the web app in their web browser, they can view and manipulate its data by using the buttons on the Action bar located to the right of the Search box to add, delete, edit, save, and cancel record edits.

Their changes are saved in the centrally stored SQL database. TIP If you need to make more extensive changes to the database, you can click the Settings button in the upper-right corner of the web app and click Customize In Access to open the database in Access on your local computer. Creating databases from templates 63 Creating databases and tables manually Suppose you need to store different types of information for different types of people. For example, you might want to maintain information about employees, customers, and suppli- ers.

However, cramming all this information into one table would soon get messy. It’s better to create a new database based on the Blank Desktop Database template and then man- ually create separate tables for each type of contact: employee, customer, and supplier. When you create a new blank database or insert a new table into an existing database, the table is displayed on a tabbed page in Datasheet view with one empty row that is ready to receive data.

TIP When you create a new database, Access displays its name and a path to its storage location in the title bar. For information about how to reduce the clutter caused by the path, see “Controlling which features are available” in Chapter 11, “Make databases user friendly.

If you close the table at this point, Access discards the table. The simplest way to make the table a permanent part of the database is to create at least one record by entering data. TIP When you enter data in a new table, Access assigns placeholder field names and cre- ates a basic table structure to hold the data.

You can also define the structure of the table without entering data. For information about table structure, see “Refining table structure” later in this chapter. For information about adding new blank fields to a table, see “Specify- ing the type of data” in Chapter 6, “Maintain data integrity.

Creating databases and tables manually 65 Every table has an empty row that is ready to receive a new record, as indicated by the as- terisk icon in the record selector at the left end of the row. By default, the first field in each new table is an ID field designed to contain an entry that will uniquely identify the record. Also by default, this field is designated as the table’s primary key. No two records in this table can have the same value in this primary key field.

Behind the scenes, the data type of this field is set to AutoNumber, so Access will enter a sequential number in this field for you. TIP As you’ll discover in a later exercise, the primary key field does not have to be the default AutoNumber data type.

If you need to you create your own primary key field, anything meaningful and unique will work. For information about data types, see “Refining table structure” later in this chapter.

The first field you need to be concerned about is the active field labeled Click To Add. You enter the first item of information for the new record in this field, and then press the Tab or Enter key to move to the first cell in the field to the right. Access then assigns the value 1 to the ID field, assigns the name Fieldl to the second field, and moves the Click To Add label to the third field. The icon in the record selector at the left end of the record changes to two dots and a pencil to indicate that this record has not yet been saved, and the New icon moves to the record selector of the next row.

When creating a new table in Datasheet view, you need to save the first record after enter- ing the first item of data. If you don’t, Access increments the ID value for each field you add to that record. For example, if you add seven fields, Access assigns the value 7 to the ID field of the first record. To avoid this problem, you simply click the icon in the record selector after you enter your first value in the first record.

This saves the record with the value 1 assigned to the ID field, and subsequent records will be numbered sequentially. Download the errata. If you find an error, you can report it to us through our Submit errata page. Sign in. Your cart. This eBook includes the following formats, accessible from your Account page after purchase: EPUB The open industry format known for its reflowable content and usability on supported mobile devices.

Downloads Click the Download button below to start the download. Errata We’ve made every effort to ensure the accuracy of this book and its companion content. Experience learning made easy—and quickly teach yourself how to build your own database with Access With Step by Step, you set the pace—building and practicing the skills you need, just when you them! Includes downloadable practice files and a companion eBook.

Relational Database Design and Implementation: Clearly Explained, Fourth Edition, provides the conceptual and practical information necessary …. Your all-access guide to all things Access If you don’t know a relational database from …. The complete guide to Excel Whether you are just starting out or an Excel novice, …. Master database creation and management Access Bible is your, comprehensive reference to the world’s most ….

 
 

[PDF] Introduction to Microsoft Access free tutorial for Beginners.

 
 

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