Getting Started
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Microsoft Office Button
The Microsoft Office Button performs many of the functions that were located in the File menu of older versions of Access. This button allows you to create a new database, open an existing database, save and save as, print, send, or close.
The Ribbon
The ribbon is the panel at the top portion of the document It has four tabs: Home, Create, External Data, and Database Tools. Each tab is divided into groups. The groups are logical collections of features designed to perform function that you will utilize in developing or editing your Access database.
Commonly utilized features are displayed on the Ribbon. To view additional features within each group, click the arrow at the bottom right corner of each group.
Home: Views, Clipboard, Fonts, Rich Text, Records, Sort & Filter, Find
Create: Tables, Forms, Reports, Other
External Data: Import, Export, Collect Data, SharePoint Lists
Database Tools: Macro, Show/Hide, Analyze, Move Data, Database Tools
Quick Access Toolbar
The quick access toolbar is a customizable toolbar that contains commands that you may want to use. You can place the quick access toolbar above or below the ribbon. To change the location of the quick access toolbar, click on the error at the end of the toolbar and click Show Below the Ribbon.
Navigation Pane
The Navigation Pane displays database objects such as tables, forms, queries, and reports.
Tabbed Document Window Viewing
Tabbed document viewing opens tables, forms, queries and reports in the same window. Click the tabs to switch between windows.
Customize Access
Access 2007 offers a wide range of customizable options that allow you to make Access work the best for you. To access these customizable options:
• Click the Office Button
• Click Access Options
Popular
These features allow you to personalize your work environment with the use of ScreenTips, the location and file format of the databases, and the username.
Current Database
This feature allows you to set options for the Application, Navigation, Ribbon and Toolbars, AutoCorrect, and Filters.
Datasheet
This features allows you to personalize options in the way the datasheet looks, including default colors, gridlines and cell effect, and font.
Object Designers
This feature allows you to customize the options for creating and modifying database objects in Access including Table Design, Query Design, Forms/Reports, and Error Checking.
Proofing
This features allows you to change how Access automatically correct and formats the contents of the database and how it indicates errors.
Advanced
This feature allows for advanced customization of Access including, Editing, Display, Printing, and other advanced options.
Customize
Customize allows you to add features to the Quick Access Toolbar. If there are tools that you are utilizing frequently, you may want to add these to the Quick Access Toolbar.
Database Terms
Table
A table is a collection of information arranged in rows and columns. Information about an item is displayed in a row. Columns contain the same type of information for each item. The table has a header row that tells you what data is contained in the columns.
To view data in a table:
• Click the arrow to open the navigation pane
• Double-click on the table name to open the table
Query
Queries select records from one or more tables in a database so they can be viewed, analyzed, and sorted on a common datasheet. A query can also perform calculations and display the results. The resulting collection of records, called a dynaset (short for dynamic subset), is saved as a database object and can therefore be easily used in the future. The query will be updated whenever the original tables are updated. Types of queries are select queries that extract data from tables based on specified values, find duplicate queries that display records with duplicate values for one or more of the specified fields, and find unmatched queries display records from one table that do not have corresponding values in a second table.
To run a query:
• Click the arrow to open the navigation pane
• Double-click on the query name
Record set
A recordset is a table that displays groups of records from a base table or as a query result.
Form
A form is a graphical interface that is used to display and edit data. Forms can be developed from a table or a query. Forms can include calculations, graphics and objects.
To view data using a form:
• Click the arrow to open the navigation pane
• Double-click on the form name
Report
A report is an output of data arranged in the order you specify. Reports can perform calculations and display the results. Reports can be used to print data.
To view data using a form:
• Click the arrow to open the navigation pane
• Double-click on the report name
Create a New Database
You can create a new database from scratch or you can create a database from the database wizard.
New Database
To create a new database from scratch:
• Click the Microsoft Office Button
• Click New
• Click the New Blank Database icon
• Type in a name for the database
• Click Create
Database Templates
To create a new database from the database templates:
• Click the Microsoft Office Button
• Click New
• Choose the type of database you wish to create
• Type in the name for the database
• Click Create
Create a Table
Table Views
There are two ways to view a table in Access to add data to the table: Design View and Datasheet View.
In Design View you can view all the fields with the data types and descriptions. The records of information that has been added to the database is not viewable.
To go to Design View:
• Click the down arrow on the View button
• Click Design View
In Datasheet View you can display the records in a table, where one row is one record. The column headers are the fields you have defined for the database.
To go to Datasheet View:
• Click the down arrow on the View button
• Click Datasheet View
Adding New Fields
There are many ways to enter new fields into a database. New fields can be added in the Datasheet View or in the Design View.
There are two ways to add a new field in Datasheet View: Add A New Field or the New Field Button.
To add a New Field within the Datasheet:
• Click the Add New Field column
To add a new field by using the New Field Button
• Click the Datasheet tab on the Ribbon
• Click the New Field Button
• Choose the type of field you wish to add from the Field Templates window
To add a new field in Design View:
• Click the Design View button
• Click on the next available field
• Type in the Name of the field
Data Types
There are many types a data that a field can be predefined to hold. When you create a new field in a database you should closely match the data type to what will be entered into the field.
Text Text, number, or a combination up to 255 characters
Memo Similar to the text field, can contain text, numbers, or a combination up to 2 GB of data.
Number Numbers up to 16 bytes of data
Date/Time Date and Time information
Currency Currency up to 8 bytes and precise to 4 decimal places
AutoNumber Access creates a unique number for each new record. This is often the primary key for the table
Yes/No Yes and No, stored as -1 for yes and 0 for no
OLE Object Images, documents, graphs up to 2 GB
Hyperlink Web addresses
Attachment Attachments such as images, spreadsheets, documents, and charts.
Editing Data Types in Fields
When creating tables, you should define the data types of the tables to most closely match the type of data that will be entered in the field.
To edit the Data Type in Datasheet View:
• Click the field you wish to define
• Click the Datasheet tab on the Ribbon
• Click the down arrow next to Data Type
• Choose the type of data that will be entered into the field
To edit the format of the data:
• Click the field you wish to define
• Click the Datasheet tab on the Ribbon
• Click the down arrow next to Format
To edit the Data Type in the Design View:
• Click Design View
• Click the field name you wish to define or create a new field
• Click the Data Type
• Choose the appropriate Data Type
• Format the field in the Field Properties Dialog box
Keys
Primary Key
The primary key is a unique identifier for a record. The primary key cannot be the same for two records. This field can never be blank.
Composite Key
A composite key is a primary key that is comprised of two or more fields. It can also be called a compound or concatenated key.
Foreign Key
A foreign key is a field or combination of fields that are related to the primary key of another table.
Table Relationships
Table relationships are the associations of data between tables. By defining table relationships, you can pull records from related tables based on matching fields.
One-to-One Relationship
A one-to-one relationship is between two tables where the primary key in one table and the foreign key in another table are the same. For each record in the first table, there is a single matching record in the second table.
One-to-Many Relationship
A one-to-many relationship occurs between two tables where the primary key in one table can be duplicated many times in another table
Creating Table Relationships
To create relationships between tables:
• Click the Database Tools tab on the Ribbon
• Click the Relationships button
• Click on the Design tab
• Click Show Table
Select the desired tables
• Click Add
• Click Close
• Click the field you wish to create a relationship from
• Drag it to the matching field in the other table
• Click Create
Print a Table Relationship
• Click the Database Tools tab
• Click the Relationships Button
• Click the Relationship Report Button on the Design tab
• Click the Print button
Managing Data
Add Records to a Table
To add a new record to a table:
• Open the table in Datasheet View
• Click the New Cell
• Type in your new record
Find and Replace
To find data:
• Click the Find button on the Home tab
To find and replace data:
• Click the Replace button on the Home tab
When you are searching for data for a find, replace or go to, you have several options in the Find Dialog Box. These options are:
Find What Text Box Type the text you wish to find
Link in Drop Drop-Down List Use the drop-down list to specify a table or a column to search
Match Drop-Down List Use the drop-down list to narrow down the search to a field or the beginning of a field
Search Drop-Down List Use this drop-down to specify the direction to search.
Match Case Check Box Use this check box to specify whether to search by the same upper and lower case letters.
Totals
The totals button provides you the opportunity to add a totals row to your database. The total can be the sum, average, a count, minimum, maximum, standard deviation, or the variance. To set up a totals row:
• Click the Totals button on the Home tab
• Click the down arrow of the cell where you want the totals
• Click the appropriate choice
Sort Records
You can sort records in a datasheet by a single column or by two adjacent columns. To sort records by a single column:
• Select the field you wish to sort
• Click the Sort Ascending or Sort Descending button
To sort two columns:
• Move the columns to they are adjacent to each other
• Select the desired columns for sorting by holding the shift key and clicking the columns
• Click the Sort Ascending or Sort Descending button
To clear the sort:
• Click the Clear Sort button
Filter
You can filter records to include only records that you want to display. To filter by a column:
• Open the database in Datasheet View
• Click the down arrow in the field label
• Choose the appropriate filter criteria
• Click OK
To remove a filter:
• Click the filter button on the field label
• Click Clear Filter
• Click OK
Querying a Database
A query allows you to select and filter data from multiple tables. Queries can be saved and utilized as often as you need them.
Query Wizard
The Query Wizard walks you through the steps to set up a query. To run a query using the query wizard:
• Click the Create tab
• Click the Query Wizard button
• Choose the type of query you wish to run
• Click OK
• Choose the fields you wish to include from each table
• To select fields from different tables, click the Tables/Queries down arrow
• Click Next
Insert pic of query wizard
• Type in a title for the query
• Click Finish
• The query will display
To switch between tables and queries:
• Open the Navigation Pane
• Double click the name of the table or query you wish to view
Query Design Feature
You can also design a query with the Query Design Button. To design a query using the Query Design Button:
• Click the Query Design Button on the Create tab
• Select the tables that you would like to query
• Click Add
• Double click the name of the field you would like to query
• Repeat this process for as many fields as you would like in the query
• Click Run
Query Criteria
Query criteria are search conditions used in a query to retrieve specific data. You can set query criteria to be a specific number or data set, or you can set the criteria to be a range of data.
“value” Will only display items that are that exact value (replace the word value with what you want to search by)
= Is equal to
< Less than
<= Less than or equal to
> Greater than
>= Greater than or equal to
<> Not equal to
Between X And Y Within a range (replace X & Y with values)
Is Null Null values
And True only if both conditions exist
Or True if either condition exists
Not True if the single instance is not true
To specify search criteria:
• Click the query that you wish to add conditions
• Type in the appropriate query criteria in the Criteria Box
Calculated Fields
A calculated field is a field that gets its information from the calculations performed on other fields. You can build calculated fields in the Query screen by using the addition (+), subtraction (-), multiplication (*) and division (/) operators.
Expressions
Expressions a combination of functions, field names, numbers, text, and the operators listed above.
To build an expression to create a calculated field:
• Open an existing query or start a new query
• Click on the View Button
• Click on Design View
• In the Query Pane, right-click on the field where you would like to create the calculation
• Click Build
• Choose the tables that you wish to build the calculation from
• Double-click the field that you want to include in the calculation
• Click the operator that you wish to include in the calculation
• Click the second field you wish to include in the calculation
• Click OK
• Click Run
Zoom
The Zoom Dialog Box allows you to view an entire expression at one time. To view the Zoom Dialog Box:
• In Design View, right click on the field you want to display
• Click Zoom
Designing Forms
Forms allow you to control the look and feel of the screen for the input of data and the reports generated.
Form Views
There are three ways to view forms in Access:
Design View Allows you to design a form that includes a header, a footer, and details in the form. You can also add images and control which fields appear on the form.
Form View This is a dynamic page which allows the user to enter and edit data or navigate through data in a field.
Layout View This view allows you to design the form and manipulate data.
Create a Form
You can create a form from a table or a query. To create a form:
• Click the Create tab
• Click the Form Design button
• Click the Format tab
• Click the Add Existing Fields Button
• In the Field List box on the right, click and drag the fields you would like on the form
• To change the colors and fonts, click the Property Sheet button on the Arrange tab
Insert pic of property sheet button
• Choose the Section you wish to modify
• Choose the properties you wish to modify
To preview the form:
• Click the Views button on the Home tab
• Click the Form View button
Form Wizard
You can create forms with the help of the Form Wizard. To use the form wizard:
• On the create tab, click the More Forms down arrow
• Click Form Wizard
• Choose the Tables/Queries that you wish to have on the form
• Choose the fields you wish to have on the forms
• Click Next
• Chose the layout for the form
• Click Next
• Choose a style
• Click Next
• Create a title for the form
• Choose whether you want to open the form to view it or modify the form’s design
• Click Finish
Generating Reports
Reports are a means to view and analyze large amounts of data. You can use the Report Wizard or create a custom report that meets your specific needs.
Report Views
Reports can be displayed in four views:
Design View This view provides you with the structure of your report. You can add, modify or delete components of the report but you cannot manipulate the data in the tables associated with the report.
Report View This view allows you to view the data from the table but not to change any layout of the report.
Layout View This view allows you to see data from the table and add, modify, and delete components of the report.
Print Preview This view allows you to see what your report will look like when it is printed.
To change report views:
• Click the View button on the Home tab
Create a Report
To create a blank report:
• Click the Blank Report button on the Create tab
• Click the Add Existing Fields button
• From the field list, Click and drag the fields to the report
Report Wizard
To create a report using the report wizard:
• On the Create tab, click the Report Wizard button
• Choose the Tables/Queries that you wish to have on the form
• Choose the fields you wish to have on the forms
• Click Next
• Choose the sort order for your report
• Chose the layout for the form
• Click Next
• Choose a style
• Click Next
• Create a title for the form
• Choose whether you want to open the form to view it or modify the form’s design
• Click Finish
Custom Calculated Fields
You can create reports that include calculated fields. These reports will display information that you wish to report with an arithmetic calculation. To add a custom calculated field to a report:
• Open the Report that you wish to add to
• Click the View button
• Click Design View
• Click the Design tab
• Click the Text Box button
• Click the section on the report where you would like to locate the textbox
• Click the Property Sheet Pane
• Click the Data tab
• Click the three dots next to Control Source
• Insert the fields you wish to include in the calculation and the mathematical operations.
• Click OK
Print a Report
After you have generated a report, you can print the report. To print the report:
Print a Report
To print a report:
• Select the report you wish to print
• Right-click on the Report Name
• Click Print Preview
• Choose the appropriate layout, margins, and paper size in the Page Layout group
• Click Print
• Click OK
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