1. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam WFM 5201: Data Management and Statistical Analysis Akm Saiful Islam Lab-3: Introduction to MS Access XP June, 2008 Institute of Water and Flood Management (IWFM) Bangladesh University of Engineering and Technology (BUET)

2. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Introduction to MS Access XP Concepts of Database Access XP Basic Features  Tables  Forms  Reports  Queries  Update Information on Tables, Forms, Reports, and Queries WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

3. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Microsoft Access Window Open Access  Start-Programs-Microsoft Access  Double-click on an Access file (Address) Places Bar Objects Operations Viewing Objects Properties WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

4. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Concepts of Database  Database is a collection of records and files that are organized for a particular purpose.  A student record book with addresses and grades  An inventory with software, books, and hardware  A table in MS Access is a set of records with related information displayed in rows and columns.  A database in MS Access consists of one or more tables. The tables may be related.  A field is a basic fact of a record (or data element). Name, address,… A primary key is a field that identify a single record.  In the primary key field, every record has a unique number. (ID field)  A record is a set of fields: A person, a student, a book WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

5. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Microsoft Access Objects Tables  Source information with Columns (fields), rows (records) Queries  Subset of information with certain criteria extracted from table (s). Forms  Display one record in the window Convenient for entering and updating data. Reports  Display records with selected fields in a formatted layout. Display multiple records in a page divided by a certain group. WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

6. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Microsoft Access Objects Pages  Display records in form of web pages. Macros  A set of commands that are executed automatically one after another. Macros are used to automate the performance of any repetitive task. Modules  Provides a greater degree of automation through programming in Visual Basics for Applications (VBA) WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

7. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam An Access Database File Report1A… Report1N Form1A… Form1N Query1A… Query1N Table1 Table2 TableN Report2A… Report2N Form2A… Form2N Query2A… Query2N Report3A… Report3N Form3A… Form3N Query3A… QueryAN WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

8. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam An Access Database File Query1… QueryN Table1 Table2 TableN Report1… ReportN Form1… FormN WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

9. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Table-Datasheet View Double-click a table, you are in datasheet view.  Add, edit, or delete records Field Caption WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

10. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Table-Design View Define the table initially and to specify the fields it will contain. Define Field Name Define Field Type Design View: Form, Query, and Report WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

11. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Print or Change Properties of Tables, Forms, Reports, Queries In the database window  Right-mouse click an object (report, form, query, page) Print Cut Copy Email Delete Rename WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

12. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Plan and Create a Database The purpose of the database. Tables to create (address) Fields in each table (Name, phone,…)  Smallest meaningful value possible. An ID field may serve as the primary key field.  The primary key for a table is a unique identifier for each record in the table. WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

13. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Create a Database Start-Programs-Microsoft Access Select Blank Database on the Task Pane WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

14. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Save the Database Type the name of the database file. If you need to save the file into a new folder, you click on and type in the folder name. Click on Type the file name. Click WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

15. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Create a Table in Design View Double-click For each field  Type the field name.  Select a data type.  Type the Caption. Select “student ID” field Click on to set a primary key Click on to save the table Type in the table name Click on Click to input data. Use “Tab” or arrow keys to navigate. WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

16. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Field Name and Caption Field Name  Used in reference of other objects, calculations, or visual basics programming.  Should be short and concise. Caption  The column header in a table.  Can be descriptive and meaningful.  When it is blank, the Field Name is used as the column header. Advantage of using the Caption  After the database is built with tables, forms, reports, and queries, if you would like to change a column header, you may change the Caption not the field name. WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

17. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Data Input in the Table Click on to go to the datasheet view when you use Design View to create a new table. Type in information in the cells  “tab” key, or to navigate to a different field.  keys to a different record.  Adjust the column width Move the mouse to the boarder between the two columns until a sign shows, and drag the boarder to adjust the column width. Double-click the boarder between the two columns and the column width will be adjusted automatically. Delete a record, select any cell of the record and click

18. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Add a Field in a Table Created In Design View Add a “parent’s name” field before “address” field  Select the “address” field, go to Insert and select “rows”  Type the “parents’ name” for the field name.  Click to update the table set up. WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

19. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Reorder a Field In the Design View of a table  Drag the field and move it to a different row. In the Data View of a table  Drag the field header and move it to a different column. WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

20. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Create a Table by Using Wizard Double-click on Select the category of the wizard, “business” Select “Student” in the “sample table” window. Select “StudentID” in the Sample Fields window, click on Click on, type in the new name “ID”. Click on Select “Firstname”, “Lastname”, and other fields individually and use to move the field to the selected field window. Click on WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

21. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Select a Wizard and Fields WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

22. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Name the Table Type in the name of the table Select, click on WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

23. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Select a Primary Key Field Select “ID” as the primary key, Next WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

24. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Set Up Data Input WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

25. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Modify the Table @00000000 You may want to change StudentID from Number to Text data type if you use BannerID. To add @ for the Banner ID, type “@00000000” in the Input Mask box. WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

26. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Create a Table by Entering Data In database window  Double-click  In the Datasheet view Double-click “field1”, type a field name “ID”. Double-click “field2”, type a field name “First Name” … repeat the above steps until you type all the fields. You need to set up a primary key by going to Design View  Click, select “ID” field cell and click Click to save the table. Click to Datasheet View to input data. WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

27. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Navigating and Updating Data in the Table Previous Record Next RecordAdd a New Record Save Data-Access automatically save a table as soon as you move to the next record. WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

28. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Updating Records in a Table Adding a record  Type in the fields right next to Deleting a record  Select a record by clicking, hit “delete” key or. Change a record  Highlight or click the cell you want to change and type new information WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

29. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Create a Form with AutoForm Form, easy to enter and update data. With the form, you can enter or update data on more than one table. AutoForm allows you to create a form including all fields of a table. Open the file “Address”. In the database window, select the table “tbl_office_info”, click AutoForm. WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

30. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Modify the Form Click on to switch to Design View Drag the right border of the form box to the right to enlarge the size of the form window. Select the “Mailing Address” box, drag the right border to the right. Click on to switch back to Form View. WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

31. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Save the Form Click on, type in the form name and click WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

32. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Update Records in a Form In the Design View of the form Use to select a record  Change the information by highlighting a field and typing in new information  To delete a record, select a record and click Use to add a new record. The record will be added to the table simultaneously. WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

33. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Search for a Record in a Form In the Design View of the form Edit-Find, type the last name “Carpenter”, select the table and “whole field”. Click WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

34. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Create a Form with Form Wizard Create a form with selected fields from a table. In the database window, select Double-click Select the table you want to create a form from “tbl_home_info”. Select a field and click. Click to select all fields. Click WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

35. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Create a Form from Wizard Select a form layout such as Click Select a style such as “Expedition” Click Type a form title. Select “Modify the form’s design”. Click Then you are in form design view and you may modify the form. WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

36. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Create a Report Report: Display records in selected fields  Create a college phone directory by campus with following fields: First Name, Last Name, Title, Extension, Dept., Campus In the Database Objects Window, select Double-click on “Create report by using wizard” WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

37. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Select Fields Select the table “tbl_office_info”.  Select fields  Double-click a field one at a time.  Click Next. To show the report by campus Select “campus” and click “>” Click Next button. WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

38. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Select Report Layout Skip the “sort field” step by clicking Next. Select a layout and click Next WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

39. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Select a Report Style Select a style and click WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

40. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Title the Report Type the title of the report, select “modify the report’s design, click. WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

41. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Modify the Report Go to the Design View of the report by clicking Resize  Click First Name box, drag the right border to the left to make it smaller. Move  Click the Last Name title box, hold Shift and click the Last Name field box.  Click the left arrow to move it closer to the First Name field WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

42. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Sort the Report by Last Name Select Score title box, press shift key and select Score field box. Click sorting and grouping icon Select “Last Name” field in the Sorting and Grouping window. Close the window. Click to preview the report. WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

43. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Make Address Labels You can create address labels with a Report Table Wizard. In the Table view, select the table “tbl_home_info”. Select “Report” wizard icon. WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

44. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Label Wizard Select Label Wizard. Click OK button. Select a Product Number for the label (5160, English, Avery). “Avery” and “English” are default. You may need to change if your label is not Avery/English. Click Next WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

45. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Select Fonts and Size Select text font and size (Arial, 10), click “Next”. WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

46. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Select Fields Select “First Name” field, click “>” button. Hit the space bar once. Select “Last Name” field, click “>” button. Hit “Enter” key. Select “Address” field, click “>” button. Hit “Enter” key. Select “Town” field, click “>” button. Hit the space bar once. Select “State” field, click “>” button. Hit the space bar once. Select “Zip” field, click “>” button. Hit the “Enter” key. Click “Next” button. WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

47. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Sort By If you would like the labels sorted by last name field, select Last Name and click “>”. Click Next button. WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

48. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Name, Column Width Give a name for the label report. Click “Finish” button. In the next screen, you go to File, select “Print” to print the label. In the preview window, click Page Setup, select Column tab. Change the column width to 2.5. You may need to adjust column width WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

49. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Create a Query Using Wizard Running a query is to display selected fields with certain criteria.  People from the LSD division with First Name, Last Name, Title, Office, Extension, and campus. In the Database Window, click Double-click Select “tbl_office_info” table. Select fields  Double-clicking a field one by one. Click Next. WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

50. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Name the Query Give a name for the query “qry_LSD”. Check Modify the Query design. Click Finish. WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

51. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Set Up the Criteria and Run the Query Type “LSD” in the Dept. criteria cell. Hit Enter key. Click to run the query. Click to save. WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

52. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Create a Query in Design View Display a phone directory for Business with First Name, Last Name, Title, Dept, Office, Extension. In the Objects window, click on Click Click Add to add the “tbl_office_info” table. Click Close. Double-click on a field to select the fields you need in the query. Type “Business” in the Dept. Criteria row. Click “!” to run the query. Click the save icon to save the query with a name. WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

53. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Show/Hide a Field in a Query You may hide a field in a query. In the Query Design view “qry_LSD” Uncheck the Show box of the Dept field. WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

54. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Reorder a Query Field Drag the field and place it in front of another field. WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

55. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Sorting in a Table or a Query. Open a table or a query.  Click any cell of the field that you would like to sort.  Click the Descending / Ascending icon. WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

56. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Freeze a Column in Table or Query You may freeze selected columns in a table if there are many columns. Select the columns. Go to Format, select Freeze Columns. To turn the Freeze off, go to Format, Select Unfreeze Columns. WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

57. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Maintain a Database Compact a database  Helps run a database efficiently and takes up less storage space. In the database window  Go to Tools, select Database Utilities and Compact and Repair. WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

58. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Connections between Tables, Forms, Reports and Queries New information entered in a table will be reflected from a form, a report, or a query generated from the table. New information entered in a form or a query will be reflected from the table that generates the form and the query and a report generated from the table. Use “Address” file for this practice:  Change office number and the phone extension for a record.  View the “tbl_office_info” table to see the update.  View a query or report to see the update. WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam