Introduction to Access Nagendra Vemulapalli Nagendra.vemulapalli@mail.wvu.edu

Introduction An Object in an Access database is a main component that is created and used to make the database function A Field is the smallest data element contained in a table. Examples of fields are first name, last name, address etc. A Record is a complete set of all of the data elements(fields) about one person, place, event, or concept. A Table is the collection of related records. 4/5/2019 Nagendra Vemulapalli

Access Table Example Fields Records 4/5/2019 Nagendra Vemulapalli

Introduction A database consists of one or more tables to store data, one or more forms to enter data into the tables, and one or more reports to output the table data as organized information. The Navigation Pane organizes and lists the database objects in Access database. The Datasheet view is where you add, edit, and delete the records of a table. The Design view is where you create tables, add and delete fields, and modify field properties. 4/5/2019 Nagendra Vemulapalli

Introduction A primary key is the field that uniquely identifies each record in a table. A Form is an object that enables you to enter, modify, or delete table data. A Query is a question that you ask about the data in the tables of your database. A Criterion is a number, a text phase, or an expression used to filter the records in a table. A Report contains professional looking formatted information from tables or queries. 4/5/2019 Nagendra Vemulapalli

Opening a Table Download the file Bookstore.accdb In the Tables areas of the Objects Bar, Double-click Books Notice a table with 22 records showing in Datasheet view Datasheet view – Allows us the see the records that have been entered into a table. 4/5/2019 Nagendra Vemulapalli

Looking in Datasheet View Datasheet view shows a table’s contents in rows and columns like a spreadsheet would Each Field Name is inside a clickable “Field Selector” that will highlight that column Each row has a clickable “Record Selector” to its left… 4/5/2019 Nagendra Vemulapalli

Table in Datasheet View Field Names & Selectors Records Navigation 4/5/2019 Nagendra Vemulapalli

Navigating a Datasheet The current record is shown with an amber highlight Navigation buttons at the bottom of the table window allow for moving around the table easily… 4/5/2019 Nagendra Vemulapalli

Navigation Bar 4/5/2019 Nagendra Vemulapalli

Adding Records Click the “New Record” button at the bottom Enter 5555555555 for the ISBN Number Enter “Access is Your Friend” for a title Enter your last name as an Author… Put 2010 for the year Make the book 95.00 Make the publisher: Que Publishing 4/5/2019 Nagendra Vemulapalli

Editing a Record Let’s say that a price changed on the “Presentation Design Book” Change the price from $31.95 to $42.95 4/5/2019 Nagendra Vemulapalli

Deleting a Record Delete Cobol book from Prentice Hall . Right click the record selector and then select Delete Record. Confirm the “Permanent” deletion. Close the table clicking its “X”… 4/5/2019 Nagendra Vemulapalli

Forms Form – Object one uses to add, maintain, & view records in a database Gives a different view to do this in than from Datasheet View Easier to use for less knowledgeable people… 4/5/2019 Nagendra Vemulapalli

Using a Existing Form Forms make it easy for anyone to work with information in a table in a simple interface… Under “Forms” in the object bar, Double click Books Click the last record button to see your entry ! 4/5/2019 Nagendra Vemulapalli

Adding Records with Forms Use the controls to return to the first record Note there being 22 records Create a new record Click to select Ventana Press for the publisher Enter your Lastname as the Author Select 2010 for the year, and make up the additional information 4/5/2019 Nagendra Vemulapalli

Using an Existing Report Report – Nicely formatted display of information suitable for printout Close the form only In Reports object bar area Double click All Books Find your two entries under the appropriate publishers 4/5/2019 Nagendra Vemulapalli

Queries The idea is to save the time of having to manually look through a myriad of records to try and find the information needed Let’s take a look at an existing query… 4/5/2019 Nagendra Vemulapalli

Queries A Query is a question one asks about the data stored in a database Access responds by displaying specific records that answer the question In creating a query, we tell access which fields are needed and what criteria needs to be met 4/5/2019 Nagendra Vemulapalli

An Existing Query Close the report In the Queries area of the objects bar, Double-click Publication Year Enter 2010 and click OK You should see your two records. 4/5/2019 Nagendra Vemulapalli

Get the Second Database Close the Bookstore database Download and open the file Look_ahead.accdb * Premise: We are running a company and this database tracks information on our employees 4/5/2019 Nagendra Vemulapalli

Filters Give a temporary view of desired data to help isolate portions Filter by Selection – lets us specify an example Filter by Form – more powerful, can search for records meeting multiple conditions and by operators such as: <, >, <=, >= 4/5/2019 Nagendra Vemulapalli

Filter by Selection Example Say we wish to isolate our employees with poor performance… Open the Employees table Click in one of the field values containing Poor Click Selection in the Sort & Filter group Select Equals Poor Click Toggle Filter to turn off 4/5/2019 Nagendra Vemulapalli

Filter by Form Example Say we want to see all Females making over $40k… Select Advanced in Sort & Filter group Choose Filter By Form Remove Poor from performance 4/5/2019 Nagendra Vemulapalli

Filter by Form Example Select F for Gender Enter >40000 for Salary Click the Toggle Filter button Review the results Toggle the filter off 4/5/2019 Nagendra Vemulapalli

Sorting on a Single Field Sorting allows us to arrange the way the table data looks… Click in a record under the Last Name field Click the Sort Ascending button Next, sort ascending on Salary 4/5/2019 Nagendra Vemulapalli

Sorting on Multiple Fields Fields must be side by side to do this Click and Drag to highlight both the LastName and FirstName fields Sort Descending (Note the Smith’s first names) Do it again Ascending 4/5/2019 Nagendra Vemulapalli

Access versus Excel Use Access Require multiple related tables to store your data. Have a large amount of data. Need to connect to and retrieve data from external databases, such as Microsoft SQL Server. Need to group, sort, and total data based on various parameters. Have an application that requires multiple users to connect to one data source at the same time 4/5/2019 Nagendra Vemulapalli

Access versus Excel Use Excel Only need one worksheet to handle all of your data. Have mostly numeric data. Require subtotals and totals in your work sheet. Want to primarily run a series of “what if” scenarios on your data. Need to create complex charts and/or graphs. 4/5/2019 Nagendra Vemulapalli