1/62 Introduction to and Using MS Access Database Management and Analysis Yunho Song

2/62 contents Introduction to and Using MS Access - contents 1.How to install? 2.Getting Started 3.Customize 4.Database Terms 5.Creating a New Database 6.Manage Tables 7.Keys 8.Table Relationships 9.Managing Data 10.Querying a Database 11.Calculated Fields 12.Designing Forms 13.Generating Reports

3/62 1. How to install? Introduction to and Using MS Access – How to install?

4/62 1. How to install? Introduction to and Using MS Access – How to install?

5/62 Introduction to and Using MS Access – Getting Started Microsoft Office Button - performs many of the functions The ribbon - panel at the top portion of the document 2. Getting Started

6/62 Introduction to and Using MS Access – Getting Started The ribbon - additional features 2. Getting Started  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

7/62 Introduction to and Using MS Access – Getting Started Quick Access Toolbar - customizable toolbar 2. Getting Started

8/62 Introduction to and Using MS Access – Getting Started Navigation Pane - displays database objects such as tables, forms, queries, and reports 2. Getting Started Tabbed Document Window Viewing - opens tables, forms, queries and reports

9/62 Introduction to and Using MS Access – Customize To access customizable options 3. Customize

10/62 Introduction to and Using MS Access – Customize Popular - to personalize your work environment 3. Customize

11/62 Introduction to and Using MS Access – Customize Current Database - to set options 3. Customize

12/62 Introduction to and Using MS Access – Customize Datasheet - to personalize options in the way the datasheet looks 3. Customize

13/62 Introduction to and Using MS Access – Customize Object Designers - to customize the options for creating and modifying database objects in Access 3. Customize

14/62 Introduction to and Using MS Access – Customize Proofing - to change how Access automatically correct and formats the contents of the database and how it indicates errors 3. Customize

15/62 Introduction to and Using MS Access – Customize Advanced - for advanced customization of Access 3. Customize

16/62 Introduction to and Using MS Access – Customize Customize - to add features to the Quick Access Toolbar 3. Customize

17/62 Introduction to and Using MS Access – Database Terms Table - a collection of information arranged in rows and columns 4. Database Terms

18/62 Introduction to and Using MS Access – Database Terms Query - select records from one or more tables in a database so they can be viewed, analyzed, and sorted on a common datasheet 4. Database Terms

19/62 Introduction to and Using MS Access – Database Terms Form - a graphical interface that is used to display and edit data 4. Database Terms

20/62 Introduction to and Using MS Access – Database Terms Report - output of data arranged in the order you specify 4. Database Terms

21/62 Introduction to and Using MS Access – Create a New Database New Database 5. Create a New Database

22/62 Introduction to and Using MS Access – Create a Table Design view - view all the fields with the data types and descriptions 6. Create a Table

23/62 Introduction to and Using MS Access – Create a Table Datasheet view - display the records in a table 6. Create a Table

24/62 Introduction to and Using MS Access – Create a Table Adding new Fields - New fields can be added in the Datasheet View or in the Design View 6. Create a Table

25/62 Introduction to and Using MS Access – Create a Table 6. Create a Table Adding new Fields - To add a new field in Design View

26/62 Introduction to and Using MS Access – Create a Table 6. Create a Table Data types - When you create a new field in a database you should closely match the data type to what will be entered into the field TextText, number, or a combination up to 255 characters MemoSimilar to the text field, can contain text, numbers, or a combination up to 2 GB of data NumberNumbers up to 16 bytes of data Date/TimeDate and Time information CurrencyCurrency up to 8 bytes and precise to 4 decimal places AutoNumberAccess creates a unique number for each new record. This is often the primary key for the table Yes/NoYes and No, stored as -1 for yes and 0 for no OLE ObjectImages, documents, graphs up to 2 GB HyperlinkWeb addresses AttachmentAttachments such as images, spreadsheets, documents, and charts

27/62 Introduction to and Using MS Access – Create a Table 6. Create a Table Editing Data Types in Fields - define the data types of the tables to most closely match the type of data that will be entered in the field

28/62 Introduction to and Using MS Access – Create a Table 6. Create a Table Editing Data Types in Fields - To edit the Data Type in the Design View

29/62 Introduction to and Using MS Access – Manage Tables 6. Manage Tables Delete a TableRename a Table

30/62 Introduction to and Using MS Access – Manage Tables 6. Manage Tables Add a Description to a table

31/62 Introduction to and Using MS Access – Keys 7. 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 Foreign Key - A foreign key is a field or combination of fields that are related to the primary key of another table 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

32/62 Introduction to and Using MS Access – Table Relationships 8. Table Relationships Creating Table Relationships Select desired tables

33/62 Introduction to and Using MS Access – Table Relationships 8. Table Relationships Creating Table Relationships Print a Table Relationship

34/62 Introduction to and Using MS Access – Table Relationships 8. Table Relationships One-to-One Relationship - between two tables where the primary key in one table and the foreign key in another table are the same One-to-Many Relationship - between two tables where the primary key in one table can be duplicated many times in another table

35/62 Introduction to and Using MS Access – Managing Data 9. Managing Data Add Records to a Table Find and replace

36/62 9. Managing Data Totals - to add a totals row to your database Introduction to and Using MS Access – Managing Data

37/62 9. Managing Data Sort Records - sort records in a datasheet by a single column or by two adjacent columns Introduction to and Using MS Access – Managing Data

38/62 9. Managing Data Filter - to include only records that you want to display Introduction to and Using MS Access – Managing Data

39/ Querying a Database Query Wizard - to set up a query Introduction to and Using MS Access – Querying Database

40/ Querying a Database Query Wizard - to set up a query Introduction to and Using MS Access – Querying Database

41/ Querying a Database Query Wizard - To switch between tables and queries Introduction to and Using MS Access – Querying Database

42/ Querying a Database Query Design Feature - design a query with the Query Design Button Introduction to and Using MS Access – Querying Database

43/ Querying a Database Query Design Feature - design a query with the Query Design Button Introduction to and Using MS Access – Querying Database

44/ Querying a Database Query Design Feature - run Introduction to and Using MS Access – Querying Database

45/ Calculated Fields Expressions - combination of functions, field names, numbers, text, and the operators listed above Introduction to and Using MS Access – Calculated Fields

46/ Calculated Fields Expressions - builder Introduction to and Using MS Access – Calculated Fields Zoom - to view an entire expression

47/ Designing Forms Create a Form - create a form from a table or a query Introduction to and Using MS Access – Designing Forms

48/ Designing Forms Create a Form - To change the colors and fonts Introduction to and Using MS Access – Designing Forms Preview the Form

49/ Designing Forms Form Wizard - create forms with the help of the Form Wizard Introduction to and Using MS Access – Designing Forms Form Wizard - choose the field

50/ Designing Forms Form Wizard - choose the layout Introduction to and Using MS Access – Designing Forms Form Wizard - choose the style

51/ Designing Forms Form Wizard – create a title Introduction to and Using MS Access – Designing Forms Form Wizard - result

52/ Generating Reports Create a report Introduction to and Using MS Access – Generating Reports Create a report - add existing fields

53/ Generating Reports Report Wizard - create a report using the report wizard Introduction to and Using MS Access – Generating Reports Report Wizard – choose the fields

54/ Generating Reports Report Wizard - Choose the sort order Introduction to and Using MS Access – Generating Reports Report Wizard - Chose the layout

55/ Generating Reports Report Wizard - Choose a style Introduction to and Using MS Access – Generating Reports Report Wizard - Create a title

56/ Generating Reports Report Wizard - output Introduction to and Using MS Access – Generating Reports

57/62 14.Visual Basic  To create a more complex database, you would have to write code  Microsoft Access ships with a programming environment named Microsoft Visual Basic Introduction to and Using MS Access –Visual Basic To access Visual Basic

58/62 14.Visual Basic Introduction to and Using MS Access –Visual Basic  Project Explorer - displays the coding objects available for your database Visual Basic Child Windows  Properties - every object and item of your database has characteristics

59/62 14.Visual Basic Introduction to and Using MS Access –Visual Basic Code Editor - the area where you will mostly be working Combo Box - to select a particular object and access its events, actions that the object can launch

60/62 14.Visual Basic Introduction to and Using MS Access –Visual Basic Code Editor

61/62 14.Visual Basic Introduction to and Using MS Access –Visual Basic Immediate view - The Immediate window is used to test code when necessary.

62/62 Thank You!!