1. Microsoft Access Overview
Lydia Scheer, ITEP
1-1: Access Review

2. The Database Environment
Access is a relational database
Data stored with Access are related to one another in multiple ways
Access maintains the data relationships when database is structured correctly
MS Excel (or other spreadsheets) are considered “flat” file databases
Rows and Columns of data that may be related
Excel has no way of maintaining relationships automatically
1-1: Access Review

3. How do Relationships Work?
A relationship works by matching data between tables based on values in key fields. In most cases, these matching fields are the primary key from one table, which provides a unique identifier for each record, and a foreign key from another table.

5. Relationships Window View, define, and modify relationships
Tools (Menu)Relationships… or right-click on database window (white area) to view
Join lines indicate type of relationship (1=one-side;  = many side)
Double-click on a join line to modify relationship
Tables/field lists are moveable/sizeable
A table can be related to multiple tables, but only by ONE field at a time

6. Types of Relationships
One-to-One
Item (record) in Table A related to only one item in Table B
Not common because usually the information is stored all in one table
Example: Data archive table; Subset of information that would result in too many blank fields in main table (confidential info, instructors, etc.)
One-to-Many or Many-to-One
One item in Table A can be related to multiple items in Table B
Example: One site has multiple (many) monitors; One person has multiple visits to the clinic
Many-to-Many
Combination of two One-to-Many relationships
Example: One person has multiple visits to the clinic; One clinic has multiple people visit.
Some Many-to-Many relationships are not immediately obvious (Example: One site has multiple monitors, but does a monitor have multiple sites?)

7. Join Lines (Identify Relationships

8. The Structure of Access
                        
The Structure of Access
Database File: This is your main file that encompasses the entire database and that is saved to your hard-drive or floppy disk. Example: DMExample.mdb
Table:A table is a collection of data about a specific topic. There can be multiple tables in a database. Example #1: tblFIPSCodes Example #2: tblAQS_Ozone
Field:Fields are the different categories within a Table. Tables usually contain multiple fields. Example #1: FilterID Example #2: Date
Datatypes:Datatypes are the properties of each field. A field only has 1 datatype. FieldName: FilterID
Datatype: Number
Value: The Data.
Example (FilterID):

9. The Database Window Default view when database is opened
Lists all available database objects
Tables, Queries, Forms, Reports, Pages, Macros, Modules
Lists all available database object groups
A way of organizing shortcuts to objects that are related
Create groups specific to your project/needs (e.g. “Favorites”)
Toolbar across top has commands for database objects
Open, Design, New, Delete
View style (4 buttons on the left)

10. The Database Window

11. Object Views Datasheet View Form/Page View Print Preview Design View
Tables, Queries, Forms
Standard table view – “spreadsheet style”
Form/Page View
Standard form view or page view
Print Preview
Standard view for Reports
Can also be used with Forms, Tables, Queries & Pages
Design View
Applicable to all database objects
Layout/view is specific to the database object
Make changes to the structure/format/layout of object
1-1: Access Review

12. Database Objects-Tables
Used for storing data in rows and columns
Rows = Records; Columns = Fields
Records are UNIQUE collections of data about “something” (e.g. a person, a PM filter, etc.)
Fields are categories of data for a set of records
Tables contain information about one subject only
Primary Key field in a table is a unique identifier for each record—no null values or duplicates
Tables can have up to 255 fields, and can store up to 1 gigabyte (GB) of data per table
Tables contain info about one subject only—for instance you will probably store all the data from your filter run (sample data) in one table. All information about the sampler itself in another table, and all information about sites in a different table. Depending on the demand/focus of your project you may find it sufficient to store the meteorological components of your filter run data in a separate table, or something like that….or if your datalogger provides things like average concentrations…
1-1: Access Review

13. Design View
Datasheet View

14. Database Objects-Queries
Retrieve sets of data based on user-defined criteria (text strings, expressions, functions)
Often used to combine data from multiple (usually related) tables
Subsets of data stored in tables; data are not actually stored in queries
Perform calculations on or with data
Can be constructed to perform an “action”
create a new table from query results
append records to an existing table
update records in an existing table (similar to find and replace, but can use calculations, too)

15. QBE Pane or Query Design View

16. Append Query Grid: Update Query Grid: Delete Query Grid:
Make Table or Append Query Pop-up:
Notice:
new rows inserted for arguments with action queries (Append To, Update To, Delete)
choose field to append to from existing table
Update To row: enter an expression or literal value. Can also update based on matching values in a different table
1-1: Access Review

17. Database Objects-Forms
User-friendly way of displaying data for entry or manipulation
Programmed actions (macros, modules) can be attached to forms
Display data from tables and/or query results
Can also be used as a menu (or switchboard), created as custom dialog boxes, or displayed as a datasheet
Subforms-form within a form that displays data from a different dataset than that of the main form

18. Data Entry Form (with Tabs)
“Switchboard” Form

19. Database Objects-Reports
Output of information from database (tables or queries) in the form of a printed report
Allows you to group and summarize information
Can be previewed on the screen prior to printing
Can include graphs, data tables, images, and calculations/totals
Reports are for publishing data only, not for data manipulation

21. Database Objects- Macros & Modules
Access-specific “mini-programs”
Pre-programmed for ease of use
Modules
Visual Basic for Applications (VBA) programming language
More complicated to use properly, but more options and flexibility than macros
Both are based on event-driven programming
An event (click a button, open/close a form, etc.) triggers an action (macro/module) that carries out a programmed set of commands
Most actions have required arguments (user-specified data that tells the event how/when to carry out the action)
Must act on a certain object or control on the form or report
Can only be attached to forms or reports

23. Adding a Macro or Module (Event Procedure) to a Form Event
Select the control in design view; view the property sheet; Events Tab; Select Event, Select procedure or macro
Adding a Macro or Module (Event Procedure) to a Form Event
1-1: Access Review

24. Wizards
Access has a number of wizards built in to make it easier to work with each tool
Wizards walk you through creating db objects
Tables & queries
Forms & reports
Other items inside above (expressions, events, etc.)

25. Simple Query Wizard asks for a table or query to use for base data
Then you have the option of displaying all records/fields or creating a summary query
Final query results (grouped by Month as an option) displays Avg, Min, and Max of monthly PM mass

26. Things to make your life easier…
Naming Conventions
Consistency in naming different types of objects, controls, etc.
Use identifiers in names (e.g. tbl, qry, frm) that make sense to you
NO SPACES or Punctuation in names-harder to deal with in expressions and code procedures
Examples: tblSites, qryAQS_OzoneArizona, cmdClose, dap2003SummaryDataPMFineHighestConc
Document what you are doing…will you remember what you did (or why) in three months time?
Changes made to data are PERMANENT
Backup….BACKUP…BACKUP!

27. The Database Window Toolbar
View Objects with Details
View Objects as Small Icons
View Objects as a List
View Objects as Large Icons
Create a New Object
Open Current Object
Delete Current Object
View Object in Design View

28. The Database Toolbar (Default)
Help Files
View Relationships
VBA (Code) Window
Publish or Merge with another Office Application
Format Painter
Copy
Spell Checker
Print
Open another database file
View, Edit, or
Create Indexes
Show Object Properties
Analyzer Tool
Undo Action
Paste or Clipboard Tool
Cut
Print Preview
Save
Create a new Database File

29. Table (Datasheet View) Toolbar
New Object (incl. AutoForm & AutoReport)
Delete Record(s)
Database Window
Add/Go To New Record
Apply/ Remove Filter
Find a Value
Filter by Form
Filter by Selection
Sort Field Data by Ascending Values
Sort Field Data by Descending Values
Insert Hyperlink ( to Internet or other network location)
Print Table
Table Print Preview
Switch to Table Design View
Save Table Design

30. Table Design View Toolbar (also for Query and Form Views)
Field Builder Wizard
Table Properties
Delete a Row (Field)
Insert a Row (Field)
View/Set Indexes
Set Field(s) as Primary Key
Print Table Design View
Switch to Table Datasheet View
Save Table/ Query/Form Design

31. Query Design View Toolbar
New Object (incl. AutoForm & AutoReport)
Expression Builder or Calculated Field Wizard
Query Properties
Show Top Values (all, 25, 5%, etc.)
Create a Totals Query
Undo Last Action (only allowed once)
Add a table to the QBE Pane
Save Query
Print Query Design View
Switch to Query Datasheet View or SQL View
Run Query (select queries display in datasheet view; action queries attempt to run)
Choose or Change Query Type (delete, append, select, etc.)

32. Form Design View Toolbar
Expression Builder Wizard
AutoFormat Form Design
Open VBA Window
Properties for selected control(s)
Field List-shows available fields for use on the form
Font Size Indicator
Font Selection Box for controls with dynamic fonts (text boxes, labels, buttons, etc.)
Format Font (Bold, Italicize, Underline)
Toolbox for Form Controls
Identifies the control on the form which has the focus
Switch to Form Design or Datasheet View
Fill Color, Font Color, Line Color
Text Alignment: Left, Center, Right

33. Form/Report Design Toolbox
Label (control) Tool
Option (radio) button; Check box
Textbox Tool
Select Control Tool-Use to select a control on a form or report to modify, delete, move, etc.
Command button
Insert Page Break
Rectangle Tool
Create an Option Group
Create Combo Box
Toggle Button Tool
Control Wizard—Selected means wizards will be activated when a tool is chosen to help the user establish the control properly. Deselected means wizards will not be activated when a tool is chosen, and enables the user to design a control with his/her own methods.
Create a List Box
Create an Unbound Object Frame
Line Tool
Insert Image or Graphic
Click to view more controls for use on forms/reports
Tab Control
Create a Bound Object Frame
Insert a Subform/ Subreport

34. Report Design View Toolbar
Expression Builder Wizard
Print Report
Show Toolbox
Properties for selected control(s)
Format Painter
Save Report Design
Insert Hyperlink
Switch between Print Preview, Design View and Layout Preview
Print Preview
Show Field LIst
Sorting/ Grouping Options
VBA Window
AutoFormat Report Layout

35. Macro Design View Toolbar
Expression Builder Wizard
Delete a Row
Show/Hide Macro Names Column
Save Macro
Show/Hide Macro Conditions Column
Print Preview Macro Definitions (summary of macro actions and arguments
Undo last action (can only use once)
Insert a Row
Run Macro
Step Through Macro Actions