1. Introduction to Access
Nagendra Vemulapalli

2. 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

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

4. 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

5. 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

6. 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

7. 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

8. Table in Datasheet View
Field Names & Selectors
Records
Navigation
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Nagendra Vemulapalli

9. 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…
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Nagendra Vemulapalli

10. Navigation Bar
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Nagendra Vemulapalli

11. Adding Records Click the “New Record” button at the bottom
Enter 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

12. 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

13. 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

14. 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

15. 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

16. 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

17. 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

18. 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

19. 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

20. 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

21. 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

22. 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

23. 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
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Nagendra Vemulapalli

24. 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

25. 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

26. 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

27. 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

28. 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

29. 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