Microcomputer Application Microsoft Office Access 2007 Module 5

Microcomputer Application Microsoft Office Access 2007 Module 5
Training Department

© University Computing Center
Learning Objectives By working through this lesson you will learn About Access 2007 Database Concepts How to Open a Database & Security Issues How to Create a Database How to Create and Modify Database Tables About Field Properties, Validation & Input Masks How to Manipulate Records & Tables About Primary Keys and Indexing How to Filter & Sort data © University Computing Center

Learning Objectives cont...
About Relationships How to create Access 2007 Forms How to create Access 2007 Queries How to create Access 2007 Reports About Printing Issues © University Computing Center

Lesson 1 Access 2007 Database Concepts © University Computing Center

Database concept Microsoft Access is a database software package. A database is an organized collection of records. Telephone and address books are examples of paper databases. With Access, you can create a computerized database. For example, you can use Access to organize the students who attend a school, the courses they take, and the instructors who teach them. © University Computing Center

Database concept Relational database Unlike a single table database, a relational database is able to store and manipulate data across multiple tables. By utilising multiple tables, a relational database reduces unnecessary duplication of data. © University Computing Center

Database concept Tables are used to store the data in a structured and organised format. Tables are similar to those of Word and Excel, in that they contain rows (records) and columns (fields). Record (row) A record applies to data entered into a single row of a table. All data in that row would belong to an individual or item. A record would normally include a unique ID number, Name, Description, plus other relevant information. With each new record, a new row is created. © University Computing Center

Database concept Column (field) Each column (previously known as a ‘field’) is used to define what specific information is to be entered into that particular column. A Column A Row © University Computing Center

Database concept Data is the information entered into tables within the database. Data entered will generally be alphabetical (names / addresses) or numerical (Dates / Currency) Data types define what type of data will be entered into each ‘field’ (column) in a table. © University Computing Center

Exercise 1 1) Describe what a database is and what it does 2) What are the parts of a table? 3) a) What are data types? b) Name seven different data types c) What are data type properties? 4) Why is it important to plan your database carefully before creating it on the computer? 5) What is a record? 6) What is a primary key? 7) What is a relational database? © University Computing Center

Lesson 2 Opening Ms access © University Computing Center

Opening Access 2007 Opening Access 2007 installed on Windows XP or Vista will visually look different, however the steps required to open Access are identical in both operating systems. Click on the Start button (bottom left of screen) and then select All Programs. All programs Start button © University Computing Center

Opening Access 2007 Scroll up until you locate the Microsoft Office folder button and click to select. Finally click on the Microsoft Office Access 2007 icon. © University Computing Center

Opening Access 2007 The Access 2007 Screen is very different to that in previous versions. The menus have been replaced by the Access 2007 Ribbon; there is the MICROSOFT OFFICE BUTTON instead of the old file menu; and the old database window has been replaced by the Access 2007 NAVIGATION PANE. There is also a GETTING STARTED screen to create or open a database file when Access is launched. © University Computing Center

Opening Access 2007 Getting started screen MS Office button © University Computing Center

Access 2007 window Access Ribbon The Access Ribbon works somewhat differently to the old Access Menus. There is a row of ribbon tabs with headings such as HOME, CREATE, EXTERNAL DATA, and DATABASE TOOLS. Clicking on each tab presents you with its own individual ribbon with its own particular icons. © University Computing Center

Access 2007 window Each icon on a ribbon is contained within a group of icons that perform similar tasks. 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 © University Computing Center

Access 2007 window Microsoft Office Button The MICROSOFT OFFICE BUTTON is in the top left corner of the Access screen. It replaces the old Access file menu. To perform functions such as saving, opening, new file creation, and printing etc, you need to click this button. Quick Access Toolbar Quick Access Toolbar intended to provide you with quick access to some of the more common commands used in Access 2007. There are three default icons on this toolbar - save, undo and redo. You can also customize this toolbar to add additional commands as required. © University Computing Center

Access 2007 window Access Navigation Pane The Access NAVIGATION PANE replaces the old database window. It is here where you will see the icons for all the tables, forms, queries and reports that you create. Navigation Pane © University Computing Center

Create Access 2007 Database
The first step in creating an Access 2007 database, is to create a blank database file. This is done from the Getting Started Screen when you launch Access. The file is saved onto one of your PCs folders (which you specify). The procedure for doing this is outlined in the next slides. © University Computing Center

Launch Access: Launch Access by clicking on the desktop icon, or choose Access from the start menu. This brings up the GETTING STARTED WITH MICROSOFT OFFICE ACCESS screen. © University Computing Center

Towards the top left of the screen you will see a "Blank Database" icon. © University Computing Center

Click this icon to bring up the Blank Database side bar on the right hand side of the screen. This is where you will enter details about the database file that you are about to create. Enter filename for your Access 2007 database © University Computing Center

Browse and select folder Next click the folder icon and browse for a folder to put your database. Once selected you should see the file path below the textbox. Click Create © University Computing Center

Access 2007 Tables How Access stores data in Tables Like all other databases, Access 2007 stores data in tables. They look a lot like the cells of a spreadsheet with columns and rows. Each horizontal row represents a table record, and each vertical column represents a table field. © University Computing Center

Opening a database file
Click on the Access desktop icon to bring up the getting started screen again. You should see the file name that you just created towards the top of the right hand side bar (If you cant see it, click the folder icon to browse for the file). Click on the file name to bring up your blank database. If, at this stage, you get a security warning underneath the ribbon, click where it says options, select the "enable this content" radio button (in the pop-up window), and then click ok. © University Computing Center

Opening a database file
Your blank database file should now be fully open. © University Computing Center

Creating Access Table Select the CREATE tab on the Access ribbon. Next select the TABLE DESIGN icon from the TABLES group. This creates a new table. Create fields in DESIGN VIEW This brings up the TABLE DESIGN GRID where you enter each field name and its data type. Enter the name "ID" into the first column of the first row in the grid. select AUTONUMBER from the drop down list in the data type column. © University Computing Center

Creating Access Table You can also enter a description for each field, but this is not essential. In the next row type FIRSTNAME data type TEXT Third row the field name is SURNAME with the data type TEXT. The last field name is AGE and the data type here is going to be NUMBER. Select the ID row by clicking on it Click Primary key © University Computing Center

Creating Access Table The table design grid should now look like this: Save the table by clicking the save icon on the top left of the screen above the Access Ribbon. © University Computing Center

Creating Access Table To view your table select DATASHEET VIEW from the VIEWS group under the DESIGN TAB. Data entry in DATASHEET VIEW Select the first cell in the FIRSTNAME column and enter the name JOHN SURNAME enter JONES, and for AGE enter 35. Press the Enter key Enter the second record on the next row - TRACEY SMITH 25. © University Computing Center

Creating Access Table Last record ANNE McNEIL 30 Your datasheet table should now look like this: © University Computing Center

Creating Access Table Complete Entering this data in your table © University Computing Center

Working with Access Tables
Edit Data Editing data in an Access table is a relatively simple task. Click the cell containing the data you wish to change. Delete or type over the old information and enter new data as required. As you do so you will notice a pencil symbol appear on the far left of the table on the row you are editing. © University Computing Center

Access Filter The Access Filter is a way of reducing the number of records in a list which do not match a given criteria. For example, you might want to view all the records for people with the surname 'Smith'. In this case Smith is the criteria to match. All other records which have records that are not Smith will be filtered out of the list. © University Computing Center

Filter By Form If you look at the Sort and Filter group on the Home tab of the Access Ribbon, you will see a large filter icon and three smaller icons entitled Selection, Advanced, and Toggle Filter. Click the Advanced icon and select Filter By Form Access will then open up a blank datasheet with empty cells underneath your column headings. Click on the empty cell in the Surname column, and start entering the surname Smith. © University Computing Center

As you do so, Access suggests surnames from your list based on the letters that you have typed so far. So once you get to Sm..., Access completes the rest of the name for you. click the Toggle Filter icon on the Ribbon to apply the filter. A new filtered list is displayed containing all three records from your original table with the surname 'Smith'. © University Computing Center

Sort The Sort feature of Access 2007 allows you to reorder a list of data in your table. This can be done alphabetically or numerically, in ascending or descending order. To sort your records into surname order, click any cell in the surname column of your table. This tells Access that your records are going to be sorted by this particular field. Next, look for the AZ Icon in the Sort & Filter group of the Home Ribbon. To sort in ascending order, click the AZ Icon, or to sort in descending order, click the ZA Icon below. Sort Icon © University Computing Center

To remove the sort and get your original list back in its original order, click the Clear All Sorts Icon, which is the lowest Icon of the three. © University Computing Center

Calculating Data The Totals feature of Access 2007 allows calculations to be performed directly on a database table. The totals feature can be used to count the number of records, or add a column of numbers in a table. It can also be used to calculate Average, Maximum/Minimum values etc. To use this feature, open your table and click the Totals icon which is located in the Records group of the Home Ribbon. This produces an extra row at the bottom of the table with the word Total in the left hand column. © University Computing Center

To perform a calculation on your table, select which column you want to process, and click the cell for that column on the new Total row. When the arrow tag appears, click it to produce a drop down list of functions. We are going to find out the average age in our table, so we shall select the Average function from this list. The result of our calculation is then displayed in that cell (ie the Age column of the Total row). If we add an additional record to our table, the totals row will recalculate the result automatically to take account of the new data. © University Computing Center

Create a Lookup Column If a field can contain a finite list of values, you can create a Lookup Column and users can select the value they want from a list. © University Computing Center

Access has a wizard to help you create lookup columns To use the Lookup Wizard to create a lookup column: Open the Lookup Wizard Open the table to which you want to add a lookup column. Click the field label for the field before which you want to add a lookup column. Activate the Datasheet tab. (You must be in Datasheet view.) © University Computing Center

Creating a Lookup column Activate the Datasheet tab. (These instructions assume you are in the Datasheet view.) Click the Lookup Column button in the Fields & Columns group. The Lookup Wizard appears. Click the radio button next to “I will type the values I want.” Click Next. The Lookup Wizard moves to the next page. Type the number of Columns you want in the Number Of Columns field. © University Computing Center

Type the values you want under the column heading. Click Next. The Lookup Wizard moves to the next page. Type the column label you want. Click Finish. Access creates a lookup column based on your list. © University Computing Center

Creating Relationships In Access, you store data in multiple tables and then use relationships to join the tables. After you have created relationships, you can use data from all of the related tables in a query, form, or report. A primary key is a field or combination of fields that uniquely identify each record in a table. A foreign key is a value in one table that must match the primary key in another table. You use primary keys and foreign keys to join tables together—in other words, you use primary keys and foreign keys to create relationships. © University Computing Center

There are two valid types of relationships: one-to-one and one-to-many. In a one-to-one relationship, for every occurrence of a value in table A, there can only be one matching occurrence of that value in table B, and for every occurrence of a value in table B, there can only be one matching occurrence of that value in table A. One-to-one relationships are rare because if there is a one-to-one relationship, the data is usually stored in a single table. However, a one-to-one relationship can occur when you want to store the information in a separate table for security reasons, when tables have a large number of fields, or for other reasons. © University Computing Center

a one-to-many relationship The table with the one value is called the primary table and the table with the many values is called the related table. Referential integrity ensures that the validity of the relationship between two tables remains intact. It prohibits changes to the primary table that would invalidate an entry in the related table. For example, a school has students. Each student can make several payments, but each payment can only be from one student. The Students table is the primary table and the Payments table is the related table. © University Computing Center

Primary Table Related Table © University Computing Center

If you delete Student ID 1 from the Students table, Student ID 1 is no longer valid in the Payments table. Referential integrity prevents you from deleting Student ID 1 from the Students table. Also, if the only valid Student IDs are 1, 2, and 3, referential integrity prevents you from entering a value of 4 in the Student ID field in the Payments table. A foreign key without a primary key reference is called an orphan. Referential integrity prevents you from creating orphans. © University Computing Center

To create relationships: Close all tables and forms. (Right-click on the tab of any Object. A menu appears. Click Close All.) Activate the Database Tools tab. Click the Relationships button in the Show/Hide group. The Relationships window appears. © University Computing Center

If anything appears in the relationships window, click the Clear Layout button in the Tools group. If you are prompted, click Yes. Click the Show Table button in the Relationships group. The Show Table dialog box appears. Activate the Tables tab if your relationships will be based on tables, activate the Queries tab if your relationships will be based on queries, or activate the Both tab if your relationships will be based on both. © University Computing Center

Double-click each table or query you want to use to build a relationship. The tables appear in the Relationships window. Click the Close button to close the Show Table dialog box. © University Computing Center

Drag the Primary table’s primary key over the related table’s foreign key. (Student ID from students table to Student ID in the Payments Table ) After you drag the primary key to the related table’s box, the cursor changes to an arrow. Make sure the arrow points to the foreign key. The Edit Relationships Dialog box appears. © University Computing Center

Click the Enforce Referential Integrity checkbox. Click Create. Access creates a one-to-many relationship between the tables. © University Computing Center

Click the Save button on the Quick Access toolbar to save the relationship. © University Computing Center

Exercise 2 1) Why is the working area empty when you open Access? 2) List the steps to open a database once you are in Access? 3) How do you know which is the active window? 4) How do you show a minimised ribbon? 5) Can you create a new database without saving it? 6) Where can you find out more about a topic or an answer to a question about Access? 7) How do you switch between database windows? 8) How do you delete a table, report, form or query? 9) How do you sort records in a table? 10) The toolbar sort buttons are labelled A-z and Z-A. How do you sort numerical data? © University Computing Center

Lesson 3 Creating forms © University Computing Center

Creating Forms In the previous lesson, you created an Access Table and entered three records. However, to get the most out of Access it makes sense to create a data entry FORM. By doing so you are making your database more user friendly. It is easier and quicker to enter data onto a form than it is into a table, not least because you have more control over the layout and labeling of your form. © University Computing Center

Creating Forms Creating Access form There are a number of ways to create an Access form. In this lesson we are going to use the ACCESS FORM WIZARD. Selecting form wizard Open your database if it is not already open. Click the CREATE tab on the ACCESS RIBBON and then select MORE FORMS from the forms group. © University Computing Center

Creating Forms A drop down list of form types appears. You need to select FORM WIZARD from this list. © University Computing Center

Creating Forms Selecting table and fields The Form wizard then opens as the pop up window below. © University Computing Center

Creating Forms On the first page of the form wizard we select which table we are going to use as the DATA SOURCE. Since there is only one table in this database so far, it should already be selected for us in the TABLES/QUERIES combo box. Underneath there is a list of the four fields in your table. You could select each field individually by highlighting the field name and clicking the single arrow >. We can, however, select all four just by clicking the double arrow >>. Once they have been transferred into the right hand box they are selected. We can now click NEXT to go to page 2 of the form wizard © University Computing Center

Creating Forms Form Layout This is where we choose the FORM LAYOUT. We are going to leave this on the default setting of COLUMNAR. Click NEXT again to move onto page three of the form wizard. © University Computing Center

Creating Forms Form Style Here we select a style that from the list box. Preview a style by clicking on its name. Once you have selected a style to your taste, click NEXT again. © University Computing Center

Creating Forms Form Title This is the last stage of the wizard. Here we are going to choose the name for our form - lets say FORM1. We are going to leave the radio button selected for OPEN THE FORM TO VIEW OR ENTER INFORMATION © University Computing Center

Creating Forms Click FINISH and our form should look something like this © University Computing Center

Creating Forms Navigate Records via Access Form As you can see, the form opens with the first record in your original table displayed. You can navigate through each record using the NAVIGATION BUTTON at the bottom left of the form window. To move to the next record click the right arrow button on the navigation control. To move to the last record click the >| button on the navigation control. © University Computing Center

Creating Forms To move backwards through the record set use the left arrow buttons. You could edit any record from the form, which will update the data in your table. For now, though, just try navigating through the three records without changing any data. Creating New Record via Access Form Now that you know how to move through the record set, lets finish off by adding two more records. Click the star button on the right of the navigation control. © University Computing Center

Creating Forms This should bring up a blank record. Add JOE for firstname, BROWN for surname, and 39 for age. Click the star again to bring up a new blank record, and enter SUE for the firstname, MOORE for surname and 33 for age. When you have finished save and click x on the form window to close. © University Computing Center

Creating Forms Formatting a Form Form Title Click the Layout view in the view group Click the Format tab Click Title in the controls group Modify the Title size, color and position etc. © University Computing Center

Creating Forms Formatting a Form Changing/Inserting Form Logo Click the Layout view in the view group Click the Format tab Click Logo in the controls group Insert Picture Dialog box appears Browse to find the desired picture e.g. in My pictures folder or in the USB Flash etc. Select the picture Click Ok © University Computing Center

Exercise 3 How can a record be deleted in a form? How can records be added to a form? How can records be amended in a form? What is the quickest way to move between records in a form? What is a form header? How can a form header be modified? © University Computing Center

Creating Access Queries
Access Queries Process Data In this lesson we are going to create an Access 2007 QUERY, which will process the data which you have entered into your table. © University Computing Center

What we want Access to do is extract all the records in the table where the persons age is greater than or equal to 35. Open the Query Design Grid The first stage is to select the CREATE TAB and then go to the OTHER group on the far right of the ribbon. Then click on the QUERY DESIGN ICON to bring up the query design grid. © University Computing Center

Select Table for Query The next stage is to select which table you are going to use in this query. When the query design grid opened, the SHOW TABLE pop up window should also have opened. If necessary you can open this window manually by clicking the SHOW TABLE icon in the QUERY SET UP group on the Access Ribbon. Select the table. Click ADD. When you close the pop-up window by clicking x, you should see a box labeled TABLE1 above the query design grid. © University Computing Center

You will now see the field names at the top of each column in the Query Design Grid. Enter query criteria The purpose of our query is to extract records where the persons name is greater than or equal to 35. © University Computing Center

To do this we enter the criteria into the appropriate cell of the query design grid. Go to the AGE column of the CRITERIA row, and enter the formula >=35. Save and Run Query Click the save icon above the Access Ribbon. When prompted for the query name, just use the default QUERY1. © University Computing Center

To run your query, click the RUN icon in the RESULTS GROUP of the Access Ribbon. You should now be presented with a datasheet displaying your query results - JOHN JONES 35 and JOE BROWN 39. © University Computing Center

Exercise 4 Which function can be used to search for a specific word, number or date in a field? Which search functions can be saved? b) which search function would you use if you needed to do the same search many times? How do you read the results of a search in a form? How do you know how many records have been found when searching in a form? How do you remove the search function from a table or a form? Describe what a query does? What are criteria? Why is it important to give queries meaningful names that explain what they actually do? What does the term run mean? What would happen to a record if it was deleted in a query result table? © University Computing Center

Creating Access Report
Access REPORTS are a way of displaying and printing information from your database. Developers often use Reports to display the results of a Query, which is what we are going to do next. Like other Access database objects, there a number of ways to create an Access REPORT. We are going use the REPORT WIZARD. © University Computing Center

Opening Report Wizard Click the CREATE TAB on the Access Ribbon. Then click REPORT WIZARD from the REPORTS group to open the pop up window. Select Report Data Source and Fields The first page of the Report Wizard is almost identical to that of the Form Wizard. Select QUERY1 as the DATA SOURCE for the Report. © University Computing Center

Select Report Data Source and Fields This is done by selecting the query from the list in the TABLES/QUERIES combo box. Then select all fields from QUERY1 by clicking the double arrow to the right of the text box labeled AVAILABLE FIELDS. The field names will now appear in the SELECTED FIELDS text box on the right. Click next to go to the second page of the wizard. © University Computing Center

Report Grouping Levels Page two of the wizard is where you can add grouping levels if required. So we could, for example, group each person in our report with others of the same age. We don't need to do this for this particular example, but it is certainly a useful feature that we might want to learn more about later. But for now, just click next. © University Computing Center

Record Sort Order Page three of the wizard is where you determine what order the records are displayed in your report. So for example you might want to display records in ascending order of age. For this example, however, we are going to put your records into alphabetical order for SURNAME and FIRSTNAME. Begin by clicking the top drop down box and selecting SURNAME, and in the box 2 below select FIRSTNAME. © University Computing Center

This means that records are sorted alphabetically by surname, and if two surnames are the same, the FIRSTNAME is used to determine which record comes first etc. Click Next Select a field Select sort order © University Computing Center

Report Lay Out This page of the Wizard is where you set the lay out for your report. There are various lay out options, but in our case we shall keep to the default setting of TABULAR. Click next. © University Computing Center

Name of Report Name your report REPORT1 and then click FINISH. Your access report will now be displayed on the screen, and should look something like this: © University Computing Center

Exercise 5 Which data source objects can be used to create a report? What steps would you need to take to change the order of the field names and headings in a report layout? What does grouping mean in the creation of a report? What calculations can be automatically presented in a report, and how? Which data types must be used to create calculations? What is the main benefit to using a report to calculate a sum? What are the main benefits of using headers and footers in a report? © University Computing Center

Printing Microsoft Office applications you can be selective in what you print from and Access database. Access lets you print Records or complete tables Query outputs Forms Reports For each of the above you can select the number of copies you print, the orientation of the printed output, page size, and exactly what you print of the object. © University Computing Center

Printing Select the orientation Check the paper size is correct, Select the correct size from the size drop-down list if you need to Click Ok Select the paper size © University Computing Center

Printing Print a page or selected record(s) from a table Once you have set the page so that the table data neatly fits, you might then decide that you only want to print selected pages or selected records from the table. Click Print in the Print group on the Print Preview ribbon to open the Print dialogue box The default printer for your computer should be displayed The Print dialogue box gives you three Print Eange options. Select the one you want by clicking the button © University Computing Center

Printing All: This prints the whole table or query Pages: Type the numbers of the pages you want to print Selected Record(s): Select the records you want to print by clicking the row header on the left of the record to highlight it. Selecting this option then prints the selected records only Click Ok to print © University Computing Center

Exercise 6 What do landscape and portrait mean in terms of printing? Which menu option do you use in order to change the orientation of the page? How do you set the page size of a printout? Explain how to print a) a specified page, and b) a selected record in table format How can you select which records in report to print without printing the whole report? What are the steps to print all records in a form? How is the result of a query printed? How can you print preview a report? © University Computing Center

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Training Department 28 June 2019

Microcomputer Application Microsoft Office Access 2007 Module 5

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