Home / Microsoft Access

Microsoft Access

MICROSOFT ACCESS

DAY 1

Definition of terms

Database –  a collection of data or objects related to a particular topic or purpose

Launching/starting ms access

i.)  Click the Run command

ii.)  Type ms access

iii.) Press enter or click Ok

Kinds of databases

Asset tracking, contact management, event management, order entry, time and billing, resource scheduling e.t.c

Parts of an access application window

–      Microsoft office button

–     Quick access toolbar

–     Title bar

–     Ribbon

–     Access objects

–     Data sheet

–     Formula bar

–     Status bar

Getting help and assistance

ix.) Click the help button on the far right side of the ribbon or press F1

x.)  Type your question on the word help

xi.) Click Search

xii.) Select from the topic from the options

DAY 2

Definition of terms

i.)  Table is a database object used to collect and store data relating to a particular subject or topic.

ii.)  A query is a database object that you use to ask a question about your database. The results from a query are typically displayed using a datasheet.

iii.) Form is a database object used to display table data one record at a time.

iv.) Report is a database

Creating a new blank database

i.)  Start Access.

ii.)  Click Blank Database.

iii.) Type the name you want to give your database in the File Name field.

iv.) Click the Browse button. The File New Database window appears.

v.)  Locate the folder in which you want to store your database. Note that the name of the file appears in the File Name field.

vi.) Click OK.

vii.) Click the Create button. Access creates the database and opens a datasheet with the Table Tools available to you.

Creating a new database using templates

i.)  Start Access.

ii.)  Click local templates

iii.) Choose a template e.g. events, contacts, faculty
iv.) Type the name you want to give your database in the File Name field. object used for viewing, compiling, summarizing and printing information.

v.)  Data access page is a special type of web page designed for viewing and working with data from and internet or intranet.

vi.) Macro is a set of one or more actions

v.)  Click the Browse button. The File New Database window appears.

vi.) Locate the folder in which you want to store your database. Note that the name of the file appears in the File Name field.

vii.) Click OK.

viii.) Click the Create button. Access creates the database and opens a datasheet with the Table Tools available to you.

Identifying different types of database

i.)  Table

ii.)  Query

iii.) Macro

iv.) Reports

v.)  Form

 

DAY 3

Definition of terms

  1. a) Field – an element of a table that contains a specific item of information, such as an ID number, name of student t.c
  2. b) Record – a collection of data about a person, a place, an event or some other item. A record is represented in a row in the datasheet of a table, query or form.
  3. c) Wizard – a Microsoft access tool that asks you questions and creates an object according to your answers

d)  Datasheet view – a window that displays data from a table, form, query, view or stared procedure in a row and column format. in datasheet view you can add and delete records.

e) Design view – a window that shows the design of a table, query, form, and macro. in datasheet view you can create new database access objects and modify new ones.

Tables – what they are and how they work

Creating tables

Method 1

i.)  Click Create tab

ii.)  On Tables group select the Table command

Method 2

Creating tables using templates

i.)  Click Create tab

ii.)  On Tables group select the Table Templates command iii.) Select a suitable option on the menu

Adding properties such as name, primary key and additional fields in your table

i.)  After creating your  table make sure it’s well displayed ii.)  On the Datasheet tab Views group click on the View command

iii.) Select Design View

iv.) Type the name of your table

v.)  Click Ok

vi.) Enter appropriate field names, data type, descriptions and field properties.

vii.) Select a unique field and set it as a Primary Key
viii.) Once done go back to Datasheet View to fill in the records

Closing your table

To delete and rename your tables you will need to close them
i.)  To close your table right click at your tables object tab
ii.)  Select Close from the menu

iii.) Save the table if it was not saved by clicking Yes

Opening your table

i.)  To open your table right click at your tables object tab ii.)  Select Open from the menu

Deleting your table

i.)  Make sure you close the table your about to delete

ii.)  Select the table of interest at the all tables window

iii.) Click Home tab

iv.) On Records group select the Delete command

v.)  Click Yes to delete

Renaming your table

i.)      Make sure you close the table about to be deleted

ii.)     Right click the table to be renamed at the all tables widow

iii.)  Select Rename

iv.)  Type a suitable name

v.)   Press enter when done

 

DAY 4

Definition of terms

  1. a) Font – a graphic design applied to all numerals, symbols, and alphabetic characters. E.g. Arial and Calibri (body) fonts come in different sizes, and
  2. b) Freezing a column -making a column visible at all times no matter where you scroll.

FORMATTING YOUR TABLES

Changing font types

i.)  Open your table and make sure it’s well displayed ii.)  Click the Home tab

iii.) On Font group select the bold, italic, size or font command

to change the style.

Formatting cells

i.)  Click the Home tab

ii.)  On Fonts group click the Dialogue Launcher
iii.) Choose appropriate cell effect and background and grid line colors

iv.) Click Ok to effect the changes

Changing column width

i.)  Point to the right boundary of the column heading until the

pointer turns into a double pointed cross.

ii.)  Double click or drag the boundary to the requited width.

Changing row height

i.)  Point to the bottom boundary of the row header u want to change until the pointer changes into a double pointed cross

ii.)  Drag to an appropriate height to accommodate the data

Renaming  a column

i.)  Double click the field title

ii.)  Type a new name

iii.) Press enter

iv.) Or Datasheet tab è Fields &Columns groupè Rename command

Freezing and unfreezing a column

i.)  Select a column

ii.)  Right inside the selection

iii.) Select Freeze Column

iv.) Or Home tabè Records groupè Moreè Freeze

Replacing record details

i.)  Click Home tab

ii.)  On Find group click Replace

iii.) In the Replace With area type new data
iv.) Click Replace or Replace All then Close

Navigating through the tables

i.)  Click the Home tab

ii.)  On Find group click Go To

iii.) Select First, Last , Next or Previous to move to different  records

Adding and deleting rows and records

i.)  Open the table

ii.)  On the Home tab Record group select New
iii.) Enter the details of the new record
iv.) To delete a record select the record

v.)  Click delete on the Record group

Inserting and deleting columns

i.)  Right click the column heading were you want the new one  to be inserted

ii.)  Select insert

iii.) Or Datasheet tab è Fields &Columns groupè Insert  command

iv.) To delete the column Right click the column heading that you want to delete then select Delete from the menu

v.)  Click yes to delete

vi.) Or Datasheet tab è Fields &Columns groupè Delete  command

 

DAY 5

Definition of terms

Filter – a set of criteria applied to data in order to show a subset of the data or to sort the data. In Microsoft access you can use a variety of ways to filter records such as filter by selection and filter by form.

Sort order – the order at which records are displayed are either ascending (A to Z or 0 to 100) or descending (Z to A or 100 to 0).

FILTER

Filter by selection

i.)  Filtering using Advanced Filter

ii.)  Click the Home tab

iii.) On Sort And Filter click Advanced Filter command iv.) Select Advanced Filter/Sort from the dropdown menu

v.)  Select the required fields by double clicking them vi.) Enter the appropriate criteria

vii.) Click Save

Sorting data

i.)  Click the field you want to use for sorting

ii.)  Click the Home tab

iii.) On Sort & Filter group click either Ascending or Descending

 

DAY 6

Creating different queries in design view

i.)  Click Create tab

ii.)  On Other group select Query Design

iii.) Choose the required table then click Add then Close when

you’re done

iv.) Double click to insert the required fields

v.)  Enter the required criteria then click Run on the Results group of the Design tab

Creating queries using query wizard

i.)  Click Create tab

ii.)  On Other group select Query Wizard

iii.) On New query select Simple Query Wizard iv.) Click Ok

v.)  Select the source table or query

vi.) Select the required fields then click Next vii.) Type the query title

viii.) You can choose to modify the query via Design View or you can open it in to view data

ix.) Click Finish

 

DAY 7     

FORMS

Creating forms

i.)  Click Create tab

ii.)  On Forms group select Form command

Formatting your form

i.)  Click the Formatting tab

ii.)  To change the form font click on a field

iii.) The select the different styles, colors and sizes on the Font  group

iv.) To AutoFormat your form select any auto formating style on the AutoFormat group

Navigating through the form

i.)  Click the Home tab

ii.)  On Field group click Go To

iii.) Select First, Last , Next or Previous to move to different records

iv.) Or you can use the navigation bar at the bottom of your  form

 

DAY 8   

REPORTS

Creating reports

i.)  Click Create tab

ii.)  On Reports group select the Report command

Formatting your report

i.)  Click the Formatting tab

ii.)  To change the report font click on a field

iii.) Then select the different styles, colors and sizes on the font group

iv.) To AutoFormat your form select any autoformating style  on the AutoFormat group

 

DAY 9 

MACROS

Creating macros

i.)  Click Create tab

ii.)  On Other group click Macro iii.) Select Macro

iv.) Fill in the appropriate action

v.)  Fill In the action arguments vi.) Click Save command
vii.) Type in the macros name
viii.) Click Ok

Running a macro

i.)  Click the Database Tools tab

ii.)  On Macro group select Run Macro command iii.) Select the required macro

iv.) Click Ok

Top