KAZIMOTO TECHNOLOGY: MICROSOFT ACCESS

Introduction

A database is a collection of information that's related. Access allows you to

manage your information in one database file. Within Access there are four

major areas: Tables, Queries, Forms and Reports

• Tables store your data in your database

• Queries ask questions about information stored in your tables

• Forms allow you to view data stored in your tables

• Reports allow you to print data based on queries/tables that you have

created

Creating a Database

1) Start Access

2) Select Blank Database

3) In the File Name field enter a name for the database

4) Click Create

Microsoft Access automatically creates a new table in the database called

Table1. This is a temporary name until the table is saved.

Understanding the Views

There are 2 basic views when you work in a table: Design View and Datasheet

View. Design View is used to set the data types, insert or delete fields, and set

the Primary key. Datasheet View is used to enter the data for the records. By

default, Access places you in Datasheet View.

To Switch to Design view:

1) Click the View button on the Home Ribbon

2) Type a name for the table

3) Click OK

Before proceeding, it is important to understand common Microsoft Access Data

Types. (Explained in the table below)

To Enter Fields in a Table:

1) Type a name for the first field in the table

2) Press Enter

3) Select a data type

4) Press Enter

5) Type a description for the field

6) Press Enter

Continue this until all necessary fields have been entered into the table.

Note: The order that you enter the field names is the order the fields will

appear in the table and on a form.

To View the Datasheet:

Click the View button on the Ribbon

Setting a Primary Key

The Primary Key is the unique identifier for each record in a table. Access will

not allow duplicate entries in a Primary Key field. By default, Access sets the first

field in the table as the Primary Key field. An example of a Primary Key would be

your Social Security Number. This is something unique about you and should

not be duplicated.

To Set a Primary Key:

1) Switch to Design View

2) Position your cursor in the field you wish to set as the Primary Key

3) Click the Primary Key button on the Ribbon

To Switch Back to Datasheet View to Enter your Records:

Click the View button on the Ribbon.

Entering Data in a Table

Once you have entered the fields and set the data types it is now time to enter

the records in a table.

To Enter Data in a Table:

1) Make sure you are in Datasheet View

2) Enter the data into the table by pressing the tab key to move from one cell

to another

3) When you have completed the record (row), press Enter

When inputting data into the table, Access automatically saves the data after

each new record.

Input Masks

An Input Mask is used to pre-format a field to “look/act” a certain way when a

user inputs data.

Example: You could create an input mask for a Social Security Number

field that automatically inserts the dash.

The Input Mask data can either be stored in the table or simply displayed and not

stored. (The latter is preferred)

To Create an Input Mask for a Field

1) Open a table in Design View

2) Click in a field for which you’d like to create an input mask

3) In the Field Properties section at the bottom of the screen, click in the

Input Mask line and notice the Build button that appears at the right end

of the line (see below)

4) Click the Build button

5) Select Input Mask

6) Click Next

7) Select a Placeholder character

8) Click Next

9) Select Without the symbols in the mask

10) Click Next

11) Click Finish

Now, when entering data that has been formatted with an Input Mask, you do not

have to type the format into the record.

The following is an example of a table with a field that has been formatted with

an Input Mask on the Social Security Field.

Notice, the only thing that the user has to enter is the digits, not the symbols.

Navigating Records

Use the arrows at the bottom of the table to navigate among records.

You are able to navigate from the first record, previous record, next record, last

record, and create a new record (as shown in the picture below).

Notice that the total number of records in the table is shown at the right end of

the navigation arrows.

Sorting Records in a Table

By sorting your records in a table, you are easily able to view/locate records in

your table.

To Sort Records in a Table:

1) Position your cursor in the field that you wish to sort by, by clicking on any

record in that field.

2) Click either the Sort Ascending or Sort Descending icon

Notice, the table above has been sorted by the Last Name field in ascending

order.

Queries

You use Queries to view, change, and analyze data in different ways. You can

also use them as a source of records for forms and reports.

To Create a Query:

1) Click the Create tab on the Ribbon

2) Click Query Design icon

3) Double-click Create Query in Design View

4) Select the table that you would like to base your Query on

5) Click Add

6) Close the Show Table window

The table(s) will now be displayed in the upper part of the Query Design Screen

by boxes containing the tables’ fields.

7) Double click on the field names in the field list window which you would

like to include in the Query

Defining Criteria in the Query

In order to control which records are displayed, you must define criteria in a

Query. The most common type of Query is the Select Records Query which will

be discussed below.

To Define Criteria for your Query:

1) Position your cursor in the criteria row in the field for which you wish to

define the criteria for

2) Enter the criteria

Example: To find all people it the table who live in Edison:

• Position your cursor in the criteria row of the City field

• Type Edison

• Click the Run Query button

Below is a picture of the results of the above query:

The result of a query is called a recordset. A recordset can be sorted, printed or

filtered in the same manner as a table.

To Save the Query:

1) Click the Save Icon

2) Enter a name for the Query

3) Click OK

Note: When saving a select Query, you are saving the question that you are

asking, not the results that you see when you run the Query.

Creating a Form Using the Forms Wizard

A form is a database object that is used to enter or display data in a database.

To Create a Form Using the Wizard:

1) Navigate to the table you want to base the form on

2) Click Create on the Ribbon

3) Click Forms

You are able to navigate using the navigation arrows at the bottom of the form.

Note: The form feeds the table. If you edit a record on the form, or create a

new record, that data will be passed to the table it is associated with.

To Enter a Record on the Form:

1) Click the View button on the Ribbon to switch from Layout View to Form

View

2) Enter the data for each field in the record, pressing the Enter key to move

to the next field

3) Press Enter after you have entered data for the last field

This will send the record to the table.

Reports

Reports can be based on tables or queries and can be made with the Report

Wizard.

To Create a Report Using the Report Wizard:

1) Click the Create tab on the Ribbon

2) Click the Report Wizard icon

3) Select the table or query upon which the report will be based

4) Select the fields that you want to include on the report by double clicking

on them

5) Click Next

6) If you would like to add grouping to your report, select the field you wish to

group by double clicking on it (Example: City)

7) Click Next

8) Select a style for the report

9) Click Next

10) Type a title for the report

11) Click Finish

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MICROSOFT ACCESS

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