ain100a microsoft access level 1

Accelerated Computer Training for Working Professionals Factory 2007 Case

Orange Coast Database Associates Course (800)355-9855 or http://ocdatabases.itgo.com

Orange CoastDatabase Associates

Specializing in Microsoft Office,

Access, SQL, and related technologiesClasses custom designed forWorking Professionals

http://ocdatabases.itgo.com

San Juan Capistrano, CA

(800)355-9855

AIN100A Introduction to MicrosoftAccess Level 1

1

AIN100A - Introduction toAccess

Quick introduction to Access forexperienced Windows users

P.O. Box 6142Laguna Niguel, CA 92607949-489-1472http://www.dhdursoassociates.com

1

FactoryAIN100A2

Orange Coast DatabaseAssociates

Loose association of local Universityinstructors and IT Professionals.

Started in 2004

Training– Public classes in San Juan Capistrano using

standardized materials

– Private classes for groups (typically on-site) andindividuals

Consulting & Programming (incl. offshore)

2

2

FactoryAIN100A3

AIN100A - Introduction to Access

Introduction (s) Facilities Course Packet (Contents may vary)

– Student Questionnaire– PowerPoint handouts for all sessions– Evaluation form– Training certificate– Supplemental materials (Catalog, etc.)

3

Books

Microsoft Access Plain & Simple;Curtis Frye

Microsoft Access Bible; CaryPrague

Available from major bookstores

FactoryAIN100A44

3

FactoryAIN100A55

FactoryAIN100A6

MS Access Introductory (100Level) Curriculum

AIA101

AMP110Macros

AIN104Reports& Forms

AIN102Queries

AIN100TAIN100

Incl. A & B

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4

FactoryAIN100A7

AIN100 – Introduction to Access

Quick pace for experienced windows users

Assumes no prior knowledge of Access

End-user, not programmer, oriented

Somewhat structured towards personal usefor analysis and reporting

Two levels – Day 1 (AIN100A) and Day 2(AIN100B)

7

FactoryAIN100A8

AIN100A - Introduction to Access I

Introduction

Tables

Data

Relationships

Filters

Queries

Reports I

Forms I

Switchboards(2007) orNavigation Forms (2010)

Course Topics:

8

5

FactoryAIN100A9

Introduction to Access

Industry Standard Approach:

Tables Table Designer

Queries Query designer

Reports Wizard then modify

Forms Wizard then modify

Macros Macro Designer

Access has many ways to accomplish tasks. As an acceleratedcourse we will cover only the most common.

9

FactoryAIN100A10


2 Sessions

Lecture

Demo

Student “hands-on” - by the end of theclass the student will have constructed asmall, functional application

Exercises are cumulative – later examplesbuild on objects created earlier

Course Format:

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6

FactoryAIN100A11


Session 1– Introduction

– Tables & Data

– Filters

Session 2– Queries

– Reports I

– Forms I

– Switchboards/Navigation I

Course Schedule (2 sessions):

11

FactoryAIN100A12

Database Design – Critical Topic

What do I want?– (Outputs)

What have I got?– (Inputs)

What do I need to do to getthere?– (Process)

Note: we have a full day course (DBD201/AIN100T) on this important topic.

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7

FactoryAIN100A13

Define Your Needs First

Draw apicture

Write adescription

PRODUCTS

EMPLOYEESC.C.Toys

ORDERS

13

Summary

Introduced course topics and approach

Reviewed reference material

Touched on database design in preparationfor next module

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8

Notes

15

Notes

16

Factory Access Tables & Data1

Introduction to Microsoft Access

Module

Introduction to Access, Tables, andRelationships

P.O. Box 6142Laguna Niguel, CA 92607949-489-1472http://www.d2associates.com

FactoryAccess Tables & Data2

Module Outline

Topic 1: Introduction & Tables

Topic 2: Manipulating and sorting Tables

Topic 3: Relating Tables

Three parts:


Module Hands On

– Create working folder with supplied files

– Create a database

– Create 3 tables (w/validation rules and masks)

– Populate tables

– Import and Export Tables

– Create permanent links

– Create a simple query

– Compute calculated field(s)

– Create a multi-table query with summary aggregates

Students “hands-on”:



Part 1:

Introduction to Access and Tables


But first - Create Folder

Create a folder yourname (or similar) inMy Documents – this is where yourdatabase and other files will go.

Optionally, copy in the labor.txt andemployees.xls files from the instructorsupplied location or CD.


Access Modes

Menu-driven interface - Interact with a databaseand its objects using menu commands

Program mode - Lets you store instructions in a VBAprogram file

This course concentrates on the menu interface butdoes cover macros which can be used to “program” aseries of actions


Database Terminology

Database – in Access a repository in which tables,reports, queries, and other objects are stored

Table – stores facts about one subject (entity)

Record - contains related information about anentity “instance”

Field - contains a fact about an entity

Relational Database - allows you to link records fromtwo or more tables based on the contents of acommon field. Access is a relational database.


Database Terminology (cont.)

Key - used to order, identify, and retrieve recordsin the database

Primary key - unique identifier for a particularrecord. Only one per table.

Index – like a book index. Speeds searches andjoins. Can have many per table.

Table structure - the arrangement of informationwithin a record, the type of characters, fieldlength, limitations, etc.


Database Terminology (cont.)

Object – used in database world as generic term forqueries, reports, indexes, tables, etc. Not the sameas programming object.

Form - paper-like method of accessing and enteringdata in a table

Query – retrieves information from Access tables

Report - provides the ability to arrange table dataas well as to perform calculations and then print apaper-based report


Sample Application – Factory2000

Simple cost accountingapplication

Employees work on workorders

Clock labor hours for eachwork order


Recording Factory2000 Labor Hours

EmpNo fName lName Rate Wono Descr Hours

12 Bob Smith 15 A1 Casting 12

13 Mary Chavez 20 A1 Casting 22

14 Alicia Parks 25 B3 Ass’ly 15

14 Alicia Parks 25 C2 Screws 18

What problems do you see with this approach?


Factory2000 Relational Database Structure

EmpNo fName lName Rate MgrNo

12 Bob Smith 15 13

13 Mary Chavez 20

14 Alicia Parks 25 12

EmpNo Wono Start End Hours

12 A1 1/1/01 1/31/01 20

14 C2 2/1/01 2/28/01 42

14 B3 1/1/01 2/28/01 40

employees

Labor

Wono Descr Std

A1 Casting 30

B3 Fitting 50

C2 Screws 70

Work_orders


Creating a Database

Ways to create a database

– Create a database using an Accesstemplate or Wizard – (not alwaysrecommended)

– Create a blank database and then insertyour own objects – we will use thismethod in this course


Creating an Access Database

Create thedatabase inyour desktopfolder with ameaningfulname


Creating a Table

Click new from tables tab Naming a Table

– Up to 64 “standard” characters can be used– Do not use an extension– No leading spaces or control characters, in fact

try to avoid spaces altogether

Add fields one by one Set Field Properties in Field Properties

box


Designing Fields

Field Type – text, datetime, number, etc.

Field Width – 10 characters, etc.

Caption – “Column title” for display

Format – Determines how the field is displayed(long date, short date, etc.)

Click toolbar key symbol to make primary key

Set indexed for secondary keys, required, etc.


Setting Properties in the Table Designer


Hands On - Create Tables

Employees

Work_Orders

Labor


Employees Table Definition

EmpNo text(2), primary key

Fname text(10)

Lname text (15), required

Rate currency, required

MgrNo text(2)

(Instructor led)

All with captions


Work_Orders Table Definition

WoNo text(2), primary key

Descr text(15)

StdHrs number(single,2), required

Accum number(single,2), required

(On your own)

Add captions, too


Labor Table Definition

EmpNo text(2), primary key

WoNo text(2), primary key

Start datetime, required

End datetime

Hours number(single,2)

(On your own)

Add captions, too


Field Validation & Masks

Add some validations– Test a numeric field for > 0

– Try checking one field against another

– Etc.

Add captions if not added already

Add an input mask

Change a display format

Etc.


Datasheets

Datasheet window - displays the contents of a tablein a spreadsheet-like format

– Each row contains a record

– Each column contains a field

Speedbar - appears at the bottom of the windowand is used to navigate through the records in atable


Datasheet View


Entering & Editing Records

Enter table data from thehandouts or use your owndata


Employees Table Data


Work_Orders Table Data


Labor Table Data


Printing a Table

Access allows you to create “quick and dirty”reports by printing the datasheet

– A row/column presentation is used

– Field names appear along the top

– Records are rows

– Fields are columns

– A grid is printed around each field

Manipulating the Datasheet

Gridlines – controlled by Cells Effectsdialog box

Can control background color, fonts,etc.

Fields can be resized and moved

Also, hidden and locked like aspreadsheet

30

Record Pointer

Record pointer (thick black arrow head) helps youkeep track of where you are in a table

The character is used in the left-hand table cellsto indicate the pointer location

The pointer moves by using keyboard, scrollbar, orspeedbar commands

=> Changes are saved when you move to next record

31

Find Command

Use the Edit | Find command sequence orclick the Find toolbar button

Either command activates the Find in fielddialog box

Searches can have “Wildcards” (in factsophisticated Unix style searches are available)

32

One Field Sort

Select the column to be used in the sort

Click the desired Sort Ascending orDescending toolbar button

33

Multiple Field Sort

Filter - used to sort data or restrictrecords shown

Use Records | Filter | Advanced Filter/Sortcommand sequence

Activates the filter window

Specify the fields and sort order

Execute by clicking the Apply Filter/Sortbutton of the toolbar

34



Topic 3

Relating Tables


Relating Tables

Command sequence – Tools | Relationships

Parent table - table used as the main tablefor a relationship

Child table - the related table, often hasseveral records for each record in theparent table


Referential Integrity

Referential integrity - makes certain thatrelated records are present

Orphan record - a child record without acorresponding parent record


Table Links

In this context means relate two or moretables on columns of data

Permanent link –

– established using the Relationships command

– is always in effect once defined

Transient link - defined using the query-by-example feature of Access


Creating a Permanent Link

Drag fromPK to FK


Create Permanent Links

Link all Factory2000 tables

Enforce referential integrity

Normal, default joins for now


Permanent Links



End of Module


Notes

43

Notes

44

Factory Access - Accelerated Queries1

Microsoft Access

Module:

Queries


FactoryAccess - Accelerated Queries2

Module Hands On

– Create a simple query

– Create a multi-table query

– Create calculated fields

– Create a summary query

– Concatenate fields

– Create a parameter query



Creating a Query

Activate the Create tab of the Databasewindow

Click the Query Design button

Interact with the dialog boxes


Query Results

Results placed in a dynaset in a window

Dynaset can be used like a regular table– Most useful when you work with fields

from several tables– Any changes that are made to a dynaset

field are also made to the originalrecord


Query Design Window

QBE grid - controls which fields appear inthe dynaset

Parts of the grid

– Field - contains the name of the field

– Table - contains the field’s table name

– Sort - controls the order of displayed data

– Show - displays a field in the dynaset

– Criteria - enter a condition to display selectedrecords


Criteria

Logical Comparison Operators– <, >, =, =<, >=. <>

Special Operators– LIKE

– IS NULL

– BETWEEN

– IN

Special characters– [ square brackets around names]

– (parentheses around function arguments)

– # pound sign around dates#


Like (“Wild Card Matches”)

ANSI standard

Wherecustomer_last_name like“Jo%”

Like “Jo_”

Microsoft Access

Wherecustomer_last_name like“Jo*”

Like “Jo?”

• * means match any string of characters; ? meansmatch one character.• Access actually allow more sophisticated Unix typesearch patterns as well – see help


Create a Simple Query

Use Work_Orders table

Show fields: all except accum

Sort by WoNo

Only records where descriptioncontains an “s”

Save your query as qrySimple


Simple Query (Find all records with an “S in the

description field)

Query by Example (QBE) Grid


Joining Tables

Tables can be joined for performing a query

– Must have a common field

– Linking in QBE grid performed via a dragoperation

– Join types: inner, left outer, right outer

– Use show tables dialog to bring up list of tables


Joining two TablesDrag fromPK to FK

Double Click tablename to add


Create a multi-table query

Join Labor and Employees

Show following fields: all from labor,fname, lname and rate fromemployees

Sort by empno then wono

Save your query as qryLaborDetail


Multi-table Query Design


Multi-table Query Results


Calculated Fields

Can embed calculations in a query

Creates a new temporary field whichappears in the dynaset

Store your calculations there

Can use an expression “builder” to help


Query with Calculated Field(use the builder)


Query with Calculated Field

Use qryLaborDetail

Add a calculated field whichshows the cost of a laborticket

Save your query asqryLaborDetail_2


Query with Calculated Field Results


Concatenated Fields

Can “add” two character fieldstogether

Use & operator

Example: fname & “ “ & lname


Concatenated Fields

Create a new labordetailquery

Add a column with theemployee’s full name

This can be used later inreports, etc.

Save your query asqryLaborDetail_3


Concatenated Fields Results


Summarizing Columns

SQL aggregate functions– Sum

– Count

– Avg

– Etc.

Activated by clicking the Total toolbar button

Adds a Total line to the QBE query grid

All selected columns must be in group by or anaggregate


Query with Aggregate


Query with Aggregate

Modify qryLaborDetail2

Drop work order fields

Sum the hours and cost

Save your query asqryLaborGrouped


Query with Aggregate Results


Parameter Queries

Accept a variable when run

Order Noparameter


Parameter Queries

Create a parameter query

Base on qryLaborDetail_3

Show all fields

Prompt for order no

Save as qryParam


Parameter Query Results

Factory Access - Accelerated Queries29

Accelerated Introduction to Access

End of Module


Notes


Notes


Notes


Factory Access - Reports & Forms1

Microsoft Access

Module -

Basic Reports


FactoryAccess - Reports & Forms2

Module Hands On

– Create a summary report

– Format the report

– Add conditional formatting



Creating reports

Two basic methods:– Report Wizard

– Report Designer

Common approach is to start w/the Wizard then modify the result


Report Wizard

Building a Report by Using a Report Wizard

– Use the Report tab of the database window

– Can base report on table or query

– Report Wizard - a series of dialog boxes that stepsyou through the process of building a report



Report Wizard

After selecting the table or query you givethe Wizard additional information…

– Grouping – for summaries, etc.

– Sorting – for sort order within group, pluswhich summary function to use

– Format and style


Report Wizard

Create a labor report

– Use qryLaborDetail query

– Select wono, empno, fname,lname, hours

– Group by wono

– Use summary options: sum hours,

– Layout and style to taste

– Save as rptLabor


Report Design Window

Menu Bar and Toolbar Rulers - vertical and horizontal

Report Layout

Toolbox

Field List Box - used for adding fields to a reporttemplate

Properties Sheet or Section Detail Sheet - controls theappearance of a report object

Scroll Bars


Report Designer


Redesigning a Report

Able to move field and title boxes around thedesign template via a drag operation

Able to resize the report bands using selectionhandles

Able to add additional titles using label control

Able to align text as well as change the fontand size of type used

Can add background fill effects, etc.


Report Designer

Open rptLabor in design view– Format headings

– Remove extra subtotal row andreduce band height

– Fill title with grey background

– Etc.

– Save with same name(rptLabor)


Report Designer Results


Report Designer

Adding Fields– Use toolbox, or

– Drag and drop from field list

– Set control source on property sheet if appropriate(see below)

– Put SQL function around the control source for aggregatefields

Two types– Bound

– Unbound (no control source)


Report DesignerF

unct

ion


Report Designer

Adding a new cost column

We will do this in the AIN100Bcourse


Full Work Orders Report Results


Conditional Formatting

Format, Conditional Formatting commandsfrom Menu Bar

Can be used for forms or reports– Examines the contents of a field

– Based upon field’s contents able to specify: Font/Font size/Font color

Background color

Text attributes (boldface, underline, italics)

Try flagging stdhrs >= 70


Microsoft Access

[End of Module]P.O. Box 6142Laguna Niguel, CA 92607949-489-1472http://www.d2associates.com

Module -

Reports

Notes


Notes




Module -

Basic Forms



Module Hands On

– Build two simple data entry forms

– Create a sub-form

– Build a master-detail form from above forms



Forms

Form - provides for customized data entryinstead of using the datasheet window

Also used to establish criteria for reports andqueries

Found on the Forms tab of the databasewindow

Form Wizards - a series of dialog boxesprompting you about your form requirements


Form Wizard

Specify source table or query, fields, etc. (again, notefields can be bound or unbound)

Generally pick columnar style

Modify or preview result

Numerous properties can be set– Format (Appearance, scroll bars, etc.)

– Data (recordsource, etc.)

– Event (These can call macros and program code)

– Other



Form Wizard(Instructor Led)

Build a simple data entry form basedon the employees table– Modify the form when click finish

– Set the caption property to “MaintainEmployee Information”

– Make text labels “semi-bold”

– Size the form as desired

– Set record selector to “NO” if desired

– Save as frmEmployees


Basic Employees form


Form Wizard(On your own)

Build a simple data entry form basedon the work_orders table– Modify the form when click finish

– Set the caption property to “WorkOrders”

– Make text labels “semi-bold”

– Size the form as desired

– Set record selector to “NO” if desired

– Save as frmWork_Orders


Basic Work Orders Form


Form Designer

Design surface for forms

Add controls from toolbox

Some controls themselves have wizards whichcan invoke certain actions (run query, openreport, etc)



Form Designer

We will build a criteria selection form for theparameter query qryParam (using designview) in the AIN100B course.


Criteria Selection Form Results


Subforms

Same idea as sub reports

Main form uses parent table; sub form useschild table

Several ways to create them

– Create sub form first, drag and drop to main form

– Use subform/subreport control

– Create with form wizard directly


Subforms

Same idea as sub reports

Main form uses parent table; sub form useschild table

Make sure you have a permanent link

Create sub form first, drag and drop to mainform

Can also create with form wizard directly


Typical Subform


Subforms

Create a subform namedsfrmLaborDetail

– Use the form wizard

– Base on qryLaborDetail_3 query

– Pick tabular style (like a table orspreadsheet grid)


Labor Detail Subform


Subforms

Modify the frmWork_Orders form. Itwill be the new main form

– Drag and drop the sub formsfrmLaborDetail

– Remove extraneous labels

– Size and format as you like

– Save as frmWork_OrdersDetail


Placing a subform on a main form


Note link master and link child


Work Orders Detail Form


Sub Forms via the Wizard

Sub Forms can also be built automatically

Select parent table fields

Then child table fields

The child table will go in the subform


Main and sub forms via Wizard(Instructor Demonstration)



[End of Module]P.O. Box 6142Laguna Niguel, CA 92607949-489-1472http://www.d2associates.com

Module -

Basic Forms

Notes


Notes


Notes


Factory Access Navigation1

Module – Navigation


Microsoft Access

Access navigation

Newer Access 2010 databases use the newNavigation forms

Older MDB databases still have theSwitchboard Manager tool available

FactoryAccess Navigation2

Creating a Navigation form

Select the desired style


Navigation Forms

Drag and drop forms and reports one by one


Adjust properties

Adjust properties as desired and save asfrmNavigation


Set startup options (File | Options)

Set the Access options to open the navigationform when it starts up



Navigation Form

Create a navigation form foryour application


Switchboards

Create via a switchboard manager tool

Creates a tree of launch forms – mainform is called switchboard and is placedwith your other form objects


Launching Switchboard Manager


Switchboard Manager

Yes – we want to create a new switchboard!


Switchboard Manager


Switchboards

Create a switchboard for yourapplication

Factory Access Navigation13

Microsoft Access

End of Module


Please fill out and turn in yourend-of-course evaluations.

Notes


Notes


Notes


Accelerated Computer Training for Working Professionals

Orange Coast Database Associates Course (800)355-9855 or http://ocdatabases.itgo.com

Orange CoastDatabase Associates

Specializing in Microsoft Office,

Access, SQL, and related technologiesComputer Training, Programming & Consulting

32422 Alipaz St., Suite A-15

San Juan Capistrano, CA

(800)355-9855 (Toll Free) | (949)489-1472 (Direct) | (949)485-6284 (Fax)

http://ocdatabases.itgo.com | [email protected]

Accelerated Computer Training

ain100a microsoft access level 1

Technology

san juan capistrano

com1 factory

microsoft

forms module

reports main

microsoft

add captions

child table