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Microsoft Access 2007‐ Introduction
Office Button
Quick Access Toolbar
Access is the database management system in Microsoft Office. A database is an organized collection of facts about a particular subject. Examples of databases are an address book, a library’s card catalog, and CIMS student management system. An Access database is the electronic equivalent of a manual database. It lets you organize the facts and provides a way for you to maintain the data electronically. A database management system provides functions to store, search, filter, query, and report on the data in a database. Modern database management systems provide database objects that are tools you need to store, maintain, search, analyze, and report on the data in your database. Access data is stored in a table. Therefore it is very important before creating the table, to think carefully about all the information that will be needed. Make a written list of all data to be collected. Starting Access in ‘07 Click the Microsoft Office Button with the Vista flag logo “Start Button”, All Programs, Microsoft Office, Microsoft Access 2007. Introduction to Access: Things to Remember When Access opens, the appearance of the screen will be very different. Once you get used to the new 2007 features, we think you’ll find it much easier to use as you create and edit your databases. There are several features that you should remember as you work within Access2007: the Microsoft Office Button, the Quick Access Toolbar, the Ribbon and Tab Bar, and Navigation Pane.
Microsoft Office Button This button performs many of the functions that were located in the File menu in previous versions. This button allows you to create a new presentation, open an existing presentation, save and save as, print, send, or close.
Quick Access Toolbar The quick access toolbar is a customizable toolbar that contains commands that you may want to use. You can place the quick access toolbar above or below the ribbon. To change the location of the quick access toolbar, click on the error at the end of the toolbar and click Show Below the Ribbon. You can also add items to the quick access toolbar, simply right click on any item in the Office Button or the Ribbon. Click Add to Quick Access Toolbar and a shortcut will be added.
Tab Bar and Ribbon The tab bar is the panel at the top portion of the screen which contains tabs that display tools and commands in the ribbon. It has five tabs: Home, Create, External Data, Database tools, and Datasheet. Each tab is divided into groups.
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Dialog box
Navigation Pane Menu
Shutter Bar Open/Close Button
Group Bar Expand/
Collapse Button
To view features in each tab, click the tab. Below is the list of groups within each tab.
Home: Views, Clipboard, Font, Rich Text, Records, Sort & Filter, Find Create: Tables, Forms, Reports, Other External Data: Import, Export, Collect Data, Share Point Lists Animations: Preview, Animations, Transition to this Slide Database Tools: Macro, Show/Hide, Analyze, Move Data, Database Tools Datasheet: View, Fields & Columns, Data Type & Formatting, Relationships
To view additional features within each group, click the dialog box launcher (arrow) at the bottom right corner of each group.
Navigation Pane The navigation pane displays database objects such as tables, forms, queries, and reports. The pane replaces the Database window which allows you to work with all objects in the database. Navigation Pane Menu: allows you to
change the objects displayed in the pane
Group Bar: displays database objects Shutter Open/Close: allows you to hide
the navigation pane Expand/Collapse Button: allows you to
show/hide a group.
Tabs Ribbons Groups
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Database Terminology
Table: A database table is very similar to a spreadsheet in that information is stored in rows and columns. Each row in a table is referred to as a record. Records are where the individual pieces of information are stored. Each record consists of one or more fields. Fields correspond to the columns in the table. Columns contain the same type of information for each item. The table has a header row that tells you what data is contained in the columns.
Query: select records from one or more tables in a database so they can be viewed, analyzed, and sorted on a common datasheet. Sometimes you don't want to see all the records at once, so queries let you add criteria to "filter" the data to just the records you want. Queries often serve as the record source for forms and reports. They help find, filter and retrieve data.
Recordset: a table that displays groups of records from a base table or as a query result.
Forms: for viewing, adding and updating data. They can be developed from a table or a query and can include calculations, graphics, and objects.
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Name the file
Click the folder to select the desired location to save this file
Click Create
Report: an output of data in the order you specified. It can perform calculations and display results. Reports can also print data.
Launching the Program Open Access by going to the Start button, All Programs, Microsoft Office, Microsoft Access. Access opens, displaying the getting started screen, giving you several options. If you have already created a database, under Open Recent Database, click on the database file listed or click “More” to browse for the desired file. We want to begin a new database, so click Blank database button.
Creating a Database File When you choose Blank Database, the first thing the program does is open File NewDatabase window forcing you to create a file name and location where you will save the new database. For training purposes: Name the file “Student” Click the folder and choose save to “Desktop” Once that is complete click Create. The Database Window opens, ready for you to begin crating your new database.
Blank Database
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Design View
There are two ways to view a table in Access to add data: Design View and Datasheet View. In Design View you can only view the data types and descriptions, the records are not viewable.
Datasheet View: you can display the records in a table where one record is a row. The columns are the fields you have defined for that table.
Adding New Fields New fields can be added in either view, design or datasheet. To add a new field in datasheet view:
Click on the column “Add New Field”, double click to rename the columns. Name it Homeroom. Repeat for the next few columns and name them: Last Name, First Name, Middle Initial and Parents Name (Tip: to move from one column to the next, press the tab key)
Datasheet View
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To add a new field by using the New Field Button in datasheet view:
Click the datasheet tab on the ribbon
Click the New Field button
Choose the column that you want the field to appear, select the field(s) that you want and drag it to the column or double click to add from the Field Templates window, Contact Category: Address, City, State, Zip Code, and Home Phone. (Close the field templates box when done)
To add a new field in design view:
Click the View button
Choose Design View o Window appears to save table as: o Name it: Student Info o Click Ok
Enter the heading for the new field by clicking on an empty field. All data types will be text. Use the down arrow to move to the next field.
Enter these additional fields: Business Phone, Mobile Phone, Way Home, Grade
Field Templates
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Data Types There are different types of data that can be entered in a database. When fields are created in database view, the data type defaults to text. To change the data type, you can do it in either view. To edit data type in Design View:
Click the field name you wish to define
Use the drop down arrow
Select the appropriate data type
Format the fields in the fields properties box
On the Home Phone Number field, change the date type to Number
To switch view & close the design view: o Click the drop down arrow on View o Select Datasheet view o will ask you do you want to save it, click yes o if prompted about data loss: click yes to continue
To edit data type in Database View:
Switch to database view
Click the Datasheet tab on the ribbon
Click the column of the field you wish to change: Mobile Phone Number
Click the drop down arrow next to data type (datasheet tab, formatting group)
Choose the appropriate data type: Number
Text Text, number, or a combination up to 255 characters
Memo Similar to the text field, can contain text, numbers, or a combination up to 2 GB of data.
Number Numbers up to 16 bytes of data Date/Time Date and Time information Currency Currency up to 8 bytes and precise to 4
decimal places AutoNumber Access creates a unique number for each
new record. This is often the primary key for the table
Yes/No Yes and No, stored as -1 for yes and 0 for no
OLE Object Images, documents, graphs up to 2 GB Hyperlink Web addresses Attachment Attachments such as images, spreadsheets,
documents, and charts.
Field Properties Box
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Add Records to a Table: (You must be in datasheet view)
Click the new cell and type information (you can use the tab button to move from field to field)
Enter 4 students with the information below: (Homeroom: Douet, Grade: 1st)
When entering data, Access automatically assigns each record in a table a Primary key. The primary key is a numbering field that stores a unique number for each record as it is entered into a database. Do not worry about entering any information in the Id column.
o Wednesday G. Adams Gomez & Morticia 0001 Cemetery Lane Spookyville, LA 70502 337‐300‐5200, 337‐333‐5689, 337‐567‐8965 walker
o Marcia C. Brady Mike & Carol 222 Clinton Way Hippy, LA. 70502 337‐456‐7523, 337‐654‐7459, 337‐985‐7456 bus
o BamBam W. Flinstone Fred & Wilma 123 Stone Rd. Bedrock, LA. 70502 337‐123‐4567, 337‐236‐5874, 337‐412‐8965 car
o Judy B. Jetson George & Jane 456 Orbit Lane Outerspace, LA. 70502 337‐895‐5982, 337‐365‐1254, 337‐745‐6542 jet
Find and Replace
To find data: o The table must be selected/highlighted rather than a cell. In order to
select the entire table, click the top left corner of the table (looks like a piece of paper folded down) this will select all records.
o Click the Find button on the home tab. o A dialog box appears, type what you are looking for (ex. Douet)
To replace data: o The table must be selected/ highlighted o Click the replace button on the home tab. o A dialog box appears, type what you want to find and what you
want to replace it with (ex. Douet with Smith) o Click Replace or Replace All (if you choose replace all, if cannot be undone. Also, will prompt and ask you if you want to continue.
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Right Click Enter
description here
RightClick
Primary Key The primary key is the unique identifier for each record. No two records can have the same primary key. The field cannot be left blank. The best option is to leave with the default of “AutoNumber”
Add a Description to a Table To add a description to a table
Right click on a table and choose Table Properties
On the pop‐up window, click the Description text box
Type the description o This table is created to record information about each student in my 2008‐2009
class. o Click OK
Delete a Table To delete a table:
Right click on the table and choose delete
Primary Key in Design View
Primary Key in Datasheet View
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Right Click
Click on the field
Sort Ascending
Clear All Sorts
Rename a Table To rename a table:
Right click on the table and choose rename
Rearrange Columns To move a column in a table:
Select the column that you need to move
Do one of the following: o In Datasheet view, drag the selected columns horizontally to the new position (A thick
black line will show where the column will be located) o In Design view, drag the selected columns vertically to the new position
Sort Records You can sort records by a single column or by two adjacent columns. Sorting columns is only temporary unless you save the table or form. To sort by one column:
Highlight the column/field you wish to sort: way home
Choose the Sort ascending or Sort descending button
To sort two columns:
Move the columns so they are adjacent to each other
Select the columns that you want to sort, by holding the shift key and clicking the columns
Choose the Sort ascending or Sort descending button To clear the sort
Click the Clear All Sorts button
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Filter Records There are times when the most efficient way to gather information from a datasheet or form is to isolate (filter out). You can filter records to include only the records that you want to display. To filter by columns:
Open the table in datasheet view
Click the drop down arrow on the appropriate column (way home)
Uncheck the filters you do not want to include (jet, bus)
Click ok
To remove a filter:
Click the filter button next to the field label
Click Clear Filter
Click Ok
Queries Creating queries is one of the most important and frequently performed database tasks. Before creating a query, it is important to understand some fundamental query concepts. Queries enable the user to view, select, change, and analyze data in a variety of different ways. Queries can also be used as the source of data for forms and reports. Queries enable users to ask questions about the data in tables. Queries can be saved and utilized as often as you need them. Using a Query Wizard to Create a Query A Query Wizard prompts the user for information and then creates a query based on the answers given. To create a query using the wizard, follow these steps:
Click Create tab
Click the Query Wizard button
Choose the query type you wish to run (Simple Query Wizard) Click Ok
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Title of Query
Choose the fields that you wish to include from the table o Double click the field or o Select the field and click the single arrow o Choose the fields: Parent’s Name, Address, Zip Code, State
To select fields from other tables, click the tables/queries drop down arrow
Click Next
Determine if you want a detailed query or a summary query
Click Next
Type in the title of the query (Parent’s Address List)
You can choose to view the information or modify the design
Click Finish
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To switch between tables and queries:
Open the Navigation Pane
Double click the name of the table or query you wish to view
Forms There are three ways to view a form:
Design View: Allows you to design a form that includes a header, a footer, and details in the form. You can also add images and control which fields appear on the form.
Form View: Allows the user to enter and edit data or navigate through data in a field.
Layout View: Allows you to design the form and manipulate data
Create a Form You can create a form from a table or a query.
Click the Create tab
Click the Form Design button
Click the Add Existing Fields
In the Field List box on the right, click and drag the fields you would like on the form (First Name, Last Name, Address, City, State, Zip Code)
Arrange the fields how you want them to be displayed, they overlap to begin with (click the brown square at the top of the field to move it)
To Preview the Form: o Click the View button
on the form tab o Click the Form View o Use the arrows at the
bottom to scroll through the different records.
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Form Wizard To create a form using the wizard:
Click Create tab
Click More Forms drop down arrow
Click Form Wizard
Choose the Table/Querries that will be used in the form
Select the fields that you need on the form by choosing the field and clicking the arrow that points to the right (to Remove, select the field and click the arrow to the left)
o For class purposes, select: First Name, Last Name, Address, City, State, Zip Code
Choose the layout that want (choose Columnar)
Click Next
Choose a style (choose Office)
Click Next
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Enter the title (Student Addresses)
Choose whether you want to view the form or modify the form
Click Finish
Create a Report To create a blank report:
Click the Create Tab
Click Blank Report button
Click the Add Existing Fields button
From the Field List, click and drag the fields to the report o (drag first name, last name, home phone number)
Click back to the original table
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Report Wizard To create using the report wizard
Click the Create tab
Click the Report Wizard button
Choose which Table/Querries you wish to have on the form
Choose the fields you want in your report (First Name, Last Name, Way Home)
Click Next
Choose the grouping levels you need (Way Home)
Click Next
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Choose the sort order for your report (First Name, Last Name)
Choose the layout for your report (Stepped)
Click Next
Choose the style you want
Click Next
Create a title for the report (Way Home Report)
Choose if you want to view the report or modify the form
Click Finish
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Printing a Report To print a report
Choose the report you wish to print
Right click on the report name
Click Print Preview
Choose the appropriate layout, margins, and paper size
Click Print
Click OK
Close Print Preview To Print Labels
Click Create tab
Click Labels
Choose the size label you need
Click Next
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Choose the font size, font name, font color, and font weight
Click Next
Choose the fields you want added to the labels. Press “Enter” to move to the next line and remember to add a space between your fields (First Name, Last Name, Address, City, State, Zip Code)
Click Next
Determine how you want the labels sorted (Last Name)
Click Next
Name the labels (Student Address Labels)
Determine if you want to see the labels the way they will look printed or modify the design
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Click Finish
Importing to Excel
Must have Access database open
If you want to import the data into a new database, need to create a blank database (that does not contain any tables, forms, or reports) before importing Determine the location of the Excel spreadsheet that you are importing
Steps in Access:
o Click External Data tab o Click Excel o Pop-up window appears o Click Browse to find the location of Excel Spreadsheet o Click OK o Pop-up window appears, review data,
click Next o Determine if you want Excel headings
to be field names in database, if so, check the box.
o Click Ok, then click Next o Click Next if the Field names meet your
needs; if not change each field name by selecting the column heading needing changes and type the field name you wish to use
o Click Next for Access to add primary keys. o Name your sheet “Sheet 1” o Click Finish o Check the box to “Save Import Steps” o Name your file in the “Save As” box and add a description o Click Save Import
To open database
o Look at Navigation Menu o Locate “Sheet 1” o Double click to open and view
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Table of Contents
Type in term
Browse help
When saving ANY Office 2007 file, please make sure to save it as a 97‐2003 file. Saving in this format will allow the file to be viewed regardless of the version of Office being utilized. Help in Access To get detailed help on how to perform a task, click the help button in the upper right
hand corner. To narrow your search, you can use the Table of Contents, Browse PowerPoint Help, or type in a search term. Some of the help items are built into Microsoft PowerPoint and other items access Microsoft Office Help Online. This handout was created by Lafayette Parish School System Technology Department. Information was gathered from the following sources: Florida Gulf Coast University: (2007). Access 2007 Tutorial Homepage. Retrieved April 1, 2008, from Florida Gulf Coast University Web site: http://www.fgcu.edu/support/office2007/access/index.asp