2. Introduction
• Quick Access Toolbar
• Creating Backup – Save as Backup
• Navigation Pan ( All Access Objects – Left hand side)
• F11 and Alt Short Cut Keys
• Trusted Locations – Trust Centre Settings
4. When you working with ACCESS
You need to Know
the following:
Tables
Store the Data
Forms
To Enter the Data
into Tables
Queries
Asks Questions to
Extract info
Reports
Prints the info you
need
6. Understanding Table Structure
It is the key to work with Access Effectively
Components of Table Structure
• Records - Horizontal Rows contains broken chain of properties of individual
entity
• Fields – Vertical Columns , is a single property of each record and used to
track the information within each record (First Name, Last name, Date of
Joining are examples)
Field Data Types – define the information that can be stored
7. Field Data Types
Short Text (up to 255
Characters)
Long Text (up to
65536 Characters)
Numbers with various
constraints e.g.,
Whole numbers,
decimal etc.,
Date/Time
Currency
Auto Number
(Created by Access)
Yes/No (Binary Field)
Attachment /
Hyperlink
Calculated Fields and
Lookup Wizard
8. Data Table Keys
1
Access Stores
the Data in
Related Tables.
2
This is for
identifying each
record uniquely
3
Need to
understand the
Primary Key
4
Primary key
helps to identify
the related
record in
additional tables
5
In the related
Table the same
field called as
Foreign Key
9. Database Normalization
First Normal Form ( 1NF)
• Each Cell of a Table contains only Single Value
Second Normal Form (2NF)
• Data not dependent on the Primary Key to be pushed to another Table
Third Normal Form (3NF)
• Data that can be derived from other fields should not be stored
Tables are the foundation to your Database, to be created accurately
10. ACTIVITY
LETS CREATE A TABLE
ASSIGN DATA TYPES
SAVE THE TABLE
Another Table From Existing Data Available
Set the Primary Key and Foreign Key
16. Sheet & Design Views
Editing
Table
Structure
in Design
View
1
Toggling
between
Data Sheet
View and
Design
Views
2
Various
ways to
shift
between
Design
View and
Table View
3
Adding
Fields and
Change the
Field
Headings
4
17. Controlling input with Masks
Design View Input Masks Help
To make a Consistent and
Easy Database Entry
Input Masks Helps a lot
Example- To make
accurate Entry of Phone
number in IS Format
22. Formatting
• Formatting Tables and Records
• Sorting Data
• Filter Data
• Status Bar to see number of characters and other information
• Search and Replace
24. What is
Query
A Powerful way of asking a Question about
your data
Constructed from Records and Fields
They Create Temporary Data Sheet and will
not be saved. Only Queries are saved
It Updates the Temporary Data Sheet to the
current Status
Look and Function Just like A Table, But not
a Table (Its called Record Set)
25. Ways to create a Query
Using Simple Query Wizard
• Pulling required information from two relational tables
• Look at the Relation-ships to understand what you can get from a Query
Building Queries in Designer View
• Sort View using a Specific Field
• Using Show/Hide Option [check box]
• Establishing Constraints
• Using Simple Criteria
• Criterial with Wildcards (* , ?)
• “[abc]*”
• Multiple Query Criteria with AND / OR , BETWEEN Statements
26. What is a Simple Query
ID GuestID CreditCard# Expiry Date
1 1 12345678 11/4/2018
2 1 231234566 11/4/2018
3 1 23123456 11/4/2018
4 3 10987234 11/4/2018
Pulling Data from Relational Table and Placing in one Table Format
27. Query in Design View –
using filtering constraints
Sort View using a Specific Field
Using Show/Hide Option [check box]
Establishing Constraints
Using Simple Criteria
Criterial with Wildcards (* , ?)
“[abc]*”
Multiple Query Criteria with AND / OR , BETWEEN Statements
28. Filtering Data with Math Comparisons
• Comparison Operators
• > Greater Than
• < Less Than
• <> No Equal to
• <= Less than or Equal to
• >= Greater than Equal to
• Majorly used to calculate Value Fields
• Parameter Requests - Like [which alphabet to begin with] & “*”
[which Country would you like to see]
• Building Expressions (Calculated Columns), using Builder
31. Action Queries
• In the earlier Module you have seen Select Queries which just mere
instructions reproduce existing data
• Action Queries are one step ahead they update and append the
existing data with additional information. (make sure while
performing action queries, you have back up)
32. Types of Action Queries
• Update Query
• Make Table Query
• Finding Unmatched Records using (ISNULL)
• Delete Query
• Append Query
• Union Query using SQL View
• Cross Tab Query (Tabular view with Rows and Columns)
33. Updating
• First Create a Select Query
• Click on Update option
• Give the update action query
• Get the final update
35. Forms for Managing Database
• Not Database oriented
• Collect user input based on query criteria
• Organize and Group buttons in related Tasks
• To By pass the navigation Pane.
36. Generating forms from tables
TO Create a Basic Form Quickly within
Two Clicks You can use Form Option
Select the Table on which you want to
Create Form
And Click on the Form option to have the
ready-made form
Once you are done you need to adjust the
same as per requirement
Other Options
37. Generating forms from Wizard
• TO Create a Form from Wizard, Select a Table & Select Option
• Follow the Wizard and Your Form will be ready
• You need to do Tweaking before saving the Form
38. Designing Forms
• Creating forms in Design view
• Exploring the form property sheet – Very Important
• Setting data sources
• Adding components with form controls
• Understanding input boxes
• Record navigation
• Adding buttons
• Assigning a tab order
• Checking out the More Forms options
• Creating a navigation form
40. Reports
• Reports are to summarize the Data and to Print
• Using Report Wizard
• Creating reports with Design
• Editing Report Layout
• Grouping and Sorting Reports
• Creating Calculations
• Conditional Formatting
• Print Settings
42. Macros
• Creating Basic Macros
• Embedding Macros into Button
• Attaching Data to Macros
• Launching Macros as Startup
Hinweis der Redaktion
Referential Integrity – We cannot enter a Credit Card Data relating to a guest whose record doesn’t exist in the Related Table
It also doesn’t allow delete a guest record whose credit card information is there in the Credit Card Table
In other words it prevents orphan Records.
Cascading Effect - Cascading Effect for updating and Deleting the records
Change Phone Number Format or Deciding how the input format should be
Change the number of characters in Field size of Short Text it allows
Caption – Field Caption
Indexed – Indexing any specific Field with duplicates yes , duplicates no, no
Default Value – To skip the Entry by choosing most common value in that field
Establishing Validation Rules – for Example for Expiry Date of Credit Card , Validation rules are Gatekeepers to make sure correct information entered
Lookup Value Dramatically Speed up the Data entry
Understanding queries
Creating queries with the Simple Query Wizard
Building queries in Design view
Establishing constraints with criteria
Specifying criteria with wildcards
Leveraging multiple criteria with AND and OR statements
Filtering with mathematical comparisons
Creating flexible queries with parameter requests using [ ] etc
Building expressions (using expression builder)
Obtaining summary statistics