(PDF) Microsoft Access Tutorial in English with_PDF ___Infinity4Education
MICROSOFT ACCESS 2010 NOTES
1. Buttons
to manipulate the window - minimize, maximize, close window 2. Title
Bar - contains name of the document and the name of the program
3.
Tab names – to access various functions in the program:
•
File External Data
•
Home Database Tools
•
Create Fields
•
Table
4.
extra tabs appear when an object is open/selected; on
the image above object table is open è extra tab Table Tools with tabs Fields and Table becomes
visible
5.
Toolbar
•
some tools have hidden tools. If they do have
hidden tools, they have an arrow in their lower right corner which, when
clicked, displays additional options
•
tools that cannot be applied on selected object
are greyed out
•
toolbars with Tab names are called Ribbon
6.
Area for data processing. In picture, “Last Name” field
within the “Customers” table is selected
7.
Pane that lists objects of this database:
•
Tables, Forms,
•
Queries, Reports
8.
Bars for horizontal and vertical navigation (sliders) –
can be used through keyboard or mouse
9.
Bar for navigation and records search
10.
Status bar - displays information about some special
functions of Microsoft Access
FILE MENU
Save with fields to enter file location, name and type:
•
Save in - location where file will be saved
•
Database name - type in name of the file
•
Save as type – file type
To create a new database: choose New option, then Blank
database, and finally choose Create button.
Creating new file using template: after you have chosen New
option, select Sample Templates option
Open existing file - to open several files at
once use the Ctrl key or the Shift key in order to select multiple files
TABLES
Each table should contain information relating to one type of
the subject.
Record – database row; used for entering data about record
(text, number, date, etc.)
Selecting record - press left mouse button on the record’s
right border
Selecting column (field): press left
mouse button on the name of the column (field) Entering data - select a cell
within the record and type in text, number, data, etc.
Editing existing content – select a cell within the record
and change data
Navigation through record: using TAB key, arrow keys on the
keyboard, or with left mouse button
Selecting several adjacent rows: press and hold the mouse
button on the row’s right border, move the mouse to the last row and release
the left button (or using Shift key, press and hold Shift key, select first row
with lest mouse click, and then select last row. Release Shift key)
Selecting several non-adjacent records: press and hold the
Ctrl key, select the records, release the Ctrl key
COPYING CONTENT WITHIN A TABLE AND BETWEEN OPEN TABLES
Copy/Paste method:
1.
select entire record or just the data you want to copy
2.
on the edge of the selected record, i.e. over the
selected content press right mouse button and on the quick menu choose option
Copy (or use keyboard shortcut:
Ctrl+C)
3.
position the cursor to the place where you want to copy
data
4.
press right mouse button and on the quick menu choose
one of the paste options (or use keyboard shortcut: Ctrl+V)
Also, content may be copied using “drag-and-drop” method:
1.
Select the entire record or just data you want to copy.
Press and hold down left mouse button over selected data,
2.
“drag” the mouse to the place where you want to copy
selected content,
3.
release left mouse button; content is copied to new
location.
(in this manner, in other Microsoft programs,
moving data is done, not copying!)
MOVING CONTENT WITHIN A TABLE AND BETWEEN OPEN TABLES
Cut/Paste method:
1.
select the entire record or just data you want to
copy,
2.
press right mouse button over the selected content and
choose option Cut on the quick menu (or use keyboard shortcut:
Ctrl +X)
3.
position the cursor to the place where you want to move
data
4.
press right mouse button and on the quick menu choose
one of the paste options (or use
keyboard shortcut: Ctrl + V)
WORKING WITH TABLES
Each field in the table should contain only one element of
data.
Content field is associated with a particular type of
data as text, number, date / time, yes / no. Fields have appropriate properties
as: field size, format, common values.
Indexing (with or without allowing duplicates) –
provides quicker access to data Required – fields in which data entry is
mandatory
Open an existing table – double-click left mouse button
on the name of the table within the object pane Delete table - press right
mouse button on the name of the table in the object pane and choose Delete on
the quick menu
(other database objects
are opened and deleted in the same manner!)
- sorting records in a table, query, or a form
in ascending, descending, numerical or alphabetical order
View button - change type of table, query, form, report
view
Datasheet
view – used for data entry
o Changing the width of a column in the table:
a)
place mouse on the delimiter between 2 columns, press
and hold left mouse button, "drag" delimiter in order to adjust
column width and release the mouse button (drag-and-drop method), or
b)
select column (field), and on the Home tab choose More
option, then choose Column Width and enter desired width in units
o Find function – type in content (words,
numbers, dates etc.) you wish to search for
o
To apply the data filter to a table: select the
column (field), and on Home tab choose Selection type among listed: “Equals”,
“Does not equal”, “Contain”, “Does not contain”
o To remove (toggle) filter press Remove
(toggle) filter button.
o
Add field to the existing table
a)
in previous versions of Microsoft Access fields could
be added only through Design View, but in this recent version, empty field can
be added through Datasheet view.
b)
press left mouse button on the "Add new
field" and enter name of the new field; use additional tabs to determine
the type of data this field will contain
o
Change order of fields – select the field that
you want to reorder, press and hold down left mouse button over the desired field, drag the mouse
to where you want to place field and release mouse button (drag-and-drop
method)
o Validation
Rules – set rules for data entry, for example: field in which we wish to allow
data entry within next 10 days from "today" ( "today" is
the "present" date in the computer system) - syntax:
(field_name)<=Date()+10
o
Field Validation Message – set the message that
will appear if there is an attempt to enter data in a manner that violates the
validation rule
o
Primary key – distinctive field, a unique
identification of a record. There cannot be two or more records with same
primary key
o
Changing
data type note: - If data types are changed, there may be loss of data
(e.g. if the record length decreases by a digit).
Table Tools tab with Fields and Table tabs
Relationships – selecting this tool enables linking tables
based on relationship (relationship: relation based on equality of field from
one table to a field in another table)
- the purpose of relationships is to enable building query
from two or more tables
CREATE TAB
tab
for creating database objects. They can be created in 3 ways:
1. directly
create a new object and enter data
2. create
new object in the Design view and define its basic settings
3. run
Wizard to define basic object settings in a few simple steps
Query
•
used for data extraction and analysis
•
query can be build:
o
from a table using specific search terms
o
from two or more tables with defined
relationships, using specific search terms
•
you can add terms to the query using one or more
of the following operators: = (equals), <> (different than), < (less
than), <= (less than or equal), > (greater than), >= (greater than or
equal).
•
“joker „characters that are used in queries: *,
%, ?
•
you can edit query by adding, modifying or
deleting terms
•
you can edit query by adding, moving, deleting,
hiding and un-hiding fields
Form
•
used for reviewing and managing records
•
forms are used to enter new records, as well as
to modify or delete the existing
•
setting order of records within a form –via drag-and-drop
method
•
setting forms header and footer – enter and
format text
Report –
used for building reports and printing data from table or query The simplest way to create report: run
Report Wizard, and:
•
select table or query you need the report
on
•
determine the distribution of data fields and
the title of the report
•
display of certain fields in the report, grouped
according to the criterion of sum, minimum, maximum, average, count
•
enter header and footer information
Print Preview:
•
you can change:
o
Orientation: Portrait / Landscape o Paper
size – adjust to a different paper size
o
Page Setup – define data print range: selected
or all records
EXTERNAL DATA TAB
Exporting table or query result to a different file format
(spreadsheets, text (.txt, .csv), XML
•
exported data can be formatted, edited, deleted,
or we can add new data by using the appropriate application (file type: text -
we will use text editor, file type: xlsx - we will use spreadsheet application
etc.)
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