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MICROSOFT ACCESS 2007

OPENING MS ACCESS
 Click Start
 Go to Programs
 Go to Microsoft office
 Click Ms Access

DEFINITION OF TERMS

CHARACTER
Is the smallest element in a database e.g. a, g, h

FIELD
An element of a table that contains a specific item of information such as last name. A field is
represented by a column or cell in a datasheet. A field’s value have a data type that is declared
when the table is defined. Data types in Access include the following:
Text for words
Integer for whole numbers
Currency for numbers that represent dollars and cents
Yes/no for variables that have only two values(1/0, yes/no)
Date/time for variables that are dates or times

RECORD
Record is a set of related fields.

DATABASE
A database is a collection of information that is related to a particular subject or purpose. For
example tracking customer orders or maintaining a music collection. It can also be defined as a
group of related objects that are saved in one file. An object can be a table, form, query or
report. You can identify an Access database file by its suffix, .accdb.

TABLE
A table is an object that stores data in records (rows) and fields (columns). A table is the
fundamental structure of a relational database. Relational database is a type of database that
stores information in tables. A row of data is called a record. A column of data is called a field.

PRIMARY KEY
A field in which each record has a unique value (eg ID No, EC No, No plate etc)
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QUERY
It is a question about the data being stored in your tables, or a request to perform an action on
the data. A query can bring together data from multiple tables to save as the source of data for
a form or report.

CREATING DATA BASE

 Click Blank data base
 Type in the database name
 Click Create

Using Microsoft Access

 You can manage all your information from a single database file.
 Within the file you can divide your data into separate storage containers called tables.
 You can view, ad and update table data you want by using online forms.
 You can find and retrieve just the data you want by using queries.
 You are able to analyze or print data in a specific layout by using reports.
 You can store data and create one table for each type of information that you track.
 You can bring data from multiple tables together in a query form
 You can create a query that can update or delete multiple records at the same time and
perform predefined calculations on your data.

CREATING A TABLE
Click View
Click Design View
Type in the table name
Click OK
Type in field names and data types.
Set your primary key
Click X button
Click Yes
Open the Table
Type in the information in the table
Save
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Example of a Table

ADDING A COLUMN TO AN EXISTING TABLE

Click Table
Click Design View
Type in your field name
Save
Fill in information in the new column

QUERY

It is a question about the data being stored in your tables, or a request to perform an action on
the data. Eg employee who have worked for the company for more than five years. The query
would be run and its output would answer the question.

CREATING SIMPLE QUERY WIZARD

Click Create
Click query wizard
Click Simple query wizard
Click OK
Select fields if you want all fields click
If you want to select a field click
Click next
Click next
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Type in the name of the query

Click modify the query design
Click finish
Under criteria and type what you want to choose
Click Run icon (!)
Click Save

SOME CHOICES TO PUT UNDER CRITERIA

(this depends with query requirements)
Greater than >
After >
Greater or equal to >=
Smaller than <
Before <
Smaller or equal to <=
Equal to =
Names starting with T T*
Between eg between 2001 and 2005
Sorting ascending or descending

Example of a query that extracted all Female students

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FORM
A Microsoft access database object on which you place control for taking actions or for
entering, displaying and editing data in field.
CREATING FORMS
There are used to add the list of tables.
Click create
Click More Forms
Click Form Wizard
Choose the table or query were the objects data comes from
Select fields
Click next
Choose layout and click next
Choose style and click next
Type your form title
Click modify
Click Finish

REPORT
A Microsoft access database object that prints information formatted and organized according
to specifications
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CREATING REPORTS
These are usually used for printing
Click create
Click report wizard
Choose the table or query where the objects data comes from.
Choose the fields if you want
Click next
Click next
Click next
Choose layout and click next
Choose style and click next
Type in the name of the report.
Click modify
Click Finish

Example of a Report