Course: Business Computing Skills

Dr.-Ing. Nguyen Van Binh

Email: nvbinh@hcmiu.edu.vn
HCMC, March 2024
 Content

1. Introduction to Computer Information Systems

2. Hardware & Software
3. Organizing Data & Information
4. MS Access
5. MS Excel
6. Review

19 March 2024 Business Computing Skills N.V. Binh 2

 4 MICROSOFT ACCESS
4.1 Working with Tables

• While there are four types of database objects in

Access, tables are arguably the most important.
• Even when you're using forms, queries, and reports,
you're still working with tables because that's where all
of your data is stored.
• Tables are at the heart of any database, so it's
important to understand how to use them.

19 March 2024 Business Computing Skills N.V. Binh 3

 4 MICROSOFT ACCESS
4.1 Working with Tables
TABLE BASICS - Open an existing table

19 March 2024 Business Computing Skills N.V. Binh 4

 4 MICROSOFT ACCESS
4.1 Working with Tables
TABLE BASICS - Open an existing table

19 March 2024 Business Computing Skills N.V. Binh 5

 4 MICROSOFT ACCESS
4.1 Working with Tables
TABLE BASICS - Open an existing table
Understanding tables
• All tables are composed of horizontal rows and vertical
columns, with small rectangles called cells in the places where
rows and columns intersect.
• In Access, rows and columns are referred to as records and
fields.
• A field is a way of organizing information by type.
• A record is one unit of information. Every cell on a given row is
part of that row's record.
• Each cell of data in your table is part of both a field and a
record.
19 March 2024 Business Computing Skills N.V. Binh 6
 4 MICROSOFT ACCESS
4.1 Working with Tables
TABLE BASICS - Open an existing table

19 March 2024 Business Computing Skills N.V. Binh 7

 4 MICROSOFT ACCESS
4.1 Working with Tables
Navigating within tables

19 March 2024 Business Computing Skills N.V. Binh 8

 4 MICROSOFT ACCESS
4.1 Working with Tables
Adding records and entering data

19 March 2024 Business Computing Skills N.V. Binh 9

 4 MICROSOFT ACCESS
4.1 Working with Tables
Save a record

19 March 2024 Business Computing Skills N.V. Binh 10

 4 MICROSOFT ACCESS
4.1 Working with Tables
Editing records - Replace a word within a record

19 March 2024 Business Computing Skills N.V. Binh 11

 4 MICROSOFT ACCESS
4.1 Working with Tables
Editing records - Replace a word within a record

19 March 2024 Business Computing Skills N.V. Binh 12

 4 MICROSOFT ACCESS
4.1 Working with Tables
Editing records - Replace a word within a record

19 March 2024 Business Computing Skills N.V. Binh 13

 4 MICROSOFT ACCESS
4.1 Working with Tables
Editing records - Replace a word within a record

19 March 2024 Business Computing Skills N.V. Binh 14

 4 MICROSOFT ACCESS
4.1 Working with Tables
Editing records - Replace a word within a record

19 March 2024 Business Computing Skills N.V. Binh 15

 4 MICROSOFT ACCESS
4.1 Working with Tables
Editing records - Delete a record

19 March 2024 Business Computing Skills N.V. Binh 16

 4 MICROSOFT ACCESS
4.2 Modifying Tables
Introduction
• Access makes it easy to modify your tables to suit your database's
needs.
• In this part, you'll learn how to create and rearrange table fields.
• You'll also learn how to ensure your table data is correctly and
consistently formatted by setting validation rules, character limits,
and data types in your fields.
• Finally, we will direct you to additional options for performing
simple math functions within your tables.

19 March 2024 Business Computing Skills N.V. Binh 17

 4 MICROSOFT ACCESS
4.2 Modifying Tables
Adding and Rearranging Fields

19 March 2024 Business Computing Skills N.V. Binh 18

 4 MICROSOFT ACCESS
4.2 Modifying Tables
Adding and Rearranging Fields - Add a new field to an existing table

19 March 2024 Business Computing Skills N.V. Binh 19

 4 MICROSOFT ACCESS
4.2 Modifying Tables
Adding and Rearranging Fields - Add a new field to an existing table

19 March 2024 Business Computing Skills N.V. Binh 20

 4 MICROSOFT ACCESS
4.2 Modifying Tables
Adding and Rearranging Fields - Move a field

19 March 2024 Business Computing Skills N.V. Binh 21

 4 MICROSOFT ACCESS
4.2 Modifying Tables
Advanced field options
 When you set field data type, you are really setting a rule for that
field.
 Why is this important? Computers aren't as smart as humans about
certain things.
 Making sure to enter your data in a standard format will help you
better organize, count, and understand it.
 Rules can also determine which options you have for working with
your data.
 There are three main types of rules you can set for a field: data
type, character limit, and validation rules.

19 March 2024 Business Computing Skills N.V. Binh 22

 4 MICROSOFT ACCESS
4.2 Modifying Tables
Advanced field options - Change the data type for existing fields

19 March 2024 Business Computing Skills N.V. Binh 23

 4 MICROSOFT ACCESS
4.2 Modifying Tables
Advanced field options - Change the data type for existing fields

19 March 2024 Business Computing Skills N.V. Binh 24

 4 MICROSOFT ACCESS
4.2 Modifying Tables
Advanced field options - Set a character limit for a field
Setting the character limit for a field sets a rule about how many
characters—letters, numbers, punctuation, and even spaces—
can be entered into that field. This can help to keep the data in your
records concise and even force users to enter data a certain way.

19 March 2024 Business Computing Skills N.V. Binh 25

 4 MICROSOFT ACCESS
4.2 Modifying Tables
Advanced field options - Set a character limit for a field

19 March 2024 Business Computing Skills N.V. Binh 26

 4 MICROSOFT ACCESS
4.2 Modifying Tables
Advanced field options - Create a validation rule
Chose the filed Student ID

Select Validation -> Field Validation Rule

19 March 2024 Business Computing Skills N.V. Binh 27

 4 MICROSOFT ACCESS
4.2 Modifying Tables
Advanced field options - Create a validation rule
Enter Rule in Expression Builder
A validation rule is a
Between Val(20200000) And Val(20210000)
rule that dictates which
information can be
entered into a field.
When a validation rule is
in place, it is impossible
for a user to enter data
that violates the rule.

19 March 2024 Business Computing Skills N.V. Binh 28

 4 MICROSOFT ACCESS
4.2 Modifying Tables
Advanced field options - Create a validation rule

19 March 2024 Business Computing Skills N.V. Binh 29

 4 MICROSOFT ACCESS
4.2 Modifying Tables
Advanced field options - Create a validation rule

19 March 2024 Business Computing Skills N.V. Binh 30

 4 MICROSOFT ACCESS
4.3 Working with Forms
 While you can always enter data directly into database tables, you
might find it easier to use forms.
 Forms ensure you're entering the right data in the right location
and format.
 This can help keep your database accurate and consistent.
 This lesson will address the benefits of using forms in a database.
 You will learn how to use forms to enter new records and view
and edit existing ones.

19 March 2024 Business Computing Skills N.V. Binh 31

 4 MICROSOFT ACCESS
4.3 Working with Forms
Open an existing form

19 March 2024 Business Computing Skills N.V. Binh 32

 4 MICROSOFT ACCESS
4.3 Working with Forms
Open an existing form

19 March 2024 Business Computing Skills N.V. Binh 33

 4 MICROSOFT ACCESS
4.3 Working with Forms
Open an existing form

19 March 2024 Business Computing Skills N.V. Binh 34

 4 MICROSOFT ACCESS
4.3 Working with Forms
Open an existing form - Add a new record

19 March 2024 Business Computing Skills N.V. Binh 35

 4 MICROSOFT ACCESS
4.3 Working with Forms
Open an existing form - Find an existing record to view or edit

19 March 2024 Business Computing Skills N.V. Binh 36

 4 MICROSOFT ACCESS
4.4 Creating and Formatting Forms
Introduction

 Creating forms for your database can make entering data more
convenient.

 In this lesson, you will learn how to create and modify forms.
You'll also learn how to use form options like design controls and
form properties to make sure your form works exactly the way you
want.

19 March 2024 Business Computing Skills N.V. Binh 37

 4 MICROSOFT ACCESS
4.4 Creating and Formatting Forms
Create a form

 Access makes it easy to create a form from any table in your

database.

 Any form you create from a table will let you view the data
that's already in that table and add new data.

 Once you've created a form, you can modify it by adding

additional fields and design controls like combo boxes.

19 March 2024 Business Computing Skills N.V. Binh 38

 4 MICROSOFT ACCESS
4.4 Creating and Formatting Forms
Create a form

19 March 2024 Business Computing Skills N.V. Binh 39

 4 MICROSOFT ACCESS
4.4 Creating and Formatting Forms
Create a form

19 March 2024 Business Computing Skills N.V. Binh 40

 4 MICROSOFT ACCESS
4.4 Creating and Formatting Forms
Create a form

19 March 2024 Business Computing Skills N.V. Binh 41

 4 MICROSOFT ACCESS
4.4 Creating and Formatting Forms
About sub-forms

 If you created a form from a table whose records are linked to

another table, your form probably includes a sub-form.

 A sub-form is a datasheet form that displays linked records in a

table-like format.

 For instance, the sub-form included in the Customers form we

just created displays linked customer orders.

19 March 2024 Business Computing Skills N.V. Binh 42

 4 MICROSOFT ACCESS
4.4 Creating and Formatting Forms
About sub-forms

19 March 2024 Business Computing Skills N.V. Binh 43

 4 MICROSOFT ACCESS
4.4 Creating and Formatting Forms
About sub-forms

19 March 2024 Business Computing Skills N.V. Binh 44

 4 MICROSOFT ACCESS
4.4 Creating and Formatting Forms
Add a field to a form

19 March 2024 Business Computing Skills N.V. Binh 45

 4 MICROSOFT ACCESS
4.4 Creating and Formatting Forms
Add a field to a form

19 March 2024 Business Computing Skills N.V. Binh 46

 4 MICROSOFT ACCESS
4.4 Creating and Formatting Forms
Add a field to a form

19 March 2024 Business Computing Skills N.V. Binh 47

 4 MICROSOFT ACCESS
4.4 Creating and Formatting Forms
Add a field to a form

19 March 2024 Business Computing Skills N.V. Binh 48

 4 MICROSOFT ACCESS
4.4 Creating and Formatting Forms
Add a field to a form

19 March 2024 Business Computing Skills N.V. Binh 49

 4 MICROSOFT ACCESS
4.4 Creating and Formatting Forms
Add a field to a form

19 March 2024 Business Computing Skills N.V. Binh 50

 4 MICROSOFT ACCESS
4.4 Creating and Formatting Forms
Add a field to a form

19 March 2024 Business Computing Skills N.V. Binh 51

 4 MICROSOFT ACCESS
4.4 Creating and Formatting Forms
Add a field from a different table

19 March 2024 Business Computing Skills N.V. Binh 52

 4 MICROSOFT ACCESS
4.4 Creating and Formatting Forms
Adding design controls
 Design controls set restrictions on the fields in your forms.
 This helps you better control how the data is entered into your
forms, which in turn helps keep the database consistent.
Combo boxes

 A combo box is a drop-down list you can use in your form in place
of a field.
 Combo boxes limit the information users can enter by forcing them
to select only the options you have specified.
 Combo boxes are useful for fields that have a limited number of
possible valid responses.
19 March 2024 Business Computing Skills N.V. Binh 53
 4 MICROSOFT ACCESS
4.4 Creating and Formatting Forms
Combo boxes - Create a combo box

19 March 2024 Business Computing Skills N.V. Binh 54

 4 MICROSOFT ACCESS
4.4 Creating and Formatting Forms
Combo boxes - Create a combo box

19 March 2024 Business Computing Skills N.V. Binh 55

 4 MICROSOFT ACCESS
4.4 Creating and Formatting Forms
Combo boxes - Create a combo box

19 March 2024 Business Computing Skills N.V. Binh 56

 4 MICROSOFT ACCESS
4.4 Creating and Formatting Forms
Combo boxes - Create a combo box

19 March 2024 Business Computing Skills N.V. Binh 57

 4 MICROSOFT ACCESS
4.4 Creating and Formatting Forms
Combo boxes - Create a combo box

19 March 2024 Business Computing Skills N.V. Binh 58

 4 MICROSOFT ACCESS
4.4 Creating and Formatting Forms
Combo boxes - Create a combo box

19 March 2024 Business Computing Skills N.V. Binh 59

 4 MICROSOFT ACCESS
4.4 Creating and Formatting Forms
Combo boxes - Create a combo box

19 March 2024 Business Computing Skills N.V. Binh 60

 4 MICROSOFT ACCESS
4.4 Creating and Formatting Forms
Combo boxes - Create a combo box

19 March 2024 Business Computing Skills N.V. Binh 61

 4 MICROSOFT ACCESS
4.4 Creating and Formatting Forms
Combo boxes - Create a combo box

19 March 2024 Business Computing Skills N.V. Binh 62

 4 MICROSOFT ACCESS
4.4 Creating and Formatting Forms
Customizing form settings with the Property Sheet

 The Property Sheet is a pane containing detailed information on

your form and each of its components.
 From the Property Sheet, you can make changes to every part of
your form, both in terms of function and appearance.
 The best way to familiarize yourself with the Property Sheet is to
open it and select various options.
 When you select an option, Access will display a brief description
of the option on the bottom-left border of the program window.

19 March 2024 Business Computing Skills N.V. Binh 63

 4 MICROSOFT ACCESS
4.4 Creating and Formatting Forms
Modifying form settings – Hide a field

19 March 2024 Business Computing Skills N.V. Binh 64

 4 MICROSOFT ACCESS
4.4 Creating and Formatting Forms
Modifying form settings – Set a field to autofill with the current date

19 March 2024 Business Computing Skills N.V. Binh 65

 4 MICROSOFT ACCESS
4.4 Creating and Formatting Forms
Modifying form settings – Set a field to autofill with the current date

19 March 2024 Business Computing Skills N.V. Binh 66

 4 MICROSOFT ACCESS
4.4 Creating and Formatting Forms
Modifying form settings – Set a field to autofill with the current date

19 March 2024 Business Computing Skills N.V. Binh 67

 4 MICROSOFT ACCESS
4.4 Creating and Formatting Forms
Modifying form settings – Set a field to autofill with the current date

19 March 2024 Business Computing Skills N.V. Binh 68

 4 MICROSOFT ACCESS
4.4 Creating and Formatting Forms
Modifying form settings – Set a field to autofill with the current date

19 March 2024 Business Computing Skills N.V. Binh 69

 4 MICROSOFT ACCESS
4.4 Creating and Formatting Forms
Modifying form settings – Set a field to autofill with the current date

19 March 2024 Business Computing Skills N.V. Binh 70