1

ALL YOU EVER

WANTED TO KNOW
ABOUT ACCESS
(THAT WE CAN COVER IN
THREE HOURS)
Instruction and Tables Developed by
Bob Thurman, Richardson ISD
Instruction Edited by Terence Peak,
UIW
 What You Will Learn Today
2

 Defining Tables, Queries, Reports and

Forms
 Database Planning
 Developing Tables
 From Table Templates
 Manually
 From External Data
 In the Design View
 What You Will Learn Today
3

 Setting the Primary Key

 Creating Relationships
 Running Queries
 Creating Forms
 Generating Reports
 Making Labels
 Creating Charts
 Definitions
4

 Database: Tables, forms, queries, reports

in one file.
 Record: A set of Data about a person or
thing.
 Field: A category of information that
pertains to all records (in a column
format).
 Value: A single piece of data.

Source- New Horizons source booklet ; Access Level 1, Course Edition11

 Definitions
5

 Table: A group of records and fields stored

as rows and columns.
 Query: A question the searches a database
for information.
 Form: A document used to input table data,
arranged in an order specified by the user.
 Report: Graphic interface used to display
the output of a table or query.
 Primary Key: The Primary Key is a
combination of fields that contain values that
uniquely define records.

Source- New Horizons source booklet ; Access Level 1, Course Edition11

 Planning a Database
6

 Identify the Purpose of the Database

 What do you want the database to tell you.
 What kinds of data will be in the database.
 Describe who will use the database.
 Review Existing Data
 Existing databases, spreadsheets, documents,
invoices, etc.
 Determine Fields
 Develop fields to generate information that is
pertinent to the database.
 Fields should contain smallest meaningful value.

Source- New Horizons source booklet ; Access Level 1, Course Edition11

 Planning a Database
7

 Group Fields into Tables

 A table should contain information on ONE
SUBJECT.
 Too many tables is not a problem, too few is.
 Normalize Data
 Once a table is complete, enter data to
determine whether or not the data yields good
information.
 This process assists in determine if you are
asking for information as the smallest
meaningful value.
 Determine Primary Key
 The Primary Key is a combination of Fields that
Source- New contains values
Horizons source booklet that
; Access Level uniquely
1, Course Edition11 define records.
 8

CREATING A TABLE
 Blank Database
9

 Open Access
 Click on Start
 Click All Programs
 Click Microsoft
Office
 Click Access
 When the page
opens, locate and
click New Blank
Database
 Blank Database
10
 Look on the right side of
your screen
 Create a FileName
 Each word of the File Name
is capitalized. Spaces may
be used (in prior versions of
Access, spaces were not
allowed).
 This format us used for
queries, forms and reports.
 Click Create
 Table
11

 A Table is a group of records and fields

stored in rows and columns In a table, a
row is referred to as a record, and a
column is referred to as a field.
 A Record is set of Data about a person or
thing.
 A Field is a category of information that
pertains to all records.
 New Table
12

 The new table opens looking like the illustration

above.
 As with all other Office 2007 products, all of the
database functions are accessed through the Ribbon
 Click the Create tab to create a table
 New Table
13

 In previous versions of Access new tables

were created using one of three methods:
 Manually in the Design View
 Using the Table Wizard
 From external data
 In Access 2007, tables can be created:
 Manually
 Using a Table Template
 From (or as) a SharePoint list
 From external data
 In the Design View
 Manually Create a New
14
Table
 Click the Create
tab
 Click Table
 Manually Create a New
15
Table
 By default the table has
two fields ID and Add
New Field. (ID will be
used for the Primary Key)
 Double-click Add New
Field to name the field
 Field names should

accurately describe the

data entered into the
field
 Fields should contain

smallest meaningful
value
 Manually Create a New Field
16

 To add a
additional fields,
move the mouse
to the edge of
the field and
click
 Click the New
Field icon and a
new field
template will
appear
 Add Field Template
17

 There are several

categories of pre-
formatted fields,
 Double-click on the
name of the field
template to add the
field
 Continue the process
until all of the
necessary tables have
been added.
 Templates
18

 A table template is an empty table that you can start

using as-is, or modify to suit your needs. Templates are
designed to be used with Windows SharePoint Services
3.0
 These are the available templates:
 Contacts  A table for managing business contact

information
 Tasks  A table for tracking tasks

 Issues  A table for tracking issues

 Events  A table for managing events

 Assets  A table for managing business assets

 After you create a table by using a table template, you

may want to add fields by using field templates.

http://office.microsoft.com/en-us/access/HA012242511033.aspx?pid=CH100645691033
 Create a New Table from a Template
19

 Click the Create

tab
 Choose Table
Templates
 Choose Contacts
 Create a New Table from a Template
20

 This creates a pre-

formatted table
containing contact
information, (first
name, last name, etc.)
 The table can be
edited to remove
columns (fields) that
are unnecessary
 Notice that ID is the
first field
 The ID Field
21

 The ID field is crated by

Access to provide a
uniquely defined record
that can be used as the
Primary Key
 A number is
automatically assigned
to the ID field once
information is added to
other fields within the
table
 The records will be
numbered sequentially
 Editing a Field (Column)
22

 There are two choices

for editing fields in a
table; rename or delete
 Right-click on the field
name
 Choose rename or
delete
 If renaming, remember
o name the field so that
the name accurately
describes the
information in the field
 Create a Table from External Data (Excel)
23

 Click the External

Data tab
 Choose Excel (Data
will be imported
from Excel)
 Create a Table from External Data
24

 On the next page,

click Browse and
locate the Excel
file (Data.xls)
 Choose Import
the source
data…
 Click OK
 Create a Table from External Data
25

 On the next page,

click Next
 Click the box “First
Row Contains
Column
Headings”
 Click Next
 Click Next again
 Create a Table from External Data
26

 Check the box “Let

Access choose the
primary key”
 This will add an additional
field (ID), and number it
to create a primary key.
 If a primary key is not
necessary, check No
primary Key
 Click Finish
 Click Close
 Edit and Create tables in Design
27
View
 To edit the
database in the
design view, click
on table
Addresses: Table
 Click the Home
tab
 Click the Design
View Icon
 Edit Fields in Design View
28

 Field Names are the

Column headings in a
data base. For example
ID, First Name and
Last Name are
 Field Names can me
edited in Design View
 Double-click on Zipcode
to select the field, and
type Zip Code
 Repeat to change M/F to
Gender
 Note the Primary Key
Symbol in the ID Field
 Edit Fields in Design View
29

 Data Types denote the

types of information
(number, date/time,
text) contained in a Field
 Data Types can be
edited
 Click on Zip Code
 Click the Data Type
Field
 Click on the Drop
Down List arrow
 Choose Text
 Edit Field Properties in Design View
30

 Field Properties may

also be edited for
content. Field
Properties are below
the Fiend Name and
Data type tabs
 Select Zip Code
 Click the General Tab
 Double click Field
Size to change the
Field Size to 20
 Edit Field Properties in Design View
31

 Double-click required
and change Required to
Yes
 These edits now limit
the size of the Zip Code
field to 20 characters
 Since Yes is selected in
the Required field, the
field may not be left
blank when adding data
to the table
 Input Mask
32

 The Input Mask

allows for text added
to a table in a pre
determined format
 Select Zip Code
 Click the General tab
 Choose Input Mask
and click on the
toggle
 Click Save on the pop-
up menu
 Input Mask
33

 The Input mask will format

numbers and spacing for
 Phone Numbers

 Zip Codes

 SSNs

 Date

 Time

 Choose an Input Mask

 Click Finish
 Zip codes will now be
entered as a 10-digit
format
 Input Mask
34

 Add a second Input

Mask so that the
Phone Number is
in the proper
format.
 Be sure to change
the Data Type to
Text
 Change the Field
Size to 15
 Create a Table in Design
35 View
 Click the Create
tab
 Choose Table
Design
 Create a Table in Design
36 View
 The Field Name
and Data Type
columns open
along with Table
Properties
 Double click Field
Name tab to
name the field
Student ID
 Change Data
Type to Auto
 Create a Table in Design
37 View
 Add the following Field
Names and Data Types
to the table
Field Name Data Type
StudentID Auto Number
ExerciseLogID Number
WorkoutDate Date/Time
Hours Number
Minutes Number
Seconds Number
 Create a Table in Design
38
View
 Click Save
 Name the table
Workout
 Click OK.
 If asked to create
the Primary Key
click Yes
 Create a Table in Design
39
View
 The primary key
may also be set
by right-clicking
in the column
next to the field
name
 Choose Primary
Key from the list
 Create a Table in Design
40
View
 Rows may also be
added or
removed by right-
clicking in the
column next to
the field name
 Click Insert
Rows or Delete
Rows
 The Primary Key
41

 The Primary Key is a combination of Fields

that contains values that uniquely define
records.
 It is possible to set multiple Primary Keys
is a table.
 Relationships require a Primary Key to be
set.
 Once you designate a primary key for a
table, Access will prevent any duplicate or
Null values from being entered in the
primary key fields.
 Types of Primary Keys
42

 AutoNumber: This Field can be set to

automatically enter a sequential number as
each record is added to the table. This is the
simplest way to create a primary key.
 Single-field primary keys: If you have a
field that contains unique values such as ID
numbers or part numbers, you can designate
that field as the primary key.
 Multiple-field primary keys: in situations
where you can't guarantee the uniqueness of
any single field, you may be able to
designate two or more fields as the primary
key. Common when a table is used to relate
two other tables in a many-to-many
 Change Primary Key
43

 Open the Addresses

Table
 Notice that ID is the
Primary Key, it needs
to be changed to SSN
 Right-click on the Key
Icon
 Click Primary Key
 Move to SSN
 Right-click on the Key
Icon
 Click Primary Key
 44

RELATIONSHIPS
 Types of Relationships
45

 One to One: An association between two

tables in which one record a table relates
to only one record in the other table.
 One to Many: An association between
two tables in which one record in a table
can relate to many records in the other
table.
 Many-to-Many : An association between
two tables in which one record in either
table can relate to many records in the
other table.
 Creating Relationships
46

 Using the current

Database Student
Data – Tables Only
 Click the Database
Tools tab
 Click Relationships
 All tables in a
database must be
closed to create
relationships
 One-to-One Relationships
47

 The Show Table

menu opens. Be
sure that the Tables
tab is selected
 Click on the
Students and click
Add
 Click Workout and
Click Add
 Both tables should
be in the
Relationship
 One-to-One Relationships
48

 Click and drag from

StudentID in the
Students table to
ExerciseLogID in
the Workout table.
Note that both fields
are Primary Keys
 The relationship type
should be One-To-
One
 Click Create
 Click OK
 Editing Relationships
49

 To remove a
relationship, Right-
click on the
relationship line
 Click Delete
 Click Yes
 The relationship is
removed
 One-to-Many Relationship
50

 Click on the
Relationships icon on
the toolbar and create a
relationship between
StudentID in the
Students table and
StudentID in the
Workout table
 Click Enforce
Referential Integrity &
both boxes below it
 The relationship type is
One to Many
 One-to-Many Relationship
51

 Notice the
“infinity” symbol-
denoting a One-
to-many
relationship
 Save your work,
then close the
Relationships
window
 Relationships
52
 A relationship works by matching data
in key fields - usually a field with the
same name in both tables.
 In most cases, these matching fields are
the primary key and a foreign key A
foreign key indicates how the tables are
related in the other table.
 If you want to change the Primary Key,
you must first delete (remove) the
relationship between the tables.
 53

QUERIES
 Queries
54

 A Query is a question the searches a

database for information.
 If a relationship is established, a query
can be run from two or more databases.
 Queries can be fine-tuned to;
 Give specific information about a data field.
 Summarize information over years, days or
months.
 Review multiple tables to find duplicate
information.
 Running Queries
55

 Click on the
Create tab
 Click Query
Wizard (far right
on the tab)
 The Query menu
opens, choose
Simple Query
Wizard
 Click OK
 Query
56

 Choose Table: Workout

, click on the
Tables/Queries
dropdown menu
 Select the
WorkoutDate and
Distance fields from
the Workout table By
clicking the field
name, then the >
 The field names will
appear in Selected
 Query
57

 Click Summary
 Click Summary
Options
 Query
58

 Click Sum
 Click OK
 Click Next
 Query
59

 Click Year
 Click Next
 Query
60

 Name the query

Workout
 Check Open the
query to view
information
 Click Finish
 Check your results,
then close the
window
 The result is a table
that summarizes all
of the runs for each
 Query in the Design View
61

 Using the Design

View to create
quires provides
additional
flexibility.
 Queries can be
modified and to
generate specific
results.
 Click Query
Design
 Students by Zip Code Query
62

 Select the
Students
table
 Click Add
 Click Close
 Students by Zip Code Query
63

 Click and drag

these fields;
StudentID,
FirstName,
LastName, and
PostalCode to
the first four
columns
 Students by Zip Code Query
64

 To sort by Zip
Code, click under
PostalCode in the
Sort row
 Select
Ascending.
 There should be
check marks
under each field.
 Students by Zip Code Query
65

 Click on Run! on the

ribbon to run the
query.
 Click Save
 Save as Zip Code
 Click OK
 The result of this
query is a list of all
of the students
sorted by zip code,
lowest to highest
 2001 Query
66

 Click Query Design

 Click Open.
 Select the Workout table
 Click Add
 Click Close
 2001 Query
67
 Click and drag WorkoutDate and Distance
to the first two fields under WorkoutDate
 Next to Criteria type Between 01/01/01
and 12/31/01
 Save the query and run it.
 The result is a list of all runs for 2001
 Long Runs Query
68

 Click Query Design

 Double-click the Students and
Workout tables
 Click Close
 Click the fields window to open the
dropdown menu
 Double-click Students:FirstName, and
Students:LastName
 Click and drag Workout:WorkoutDate
and Workouts:Distance to the next
 Long Runs Query
69

 In the Criteria Row, in the Distance Field,

type >10
 Save
 Run the query
 What is the result?
 This or That Query
70

 Click Query Design

 Double-click the Students table
 Click Close
 Click and drag FirstName, LastName,
Address, City, StateorProvince, and
PostalCode from the Students table to
the first seven columns.
 This or That Query
71

 Under LastName type Thurman in the

first Criteria row and Jones in the second
Criteria row.
 Under PostalCode type 75243 in the first
Criteria row and 75080 in the second
Criteria row
 Save your work
 Run the query
 The result is a list of everyone named
Thurman or Jones who lives in the 75243
or75080 zip code
 Find Duplicates in Queries
72

 Click Query
Wizard
 Select Find
Duplicates
Query Wizard
 Click OK
 Find Duplicates in Queries
73

 Select the
Workout table
 Under View, click
Table
 Click Next
 Find Duplicates in Queries
74

 Select Distance
 Click Next
 Find Duplicates in Queries
75

 Click >> to select

all fields
 Click Next
 Click Finish
 What is the result?
 Unmatched Query
76

 Click Query
Design
 Select Find
Unmatched
Query Wizard
 Click OK
 Students Without Matching
77
Workout Query
 Select the
Students table
 Click Next
 Select the
Workout table
 Click Next
 Tables should be
selected for both
tables
 Students Without Matching
78
Workout Query
 Click >> to select
all fields
 Click Finish
 Close all Queries
 79

FORMS
 Forms
80

 A Form is document used to input add

data to a table. It can be arranged in an
order specified by the user.
 Forms can be developed so that
someone accessing a database can input
data into table, without being able to
access the table.
 Form Wizard
81

 On the Create
tab, choose More
Forms
 Click Form
Wizard
 Form Wizard
82

 Select the
Students table,
then select all
fields by clicking
>>
 Select the
Workout table,
then select all
fields by clicking
>>
 Form Wizard
83

 Deselect the
StudentID field in
the Workout table
by clicking on it,
then on <
 Click Next
 Form Wizard
84

 Accept the
defaults by
clicking Next
twice.
 Choose Flow
 Click Next
 Click Finish
 Forms
85

 For the purposes of this class, this is a

brief exercise in creating a form. Forms
can be much more complicated and can
be modified to perform a significant
number of functions
 To see some of the options available in a
form open BikCitLuis .mdb and open the
BikeCity Form
 86

REPORTS
 Reports
87

 A Report is the graphic or hardcopy

output of a table or query.
 Reports are in a more legible format than
a query
 Reports can be formatted to be easier to
read and understand
 Data output from a report can be sorted
and grouped according desired output
 Output can be as labels or as a chart
 Report – Workout Total By
88 Week
 On the Create tab
 Click Report
Wizard.
 Report – Workout Total By
89 Week
 From the Students
table, select
FirstName and
LastName,
 From the Workout
table, select
WorkoutDate and
Distance
 Click Next
 Accept the defaults
 Click Next
 Report – Workout Total By
90
Week
 Double-click
WorkoutDate as
the Grouping Level
 Click on Grouping
Options
 Report – Workout Total By
91 Week
 Select Week as
the grouping
interval
 Click OK
 Click Next
 Report – Workout Total By
92 Week
 Click on Summary
Options, choose
either Detail and
Summary or
Summary Only
 Click OK
 Click Next
 Report – Workout Total By
93 Week
 Choose Landscape
Orientation
 Choose a Layout
 Click Next
 Choose Style
 Click Next
 Name the report
Workout Total By
Week
 Click Finish
 Labels
94

 Click on the
Students Table
 Click Labels in the
Reports Group
 Labels
95

 Choose 5260 as a
Label type
 Click Next
 Accept the
defaults
 Click Next
 Labels
96

 Add the following

fields in this format:
FirstName > <SP>
> LastName
<R> > Address
<R> > City <SP> >
State
<R> > ZipCode
 Click Next
 Labels
97

 Sort by Zip Code

 Click Next
 Click Finish
 Viewing Tables, Queries,
98
Forms & Reports
 Click the down
arrow next to
Tables
 Select All Access
Objects
 Questions?
99

Terence Peak, M.Ed.

Coordinator of Technology Training
Blackboard Certified Trainer
The University of the Incarnate Word
(210) 829-3920
tpeak@uiwtx.edu