DATABASE

USING MICROSOFT OFFICE ACCESS

UNDERSTANDING
DATABASES

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KEY CONCEPTS

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 Key Concepts

• A database is a structured collection of

related data
• Advantages of a Database
− A database is fast and efficient
− A database does not take up any physical storage space in
the office
− Data can be sorted and filtered to find specific data that falls
within certain criteria
− Various data can be combined
− Data can be shared between software applications
− ....

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 Key Concepts

• The Difference between Data and Information

− Data are simply facts or figures it can be any character, text,
word, number, and, if not put into context, means little or
nothing to a human.
− When data are processed, interpreted, organized, structured
or presented so as to make them meaningful or useful, they
are called information
• General Uses of Large-Scale Databases
− Bank Account Records
− Airline Booking Systems
− Hospital or Medical Aid Records
− Government Systems

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 Tables, Records and Fields

• Database Objects
Columns contain
− Tables Table name the fields

Each row in a table

represents a set of
related data

− Queries
• A query is used to locate specific information in
a table.

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 Tables, Records and Fields

• Database Objects

− Forms
• A user-friendly way of displaying and entering the
data in a table

− Reports
• The presentation of information in a report is easier
to read and understand and more presentable

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DATABASE ORGANIZATION

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 Table

• A table should contain data related to a single

subject
• Every field in a table should contain only one
element of data
• Data Types
− Short Text − Currency
− Long Text − AutoNumber
− Number − Yes / No
− Date / Time

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 Table

• Field Properties
− Field Size
− Format
− Default Value

• Primary Key

• Index

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 Relationships

• Understand the term Relationships

• Types of Relationships
− One-to-one Relationship
− One-to-many Relationship
− Many-to-many Relationship

• Referential Integrity

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 Operation
• Database Preparation

• Various types of people involved with the operation

of a database:
− Database Administrator
− Recovery of a database after a crash or major errors
− Providing access to data for specific users
− Database Specialist
− Designing and creating suitable databases
− Designing and creating professional databases
− Database User
− Enters and updates data and retrieves information
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 The Access Window
Maximize
Quick Access Access / Restore
Toolbar Help

Minimize Close

Ribbons

Navigation
Pane

Status
Bar

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The Ribbon
Tabs

Groups

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The File Tab

Backstage view

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USING THE APPLICATION

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WORKING WITH DATABASES

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 Open and Close

• Open/Close the Access Application

• Open/Close an Existing Database
• Create a New Database

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 Open and Close

• Save an Existing Database to a Different

Location on a Drive

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Help Function

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COMMON TASKS

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 Open, Save and Close a Table,
Query, Form or Report
• Open

Drop-down
arrow

All current
Access
objects will
be displayed

In the navigation
pane, select All
Access Objects

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 Open, Save and Close a Table,
Query, Form or Report
• Save

• Close

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Switch between View Modes

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Delete a Table, Query, Form or
Report

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Navigate between Records in a Table,
Query or Form

Previous record Next record New record

First record Last record

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Sort Records in a Table, Query or Form

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TABLES

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RECORDS

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 Records

• Select Data in a Record

• Select All the Data in a Record or Field
• Select Multiple Adjacent Records
• Select Multiple Adjacent Fields

Selected
records

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 Records

• Add Records in a Table

• Delete Records in a Table

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 Records

• Add Data in a Record

• Modify Data in a Record

• Delete Data in a Record

• Correcting Errors
− Undo

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DESIGN

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 Create a Table in Design View

Insert Delete Create Data Object

View Builder Rows Rows Indexes Macro Dependencies

Test Validation Insert Lookup Property Rename/Delete Relationships

Primary Key Rules Column Sheet Macro

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 Create a Table in Design View

• Specify Fields in a New Table in Design View

• Data Types

• Save (Name) a Table

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 Create a Table in Design View

• Field Property Settings:

− Field Size, Number
Format, Date Format,
Default Value.

• Apply Field Properties

Settings

• Changing Data Types or

Field Properties
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Create a Table in Datasheet View

Select a data
type for the field

Enter the
field name

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 Validation Rules

• Set a Validation Rule

Validation rule

Validation text

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 Primary Keys

• Set a Field as a Primary Key

• Delete a Primary Key

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 Index a Field

• Fields can be Indexed as follows

− No
− Yes (No Duplicates)
− Yes (Duplicates OK)

• View and Delete Indexes

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 Add a Field to an Existing Table

• Edit a Field Name

• Rename a Field in a Table

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Change the Column Width in a Table

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 Move a Field to another Location in
a Table
• Design View
A thick line will
show where the
row will be
inserted
Click the row
selector to select
the row

• Datasheet View
A thick line will show where
the column will be inserted

Click the column

header to select the
column

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RETRIEVING INFORMATION

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MAIN OPERATIONS

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 Main Operations

• Search Command
− Find Data in a Table
− Replace Data in a Table
− Find Data in a Form
− Replace Data in a Form

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 Main Operations

• Filters
− Filter By Selection
− Remove the Application of a Filter
− Filter By Form

Selection button

Click the field that will

determine the filter

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QUERIES

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 Queries

• What is a Query and what is the Purpose of a

Query?

• Query Types

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 Queries

• Create a Named Single Table Query

using Specific Search Criteria

• Create a Named Two-Table Query using

Specific Search Criteria

• Save a Query

• Run a Query

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 Edit a Query

• Add a Field

Drop-down list

• Remove a Field or Hide a Field (so it is

not visible)

• Move a Field

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 Criteria

Criteria Explanation

Text Text

= Equal

>< )Not equal to(

< )Less than(

=< )Less than or equal to(

> )Greater than(

=> )Greater than or equal to(

Yes/No Yes/No

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 Edit a Query: Criteria

• Add Criteria

• Modify Criteria

• Remove Criteria

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 Query

• AND, OR and NOT Criteria

• Use a Wildcard in a Query

• Remove Criteria

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OBJECTS

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FORMS

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 Forms

• Create and Name a Form

• Naming a Form

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 View Modes - Form

• Design View

• Form View

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 Working with Records - Form

• Insert New Records Using a Form

• Delete Records Using a Form

• Edit Data in a Form

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 Headers and Footers in a Form

• Create a Form Header

− Expand the Form Header
− Add Text in a Form Header

• Create a Form Footer

− Expand the Form Footer
− Add Text in a Form Footer

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OUTPUTS

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REPORTS, DATA EXPORT

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 Reports

• View Modes – Report

• Create a Report based on a Table or Query

• Save (Name) a Report

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 Reports

• Change Arrangements (Move) of Data Fields

and Headings

• Calculations

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 Headers and Footers in a Report

• Create a Report Header

− Expand a Report Header
− Add Text in a Report Header

• Create a Report Footer

− Expand a Report Footer
− Add Text in a Report Footer

• Modify Text in Headers and Footers

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 Exporting a Table, Query

• Export a Table or Query Output in a

Spreadsheet

• Export a Table or Query Output to a Text File

• Export a Table or Query Output to a XML File

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PRINTING

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 Printing

• Print Preview

• Page Orientation and Paper Size

• Print a Table/Form

• Print Query Results

• Print a Report

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