Basics of Access

1. Introduction

2. Introduction
• Quick Access Toolbar
• Creating Backup – Save as Backup
• Navigation Pan ( All Access Objects – Left hand side)
• F11 and Alt Short Cut Keys
• Trusted Locations – Trust Centre Settings

3. DESIGNING A DATABASE

4. When you working with ACCESS
You need to Know
the following:
Tables
Store the Data
Forms
To Enter the Data
into Tables
Queries
Asks Questions to
Extract info
Reports
Prints the info you
need

5. Module 1
TABLE STRUCTURE

6. Understanding Table Structure
It is the key to work with Access Effectively
Components of Table Structure
• Records - Horizontal Rows contains broken chain of properties of individual
entity
• Fields – Vertical Columns , is a single property of each record and used to
track the information within each record (First Name, Last name, Date of
Joining are examples)
Field Data Types – define the information that can be stored

7. Field Data Types
Short Text (up to 255
Characters)
Long Text (up to
65536 Characters)
Numbers with various
constraints e.g.,
Whole numbers,
decimal etc.,
Date/Time
Currency
Auto Number
(Created by Access)
Yes/No (Binary Field)
Attachment /
Hyperlink
Calculated Fields and
Lookup Wizard

8. Data Table Keys
1
Access Stores
the Data in
Related Tables.
2
This is for
identifying each
record uniquely
3
Need to
understand the
Primary Key
4
Primary key
helps to identify
the related
record in
additional tables
5
In the related
Table the same
field called as
Foreign Key

9. Database Normalization
First Normal Form ( 1NF)
• Each Cell of a Table contains only Single Value
Second Normal Form (2NF)
• Data not dependent on the Primary Key to be pushed to another Table
Third Normal Form (3NF)
• Data that can be derived from other fields should not be stored
Tables are the foundation to your Database, to be created accurately

10. ACTIVITY
LETS CREATE A TABLE
ASSIGN DATA TYPES
SAVE THE TABLE
Another Table From Existing Data Available
Set the Primary Key and Foreign Key

11. Module 2
TABLERELATION-SHIPS

12. Referential Integration
Establish
Relation-ship
between
Primary Key
and Foreign Key
By Enforcing Referential
Integration, we can avoid
entering wrong data with
using the Primary key and
Foreign Key
Cascading
Effects helps us
to update and
delete
respective
records as well

13. Relationships

14. ACTIVITY
• Build Relation
• Referential Integration
• Cascading Effect

15. EDITING TABLE STRUCTURE

16. Sheet & Design Views
Editing
Table
Structure
in Design
View
1
Toggling
between
Data Sheet
View and
Design
Views
2
Various
ways to
shift
between
Design
View and
Table View
3
Adding
Fields and
Change the
Field
Headings
4

17. Controlling input with Masks
Design View Input Masks Help
To make a Consistent and
Easy Database Entry
Input Masks Helps a lot
Example- To make
accurate Entry of Phone
number in IS Format

18. Setting
Additional Field
Properties
Different Fields for each Data
Type
Date
Auto Number
Short Text
Email

19. Creating Lookup Fields
LOOKUP WIZARD

20. Challenge
• Create A Table Structure with Proper Fields
• Create another Table with some data and establish Relation ship
with first Table

21. Module 3
ORGANISING RECORDS

22. Formatting
• Formatting Tables and Records
• Sorting Data
• Filter Data
• Status Bar to see number of characters and other information
• Search and Replace

23. Module 4
UNDERSTANDING QUERIES

24. What is
Query
A Powerful way of asking a Question about
your data
Constructed from Records and Fields
They Create Temporary Data Sheet and will
not be saved. Only Queries are saved
It Updates the Temporary Data Sheet to the
current Status
Look and Function Just like A Table, But not
a Table (Its called Record Set)

25. Ways to create a Query
Using Simple Query Wizard
• Pulling required information from two relational tables
• Look at the Relation-ships to understand what you can get from a Query
Building Queries in Designer View
• Sort View using a Specific Field
• Using Show/Hide Option [check box]
• Establishing Constraints
• Using Simple Criteria
• Criterial with Wildcards (* , ?)
• “[abc]*”
• Multiple Query Criteria with AND / OR , BETWEEN Statements

26. What is a Simple Query
ID GuestID CreditCard# Expiry Date
1 1 12345678 11/4/2018
2 1 231234566 11/4/2018
3 1 23123456 11/4/2018
4 3 10987234 11/4/2018
Pulling Data from Relational Table and Placing in one Table Format

27. Query in Design View –
using filtering constraints
Sort View using a Specific Field
Using Show/Hide Option [check box]
Establishing Constraints
Using Simple Criteria
Criterial with Wildcards (* , ?)
“[abc]*”
Multiple Query Criteria with AND / OR , BETWEEN Statements

28. Filtering Data with Math Comparisons
• Comparison Operators
• > Greater Than
• < Less Than
• <> No Equal to
• <= Less than or Equal to
• >= Greater than Equal to
• Majorly used to calculate Value Fields
• Parameter Requests - Like [which alphabet to begin with] & “*”
[which Country would you like to see]
• Building Expressions (Calculated Columns), using Builder

29. A Complete recap on all Queries

30. Module 5
SPECIAL QUERIES
ACTION QUERIES

31. Action Queries
• In the earlier Module you have seen Select Queries which just mere
instructions reproduce existing data
• Action Queries are one step ahead they update and append the
existing data with additional information. (make sure while
performing action queries, you have back up)

32. Types of Action Queries
• Update Query
• Make Table Query
• Finding Unmatched Records using (ISNULL)
• Delete Query
• Append Query
• Union Query using SQL View
• Cross Tab Query (Tabular view with Rows and Columns)

33. Updating
• First Create a Select Query
• Click on Update option
• Give the update action query
• Get the final update

34. CREATING FORMS

35. Forms for Managing Database
• Not Database oriented
• Collect user input based on query criteria
• Organize and Group buttons in related Tasks
• To By pass the navigation Pane.

36. Generating forms from tables
TO Create a Basic Form Quickly within
Two Clicks You can use Form Option
Select the Table on which you want to
Create Form
And Click on the Form option to have the
ready-made form
Once you are done you need to adjust the
same as per requirement
Other Options

37. Generating forms from Wizard
• TO Create a Form from Wizard, Select a Table & Select Option
• Follow the Wizard and Your Form will be ready
• You need to do Tweaking before saving the Form

38. Designing Forms
• Creating forms in Design view
• Exploring the form property sheet – Very Important
• Setting data sources
• Adding components with form controls
• Understanding input boxes
• Record navigation
• Adding buttons
• Assigning a tab order
• Checking out the More Forms options
• Creating a navigation form

39. CREATING REPORTS

40. Reports
• Reports are to summarize the Data and to Print
• Using Report Wizard
• Creating reports with Design
• Editing Report Layout
• Grouping and Sorting Reports
• Creating Calculations
• Conditional Formatting
• Print Settings

41. WORKING WITH MACROS

42. Macros
• Creating Basic Macros
• Embedding Macros into Button
• Attaching Data to Macros
• Launching Macros as Startup