Lesson 1: Exploring Access 2007
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Transcript of Lesson 1: Exploring Access 2007
Lesson 1: Exploring Access 2007
Lesson Objectives After studying this lesson, you will be
able to: Define what a database is Identify the types of objects modern databases contain Launch Access 2007 and identify elements of the
application window Open a database and use the Navigation Pane Open database objects, navigate within database objects,
and close the objects Close a database properly and exit Access 2007
Defining Access Databases
What Is a Database? A collection of related data stored together in one electronic
file
Database Structures Flat Files
Object-Oriented Files
Repetitive data
Launching Access 2007
Same basic procedures used to launch other computer programs
Exploring the Access Environment
Recently used database list Lists of templates
Create a new blank database
Opening a Database
Same basic procedures used to open files in other computer programs
Enabling Content to control security
Identifying Elements of the Access Window
Status bar
Ribbon tabs
Navigation Pane
Shutter bar Open/Close button
Object Types Access 2007 databases contain four basic
types of objects: Tables – hold the data Queries – search the table data Forms – input the table data Reports – report the table data as meaningful information
Each object type is represented by a different icon: Tables – Queries – Forms – Reports –
Using the Navigation Pane Shutter button opens and closes the Pane Organization appears in the Pane banner Pane banner menu button ▼ displays the
Navigation Pane menu Choose a different organization from the
Pane menu Expand and collapse buttons to show/hide
each object list
Opening, Navigating, and Closing Database Objects
Each database object is listed on the Navigation Pane
To open any object, double-click the object name
Default setting for Access 2007 displays each object as a separate tabbed page in the Access window work area
Working with Tabbed Objects
To switch from one object to another, click the tabs
Navigating Datasheets Tables and queries display in a row and
column layout called a datasheet Datasheet resembles an Excel spreadsheet To move from column to column, press Tab
or Enter or click the cell
Using Navigation Tools
Lesson 2: Using an Access Database
Lesson Objectives After studying this lesson, you will be
able to: Add records to a database using both tables and forms Change the layout of a table by adjusting column width,
hiding columns, and rearranging column layout Locate and update records by sorting, filtering, and using
Find and Replace Preview and print database data Save a database as a new file
Adding Records Using a Table The primacy of tables
Tables hold raw data
All reports, queries, and forms use table data
Two basic input tools for adding data to database tables: Typing data into the Datasheet view of the appropriate
table Typing data into a form associated with the appropriate
table
Fields, Records, and Files Fields
Basic unit of data represented by a column in a table datasheet
Record Group of related fields or all fields related to a specific item:
person, place, or thing Each row of a datasheet represent a record
File Group of related records represented by a table in a
database
Saving Records Access automatically saves each record as
you complete it Edits made to records are also automatically
saved
AutoNumber Fields Fields that automatically number records as
you add them to a table It is unnecessary to type a number in these
fields Numbers are un-editable
The number is assigned to the specific record
If you delete a record from a table, Access never assigns the number to any new record
Entering Data into a Table Datasheet
Click the New Record button
Press (Tab) or (Enter) to move to the next column
The new row is identified with an asterisk
Changing the Width of Columns Drag a column border to make the column
on the left of the border wider or narrower Double-click a column heading border to
change the width of the column on the left to fit the longest data entry in the column
Before
After
Moving and Hiding Data Columns Hiding and moving fields in a datasheet has
no impact on the actual structure of the table Data remains available but is just hidden
from view when columns are hidden Moving columns enables you to print
datasheets in different arrangements
The E-mail Address column is emptyThe column is hidden
Saving a Table Layout Each time you make a change to the layout
of a table you must save it The Save button appears on the Quick
Access toolbar
Adding Records Using a Form Same basic procedures are used to add
records using a form Data entered into a form is added to the
associated table Press (Tab) or (Enter) in a form to move
from field to field
Retrieving Data Sorting features Filtering tools Find and Replace
Sorting Records Sort Ascending
Alphabetical order from A to Z Numeric order from lowest to highest Chronological order from first to last
Sort Descending Reverse alphabetical order from Z to A Numeric order from highest to lowest Reverse chronological order from last to first
Sorting Records Using Multiple Fields Access considers second fields when values
in the first field are equal Example: Personal Names
When the last name is the same, you can tell Access to consider the first name Last name is the primary sort field First name is the secondary sort field
How Multiple Column Sorts Work Access sorts data on multiple fields from left
to right Columns in a table must appear side by side
in the datasheet The column on the left must be the one you
want sorted first (primary sort field)
Using Find and Replace Techniques similar to those in other
applications Use Find and Replace to locate records to
remove or edit records
Filtering Records Filter by Selection
Selects records on the basis of the value contained in the active field for the active record
Filter by Form Selects records on the basis of values or conditions
(criteria) that you type in one or more form fields
Again, Access searches only the fields you specify to find the match.
Using the Toggle Filter Tool After you apply a filter, clicking the Toggle
Filter button removes the filter and displays all records
After removing a filter, clicking the Toggle Filter button re-applies the last filter applied
A ToolTip displays to let you know what action you are performing: Remove Filter or Apply Filter.
Identifying Logical Operators Identifies the comparison Access should
perform Operators include:
= > < <> >= <=
Using Wildcards Used in place of specific characters Primary wildcards used:
* Represents any number of characters ? Represents an individual character
Examples: *Graham* locates all records with graham within the text Gra?am locates all records with gra at the beginning of the
field value and am at the end of the field value with only one letter between
Using the Save As Command The Office Save As command is used to
save the active object rather than the file Display the Save As menu to save the entire
database as a new file
Lesson 3: Building a Database
Lesson Objectives After studying this lesson, you will be
able to: Create a new blank database Create a database table using Datasheet View Create a form Add records to a table Create a report Create a simple query Create a table from an Excel worksheet Create a new database using a template
Planning a Database What information do you want to be able to obtain? What data elements (fields) must you include to be
able to obtain the information? What types of data will you enter into each field?
Dates, numeric values, amounts of money, text, etc. What fields of data relate to the same basic items
and could be grouped together? How do the groups of data relate to each other? What is the most efficient way to get data into the
database tables? What questions will you need the database to be able
to answer?
Creating a New Database Database – Shell that holds all data items Formats:
Blank Template Sample
Must save a new database before adding items to it Access creates a blank, unnamed table after you
save the new database Generic Field# names appear as column headings in
the default table Access creates
Guidelines for Creating Tables Each table should contain fields that focus
on data specific to one type of item Such as customers, employees, inventory, etc.
Each table should have a primary key that cannot be empty
Each generic field# heading is replaced with the official field name
Creating Additional Database Objects Create tab of the Ribbon contains tools for
creating all database objects Tools on the Ribbon are grouped by object
type Multiple tools are available for each object
Creating Simple Forms—Input Simple forms contain all table fields Access arranges fields appropriately on the
form and uses a default form design
Creating Simple Reports—Output Processes data into meaningful information Formats data for printing Creates a report containing all fields from
the associated table
Creating Queries Using a Wizard Steps you through the process of creating a
query Enables you to select specific fields to
display in a datasheet Enables you to add criteria for selecting
specific records
Importing Data Creates new tables from data stored in other
programs External Data tab on the Ribbon contains
Import tools Most import procedures use Wizards
Using Templates to Create Databases In Access, database templates are ready-to-
use databases Each template contains a set of objects
designed for a specific purpose Storing contacts, tracking projects, etc.
Each object in the database created with a template can be customized to meet specific needs
Lesson 4: Managing a Database
Lesson Objectives After studying this lesson, you will be able
to: Create tables using Table Design View Append records to a database table Create and run queries using Query Design View Create forms and reports using wizards Copy and save database objects as new objects Back up a database Compact and repair a database
Using Table Design View Presents a blank palette on which to
enter fields Provides tools for setting data types,
descriptions, and properties Enables you to change the structure
and organization of fields in the table
Switching Views Button on the Home tab, Views group of the
Ribbon Button displays an icon that identifies the
view you will display if you click the button The button menu enables you to switch to
different views
Entering Field Names Field names:
Short but descriptive Can contain alpha-numeric characters Can contain many symbols Can contain spaces Must start with a character or symbol
Identifying Data Types Data types identify the type of data to be
added to a field, such as Text Numbers Dates/Times Currency
Setting a data type controls values that the field contains
Adding Field Descriptions Help identify the format of data Provide valuable documentation for
maintaining a database Describe the field contents
Creating Queries Using Query Design Enables you to place fields from multiple
tables to display in a single datasheet Provides controls for setting criteria based
upon values in multiple fields Enables you to show or hide fields
containing criteria
The Query Design Grid
Table
Field name
Table name
Sort options
Show boxCriteria Or criteria line
Select Queries Pull Specified DataTable
Query
Recordset
Add fields to the Design Grid Several techniques
Double-click a field name in the table list Drag a field to the grid Select the field from the Field list in the grid
Run Queries to View Results Edit data in recordsets to edit data in table
Sort query results in ascending or descending order
Sort with multiple fields from left to right
Using Criteria to Select Records Equality criteria matches records exactly
Using Criteria to Select Records Comparison criteria matches records in a
range
Show box
Using the Show Box
Using Wildcards in Criteria
Setting Compound Criteria
Using Wizards to Create Objects Enables you to include fields from multiple
tables Steps present options for you to choose Similar to using wizards in other
applications
Tools for Managing Databases Tools on the Office menu Help ensure the smooth operation of a
database Back up a database Compact and repair a database
Lesson 5: Maintaining and Documenting a Database
Modifying Table Structure Includes:
Changing field names Changing data types Adding descriptions Assigning Primary Key fields Setting field properties
Can impact data—causing data loss
Setting Lookup Fields Creates a list of valid values to use during
data entry Reduces time required for data entry Reduces errors associated with data entry Restricts data to valid entries Create lookups using:
Lookup wizard Lookup settings on the Lookup tab in Table Design View
Setting Field Properties Control the way data displays
Accounts for different format (all caps, lowercase, etc.) used by data entry clerks
Ensures consistent look in reports and other objects
Control values that can be entered Provide tips for data entry Set the number of characters that can be
entered for a field Set a default field value
Setting Field Size Limits the number of characters allowed for
field values Triggers a warning message that data may
be lost Example:
Setting the State field size to 2 to accommodate state abbreviations deletes all values containing more than 2 characters in the State field
Setting Captions Changes the text that appears in datasheet
column heading Presents more descriptive field titles
Fname First Name
Setting Input Masks Sets data format Provides a consistent display of data for all
records Uses many symbols to control format Access adds characters that control how
data displays:
1234567890(123) 456-7890
howard SMITHHoward Smith
Using the Input Mask Build Button
Creating Validation Rules Limits values entered into a field
Reduces errors associated with data entry Restricts data entry to valid values
Data type should be set for the type values entered Text provides instructions for data entry
Appears in status bar when field is active Appears in message box when invalid values are entered
Wide variety of comparison operators Wildcards can be used
Setting Default Field Values Adds a value to a field automatically Can be edited to contain a different value
Analyzing and Documenting Databases Performance Analyzer
Reviews structures of database objects Identifies potential trouble spots/objects Reports the results of the analysis Ensures smooth functioning of the database
Database Documenter Reviews all database objects Documents all objects and their associations Includes field names and other significant information
Lesson 6: Designing a Relational Database
Objectives After studying this lesson, you will be able
to: Modify table field settings Create lookup fields that return multiple values Create a split form Create and print relationships among tables Identify object dependencies
Principles of Good Database Design Reduce redundancy
Divide data into subject-based tables Show Access how data in all tables related to scope
(purpose) of the database Ensure that data is complete and accurate
Include report formats, forms, and queries to process data and report information that meets the intended needs of the database
Incomplete/inaccurate data results in inaccurate processing and reporting, and invalidates the integrity of the database.
Applying Design StepsDesign Step/Task Result
Identify the purpose of the database. To generate a utility bill
Locate and organize detailed information about what the database should contain.
Customer name, address, amount of power used, associated costs, company info
Separate the details into related groups. Customer details, billing history, cost of power, utility company details
Identify additional breakdowns in information details. Customer first name, last name, street, city, state, ZIP Code, telephone, etc.
Specify a primary key for each group of data. Customer number
Relate tables to each other by identifying how data in one table can be connected to data in other tables.
Customer number added to other tables to connect the tables
Create the database in Access and test the design. Create tables to determine whether or not you can generate the billing statement
Apply normalization rules and make any necessary adjustments.
Review the design using normalization levels (described elsewhere) and determine normalization level attained
Normalizing Data Process of refining tables, keys, fields, and
relationships to create an efficient database Includes:
Discarding repeating groups Minimizing redundancy Eliminating composite keys for partial dependency Separating non-key attributes
Follows steps and guidelines for designing a database
Working with Relationships Three types of relationships:
One-to-One Relationship One-to-Many Relationship Many-to-Many Relationship
One-to-One Relationship Each record in Table A can have only one
matching record in Table B Example: Each employee’s address is stored in one table
and has a matching record in the payroll table
One-to-Many Relationships Each record in Table A can have
many matching records in Table B Example: Each supplier in the Suppliers table
could have multiple items in the Inventory table
Many-to-Many Relationships Records in Table A
can have many matching records in Table B, and vice-versa
Normally requires a Junction Table
Example: Items could be ordered by many customers and each customer might order many items
Relationship Join Line Connects fields common to both tables
Referential Integrity A system of rules
used to ensure that relationships are valid
Must be set in Edit Relationships dialog box
Access identifies the many and one side of the relationship
Cascade Options Set in the Edit Relationships dialog box Cascade Update updates key field of a related
table when edits are made to field in primary table
Cascade Delete removes records from a related table when record is deleted from primary table
Object Dependencies Shows the object for
which dependencies are shown at the top
You can choose to identify object dependent on the active object or those on which the object depends
Objects are listed by type
Lesson 7: Querying a Database
Objectives After studying this lesson, you will be able
to: Design a query using multiple tables Set query criteria Define a query sort order Create and format a calculated field Use functions in query expressions Create a crosstab query Create unmatched and duplicates queries
Setting Query Criteria
Comparison Operator
Wildcard Value Dates Wildcard
Setting AND and OR Criteria
AND Criteria
OR Criteria
PEMDASPlease Excuse My Dear Aunt Sally
(2+2)*32-6/2=33 Parentheses Exponentials Multiplication/Division Addition/Subtraction
Calculated Fields Have no value of their own Perform calculations using other field values
Calculated field name
Field names fromexisting tables
Arithmetic or comparison operator
Crosstab Queries
Rearranges data for summarizing Groups data and totals values
Crosstab Query Palette
Groupings appear as row and column headings
Summarized values appear in the TOTAL area
Lesson 7: Querying a Database
Lesson 8: Customizing Input Forms
Objectives After studying this lesson, you will be able
to: Use Form Design View and Layout View Add, delete, format, and modify form controls Apply AutoFormats to forms Set form tab order Create a multiple item form Print forms
Customizing Forms in Design View
Detail section
Bound control
TitleColored background
Control label
Image
Form header
Control text box
Control tools for adding new controls
Using Control Handles
Large handles are used to move the individualparts of the control—label or text box—separately
Sizing handles
The mouse appears as a white arrowwith a four-headed black arrow to move
Working with Controls Select controls with:
(Shift) + click
Selection box
Ruler
Customizing Forms in Design View Restrict data entry in forms to ensure data
integrity Use Properties dialog box Enabled controls receive focus (you can click in them) and
data (you can type in them) Locked controls cannot receive focus and cannot receive
data
Applying Conditional FormattingFormat for values less than $500
Format for values more than $1,000
Format for valuesbetween $500 and $1,000
Sizing Form Sections
Drag the section bar below the section (Detail bar, in this
case) down to make the Form Header section larger
The mouse pointer appears as a two-headed arrow
Setting a Form Tab Order Enables you to arrange controls on a form in
an appropriate order, and then change the default order Access moves from one to the next when you press Tab
Field names in order you
want to access them
using Tab
Lesson 9: Creating Custom Reports
Objectives After studying this lesson, you will be able
to: Create a report using Report Design View Modify reports Add report sorting and grouping levels Add graphics to reports and apply AutoFormats Add a calculated control to a report Create controls to calculate totals
Report Design View Features
Control text boxes normally appear in the Detail section of reports
Control labels normally appear as column headings in reports
Adding Controls to Reports Drag field names from the Field List panel Add controls using Control tools on the
Ribbon Arranging controls
Select the control label and cut it from the Detail section and paste the label in the Page Header section
Arrange controls by dragging Arrange controls with alignment tools
Setting Grouping Levels A group is a collection of records that has at
least one data element in common Set grouping levels using the Group, Sort,
and Total Panel
Working with Group
Grouping records places a Group Header and Group Footer section on the report
Field controls are added to the Group Header or Group Footer
Access enables multilevel grouping Sort order can be set for groups
Performing Calculations
Use many of the same techniques used to add calculations to forms
The Expression Builder is available for creating report calculations
Groups can be totaled using the Total feature on the Group, Sort, and Total panel
Aggregate Fields can be set to sum, average; perform other standard calculations
Creating Labels
Arrange fields on a report palette using a Wizard
Techniques and label layout similar to adding field codes to Word documents for mail merges
Available fields
Fields positioned appropriately with spacing and lines set up
Lesson 10: Working with Advanced Queries
Objectives After studying this lesson, you will be able
to: Create a query Identify relationship join properties Create and run parameter queries Create a calculated field in a query Create and run action queries
Access Query Types Select Query Crosstab Query Unmatched Query Duplicates Query Parameter Query Action Query SQL Query
Working with Relationships When relationships are missing, querying a
database using fields from multiple tables creates unexpected, meaningless results
These results are called Cartesian products Each record is listed multiple times
Relationship Join Properties Join Properties
Control circumstances under which a record from a related table appears when you run a query
Inner Joins Check for records with matching values in the join field and
displays only those that match Left Outer Joins
Display all records from the one side of a one-to-many relationship
Right Outer Joins Display all records from the many side of a one-to-many
relationship
Join Properties Dialog Box
Left table name: One side of one-to-many relationship
Right table name: Many side of one-to-many relationship
Join types and descriptions
One vs. Many Sides of Relationships
One (left) side of relationship
Many (right) side of relationship
Join Type button
Parameter Queries Prompt users for input to narrow the query
output Criteria expression contains prompt text
Criteria expression appears in the query grid Criteria row
Criteria expression prompts user for a value when the query is run
Brackets always surround the criteria expression.
Action Queries Delete Query
Deletes a group of records from one or more tables Update Query
Makes global changes to a group of records in one or more tables
Append Query Adds a group of records from one or more tables to the end
of one or more tables Make-Table Query
Creates a new table from all or selected data in one or more tables
Setting Up an Action Query Each action query has a source and
destination table Action types are set using Query Type
controls on the Ribbon
Action query types
Source table is the active table; destination table identified in the dialog box
Lesson 11: Setting Up Complex Forms
Objectives
After studying this lesson, you will be able to: Create a main form containing a subform Edit a data source Format a form and add a logo Add a calculated field to a form Add the current date to the form Disable and lock form fields Add tips to controls Create a pop-up form Hide form screen elements
Main Forms and Subforms Add a subform to a form to display related
data from another table
Related data from another table appears as a subform in the form
Related data from another table appears in Table view
Adding Subforms to Forms
Use the Form Wizard
Use the Subform control on the Ribbon
Editing a Record Source
A record source is the database object from which a form or report obtains its data
The record source is identified in the Properties box and can be edited
Record source from which the form obtains its data
Creating AutoFormats
AutoFormats Predesigned layout and color design you can save and
apply to other forms and reports
Access comes with a built-in set of AutoFormats
Modify or create additional AutoFormats using forms you design
Controlling Data Entry
Properties: Set to limit or prevent data entry and edit Disable property: Displays fields grayed out and
unavailable
Locked property: Displays fields as available but prevents data editing
Disabled field
Locked field
Adding Tips to Controls Tips provide valuable information to data
entry personnel
All About Pop-Up Forms Display as pop-up windows that stay on top
of other open database objects so they can be used as references to provide information
Pop-up forms appear as separate windows rather than tabbed forms
Modeless pop-up forms sit on top of other objects so that you can continue to work
Lesson 12: Creating Complex Reports
Objectives
After studying this this lesson, you will be able to: Import a report into a database Add a subreport to a main report Create a report from a subreport Number items in a report Create calculated controls on a subreport Set page breaks and customize controls Analyze report performance
Smart Use of Tags – Record Source
SmartTags provide a shortcut to editing a record source
SmartTag
Command on shortcut menu to edit record source
Adding Subreport to a Report
Techniques used are similar to adding subforms to main forms Use the Report Wizard Use the Subreport control on the ribbon
Use an existing report or form as a subreport
Use a table or query as a subreport
Saving a Subreport as a Report
Forms added to reports as subreports can be saved as reports
Then add additional controls, such as numbering, to the report
Numbering Items in a Report
Numbering can be set using a Text Box control
Items are numbered
Control Source sets numbering
Running Sum identifies which records Access numbers and when numbering starts
Setting Special Properties & Controls
Can Grow Property Sizes the subreport control to fit the data it contains—
varies the size from record to record
Can Shrink Property Reduces the size of the control to fit the data
Page Break Control Enables you to force report pages