Microsoft Access Course

1. Introduction to the user interface

Course Objectives

Introduction to main features of AccessElements of Access IDESimple design of tables, queries,

forms and reportsDevelopment of small application

Main features of Access

Designed for advanced ‘end-user’

small system database applications

rapid prototyping

front-end client server applications

Main features of Access (cont)

Features: extensive point and click facilities object-based construction fully-featured DB engine technology suitable for

multi-user applications Underlying VBA language for advanced capability ODBC, DAO and ADO support for inter-system

communication

Overview of Access IDE

Main database window Shows available tools for

database design Each element has options–

Open (or Run)DesignNew

Overview of Access IDE (cont)

Query designer QBE grid: columns, conditions SQL view: QBE equivalence Query execution Query storage - relational ‘view’

Table designer Defines database schema Defines attributes, data types, type qualifiers,

validation, indexes

Overview of Access IDE (cont)

Forms Used to develop the users’ interface to application Enables viewing of data from tables or queries Form built from screen objects (text boxes, labels,

buttons) called ‘controls’ Extensive presentation facilities Main focus of application development

Overview of Access IDE (cont)

Reports Used for printed reports only Extensive facilities for grouping sub-totaling etc.

Macros Facility for script-like commands Principally intended for non-programming users Not essential - macro actions can be implemented in

VBA

Overview of Access IDE (cont)

Modules

Repository for ‘global’ modules

Most modules are part of form or report - called

‘class modules’ - scope local to form/report

Global modules accessible by any form/report

Table Design 1

Design and datasheet modes

Each table column defined by name and type

Optional formatting, validation, indexing

Access Table Design Dialogue

Table design screenDatasheet view

Table Design 2

Field names:

Use letters and numbers and underscores

Spaces allowed but creates more work later

Capitalised format popular: CustOrderNo

Table Design 3 Main Data types:

Text - for character information Number - various formats - see next slide Date - various formats Currency Autonumber - generates unique sequence number

in long integer format Yes/No - boolean

Table Design 4

Number types - set by Field Size

Byte - 8 bit positive

Integer - 16 bit

Long Integer - 32 bit

Single - 4 byte floating point

Double - 8 byte floating point

Table Design 5

Date data-type Permits various display formats Best choice: Medium date - 12-Nov-01

Currency Stored as double float Displayed as fixed point with 2 decimals

Query Design - dialogue

Query Design - dialogue Design Choices:

Design view: ‘hand knit’ your query Simple Query Wizard: allows selection of tables

and columns but no more. Others are special cases and rarely required.

Saved queries Working queries can be saved Saves queries can be used as source of forms and

reports

Query Design interface

Design view

Datasheet (execute) view

SQL view

Form Design

Form Design - new form choices Form design options

Design View: ‘hand knit’ your form. Needed for menu forms and other special purposes.

Form Wizard: select input tables/queries and columns. Necessary join queries automatically created.

Autoform Columnar: creates form with all columns arranged vertically, one row per page.

Autoform Tabular: creates form with all columns arranged horizontally, multiple rows per page.

Autoform Datasheet: creates a form using basic table display format.

Form display formats

Tabular, continuous form *

Columnar, single form *

* controlled by form Default View property

Forms: Design and Form Views

Design view - note ‘City’ selected for amendment.Note header and footer sections, unused in this example.

Form view shows execution of form

Report Design

Report Design - choices Report design options

Design view: ‘hand knit’ your own layout - definitely not

recommended.

Report Wizard: powerful tool allows selection of source

tables/queries and fields and constructs complex structured

reports.

AutoReport: produces basic reports using all fields of source

tables/queries.

Label Wizard: facilitates generation of label printout.

Report Design

Design View

Preview

Access only produces printed reports.The preview screen shows only one page of the output.