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Training Ms Access 2007

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COBIMET MS Access Training

COBIMET MS Access Training

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  • 1. Instructor: Eng. Juan E. Crespo Introduction to MS Access 2007 Copyright Crespo Technology Services Group, Inc.
  • 2. Course Outline
    • Lesson 1: Exploring the Microsoft® Office Access™ 2007 Environment
      • Examine Database Concepts
      • Explore the User Interface
      • Explore the Ribbon
      • Customize the Access Environment
      • Obtain Help
      • Use an Existing Access Database
    • Lesson 2: Designing a Database
      • Describe the Relational Database Design Process
      • Define Database Purpose
      • Review Existing Data
      • Determine Fields
      • Group Fields into Tables
      • Normalize Data
      • Designate Primary and Foreign Keys
      • Determine Table Relationships
    • Lesson 3: Building a Database
      • Create a New Database
      • Create a Table
      • Manage Tables
      • Create a Table Relationship
      • Save a Database as a Previous Version
    • Lesson 4: Managing Data in a Table
      • Modify Table Data
      • Sort Records
      • Work with Subdatasheets
    • Lesson 5: Querying a Database
      • Filter Records
      • Create a Query
      • Add Criteria to a Query
      • Add a Calculated Field to a Query
      • Perform Calculations on a Record Grouping
    • Lesson 6: Designing Forms
      • View Data Using an Access Form
      • Create a Form
      • Modify the Design of a Form
    • Lesson 7: Generating Reports
      • View an Access Report
      • Create a Report
      • Add a Custom Calculated Field to a Report
      • Format the Controls in a Report
      • Apply an AutoFormat to a Report
      • Prepare a Report for Print
    Copyright Crespo Technology Services Group, Inc.
  • 3. Exploring the Microsoft® Office Access™ 2007 Environment Copyright Crespo Technology Services Group, Inc.
  • 4. Database Concepts
    • Terms
      • Database: collection of objects that allow you to store data, organize it and retrieve it in any way you want. It may contain:
        • Tables: structure that allow you to organize the data so that it's easy to find later
        • Forms: let you input the data into the tables
        • Reports: print selected information from the tables
      • Relational Database: stores data in various interrelated tables where data is stored, accessed and presented without affecting the structure
    Copyright Crespo Technology Services Group, Inc.
  • 5. Database Concepts Copyright Crespo Technology Services Group, Inc. Last Name First Name Student ID City Pérez Juan 101010 Utuado Crespo Carlos 802-91-2515 Aguadilla
  • 6. Database Concepts
    • Database Design
      • Reason for the database: There are usually two reasons for a database:
        • Data management: Add, remove or modify data
        • Data analysis: Analyze information and trends
      • Database content
    Copyright Crespo Technology Services Group, Inc.
  • 7. Explore the User Interface
    • MS Access 2007 is a Database Management System
    • It allows the user to:
      • Retrieve and update data
      • Present data sorted or grouped
      • Import or export data from various sources including the Internet
    Copyright Crespo Technology Services Group, Inc.
  • 8. Explore the User Interface
    • The user interface is composed of:
      • Office button
      • Quick access tool bar
      • The ribbon
      • The navigation pane
      • The MS Office window frame
      • Dialog box launcher
    Copyright Crespo Technology Services Group, Inc.
  • 9. Explore the User Interface Copyright Crespo Technology Services Group, Inc.
  • 10. Explore the User Interface Copyright Crespo Technology Services Group, Inc.
  • 11. Explore the Ribbon
    • Home Tab
      • Views
      • Clipboard
      • Font
      • Rich Text
      • Records
      • Sort & Filter
      • Find
    Copyright Crespo Technology Services Group, Inc.
  • 12. Explore the Ribbon
    • Create Tab
      • Tables
      • Forms
      • Reports
      • Other
    Copyright Crespo Technology Services Group, Inc.
  • 13. Explore the Ribbon
    • External Data Tab
      • Import
      • Export
      • Collect Data
      • SharePoint List
    Copyright Crespo Technology Services Group, Inc.
  • 14. Explore the Ribbon
    • Database Tools Tab
      • Macro
      • Show/Hide
      • Analyze
      • Move Data
      • Database Tools
    Copyright Crespo Technology Services Group, Inc.
  • 15. Use an Existing Database
    • Tables are composed of three elements
      • Fields: these are the table columns
      • Records: these are the table rows
      • Values: A single piece of data
    Copyright Crespo Technology Services Group, Inc. Student ID Last Name First Name 101010 Pérez Juan 802-91-2154 Crespo Carlos 010101 Campos Diana
  • 16. Use an Existing Database
    • Queries
      • Request Information
      • Requires fields and table names
      • Can include conditions
      • Can be reused
      • Can perform calculations
    Copyright Crespo Technology Services Group, Inc. Student ID Last Name First Name 101010 Pérez Juan 802-91-2154 Crespo Carlos 010101 Campos Diana
  • 17. Use an Existing Database
    • Recordset
      • Is a table
      • Displays smaller set of records
      • Can come from a table or query
    Copyright Crespo Technology Services Group, Inc. Last Name First Name Dept. Crespo Carlos IS Campos Diana IS Student ID Last Name First Name Birth Date Dept. City 101010 Pérez Juan 01/01/70 HUM Utuado 802-91-2154 Crespo Carlos 07/16/73 IS Aguadilla 010101 Campos Diana 03/20/78 IS Lares 123456 Figueroa Ricardo 10/31/76 ADM Coamo 131313 Rivera David 11/02/80 ADM Utuado
  • 18. Use an Existing Database
    • Forms
      • Used to display and edit data
      • Based on tables or queries
      • Can be customized
      • Can include
        • Calculations
        • Graphics
        • Other objects
    Copyright Crespo Technology Services Group, Inc.
  • 19. Use an Existing Database
    • Report
      • Screen output of data
      • Presented as specified by the user
      • Data comes from tables or queries
      • Can perform calculations and display results
      • Can be printed
    Copyright Crespo Technology Services Group, Inc.
  • 20. Customize the Access Environment
    • Can be found on the MS Office button
    Copyright Crespo Technology Services Group, Inc.
  • 21. Customize the Access Environment
    • Various options to customize the MS Access environment
      • Database objects
      • Security
      • Quick Access toolbar
    Copyright Crespo Technology Services Group, Inc.
  • 22. Obtain Help
    • Access Help
      • Complete manual on features
      • Quick and easy access to answers
    Copyright Crespo Technology Services Group, Inc.
  • 23. Design a Database Copyright Crespo Technology Services Group, Inc.
  • 24. Relational Database Designing Process
    • Sequential process for developing a database plan
    • This process consists of seven steps
      • Database purpose
      • Review existing data
      • Create list of fields
      • Organize fields into tables
      • Enter sample data and verify if changes are required
      • Designate primary and foreign keys
      • Determine table relationships
    Copyright Crespo Technology Services Group, Inc.
  • 25. Define Database Purpose
    • Statement of purpose
      • Defines the scope of a database
      • Helps guide the design
      • Implies the kind of data
      • Determine the probable users
    Copyright Crespo Technology Services Group, Inc.
  • 26. Review Existing Data
    • Relevant data to the statement of purpose
    • Can be in paper or electronic
      • Paper
        • Internal Business Forms
        • Government Forms
        • Invoices
      • Electronic
        • Spreadsheets
        • Word documents
        • Databases (Access, MS SQL, Oracle, etc.)
        • Web pages
    Copyright Crespo Technology Services Group, Inc.
  • 27. Determine Fields
    • The required fields depend on the information required by the user
      • Reports
      • Summary information
    Copyright Crespo Technology Services Group, Inc.
  • 28. Group Fields Into Tables
    • Business Rules
      • Policies and procedures that govern operation of an organization
      • Define methods for data entry in a database
      • Define a standard naming convention for objects. Example: Student name object can be S_Fname and the lastname can be S_Lname
    Copyright Crespo Technology Services Group, Inc.
  • 29. Database Design
    • Class Exercise
      • You are required to develop a database to keep track of the books being lent by the university library.
      • Assumptions
        • Only students are allowed to take books
        • The books can only be lent for two weeks
        • No other service will be tracked through this database
    Copyright Crespo Technology Services Group, Inc.
  • 30. Database Design
    • Class Exercise
      • Develop a list of data required for this database
        • How many tables are required? Why?
        • What information is required for each table?
    Copyright Crespo Technology Services Group, Inc.
  • 31. Normalize Data
    • Normalization
      • Process organizing data in a database
      • Optimizes table structure
      • Refining database by reducing complex data into simple table structures
    • Optimizes by
      • Eliminate redundancy
      • Eliminate inconsistency dependency between tables
    Copyright Crespo Technology Services Group, Inc.
  • 32. Normalize Data
    • Break data into smallest values possible
    • Assure data is not repeated
    • Break repeated data into separate tables
    • Avoid empty fields as much as possible
    • Consistent references in tables (naming convention)
    Copyright Crespo Technology Services Group, Inc.
  • 33. De-normalization
    • Definition
      • Combining tables into a bigger table
    • Uses
      • Make queries run faster
      • Keep similar data together
      • Keep table structure simple
    Copyright Crespo Technology Services Group, Inc.
  • 34. Designate Primary and Foreign Keys
    • Primary Key
      • Field with unique values
      • Values identify each record
      • Used to create relationships between tables
      • Can be of any data type except memo, OLE or Attachment
      • Can never be blank
      • Values do not change or have duplicates
    Copyright Crespo Technology Services Group, Inc.
  • 35. Designate Primary and Foreign Keys
    • Composite Key
      • Made of the union of two unique fields
    • Foreign Key
      • Field that relates to primary key of another table
    • Primary key acts as record index
    • Helps implement relationship between tables
    • Foreign key helps establish relationship with primary key
    Copyright Crespo Technology Services Group, Inc.
  • 36. Designate Primary and Foreign Keys
    • Class Exercise
      • Define a primary and foreign key for each table. This field identifies each individual in a unique way.
      • List any field that contains a limited list of items. Example: City or state.
      • Define default values when possible. Example: 90% of students will be from PR.
    Copyright Crespo Technology Services Group, Inc.
  • 37. Determine Table Relationships
    • Representation of association among data contained within tables
    • Helps poll matching fields
    • One-to-one relationship
      • Primary key and foreign key are unique
    • One-to-many relationship
      • Primary key unique with many foreign key values
    Copyright Crespo Technology Services Group, Inc.
  • 38. Building a Database Copyright Crespo Technology Services Group, Inc.
  • 39. Create a Database
    • To create a database
      • Open Access 2007
      • In the Getting Started screen select blank database
      • Write database name and select location.
      • Press Create
    Copyright Crespo Technology Services Group, Inc.
  • 40. Create a Table
    • Access creates a new table when a new blank database is created
    • New tables can be created by selecting the table icon on the Create tab
    Copyright Crespo Technology Services Group, Inc.
  • 41. Table Views
    • Tables can be viewed in several ways. The two most common views are:
      • Datasheet: This is the default view and presents record values
      • Design: This presents the table and field properties but does no present record values
    Copyright Crespo Technology Services Group, Inc.
  • 42. Field Insertion Feature
    • Allows adding new fields from datasheet view
      • Write the field name in the column header
      • Repeat for each field
    Copyright Crespo Technology Services Group, Inc.
  • 43. Data Types
    • Text: Contains characters up to 255
    • Memo: Advanced text field. Can hold up to 2 GB of data with rich text formatting
    • Numbers: Numeric values up to 16 bytes
    • Date/Time: Stores and manipulates date and time values
    • Currency: Monetary values
    • AutoNumber: Automatically creates a numeric value with new records. Are usually used as primary keys.
    • Yes/No: Boolean information (true or false)
    • Hyperlink: Stores web addresses
    • Attachment: Add files to a record
    • Multivalued: Can have more than one value
    Copyright Crespo Technology Services Group, Inc.
  • 44. New Fields
    • Fields can be added through:
      • Field insertion feature
      • Design view
    • Multivalued fields are added through the Lookup Wizard
    Copyright Crespo Technology Services Group, Inc.
  • 45. Creating Tables
    • Create the tables for the books circulation class exercise
    • Use the datasheet view as well as the design view
    Copyright Crespo Technology Services Group, Inc.
  • 46. Table Maintenance
    • Tables can be:
      • Deleted
      • Renamed
      • Exported
      • Add a description in the Table Properties Dialog
    Copyright Crespo Technology Services Group, Inc.
  • 47. Table Properties
    • Allows for a detailed description of the table
    • Presents information about the table
      • Create date
      • Modified date
    • Allows to hide a table
    • Allows for row tracking when used by multiple simultaneous users
    Copyright Crespo Technology Services Group, Inc.
  • 48. Referential Integrity
    • Process to ensure data validity across two tables
    • It is enforced by ensuring values in a foreign field have corresponding values in the primary key
    • Referential integrity prevents the entering of invalid data
    • Benefits of Referential Integrity
      • Avoid data loss
      • Avoid updating data
    Copyright Crespo Technology Services Group, Inc.
  • 49. Referential Integrity
    • Referential integrity between two table can be set if:
      • Both tables are in the same database
      • The matching field is a primary key in one table or has a unique index
      • The related fields have the same data type
    Copyright Crespo Technology Services Group, Inc.
  • 50. Table Relationships
    • In the Database Tools tab select relationships
    • If no relationship exists, Access brings the Show Tables or Queries dialog to add them to the relationship
    • Once added, drag the primary key to the foreign key.
    • This brings the Edit relationships dialog
    • Referential integrity can be enforced here
    • A line is drawn between tables to indicate relationship
    Copyright Crespo Technology Services Group, Inc.
  • 51. Table Relationships
    • Create the table relationships for the books circulation class exercise
    • Enforce referential integrity as required
    Copyright Crespo Technology Services Group, Inc.
  • 52. Save a Database in a Previous Version
    • In the Office Button menu select Save As
    • There are several database format available :
      • Access 2007
      • Access 2002-2003
      • Access 2000
    Copyright Crespo Technology Services Group, Inc.
  • 53. Managing Data in a Table Copyright Crespo Technology Services Group, Inc.
  • 54. Modifying Data
    • Users can:
      • Search for records
      • Replace Data in records
      • Add records
      • Delete Records
      • Modify Records
    Copyright Crespo Technology Services Group, Inc.
  • 55. Find Command
    • Helps locate specific data.
    • Has various find options
    Copyright Crespo Technology Services Group, Inc.
  • 56. Replace Command
    • Helps replace specific data with new data
    • Has various replace options
    Copyright Crespo Technology Services Group, Inc.
  • 57. Totals Features
    • Provides simple math functions to the tables
    Copyright Crespo Technology Services Group, Inc.
  • 58. Sorting Records
    • Can sort data
      • Ascending
      • Descending
    • The order is based on
      • Numeric information
      • Alphanumeric information
    Copyright Crespo Technology Services Group, Inc.
  • 59. Subdatasheets
    • Datasheet nested within another datasheet
    • Contains data related to the first datasheet
    • Subdatasheet presence is indicated by + sign on the row
    Copyright Crespo Technology Services Group, Inc.
  • 60. Copyright Crespo Technology Services Group, Inc.
  • 61. Managing Data
    • Class Exercise
      • Fill the created tables with at least 10 records each
      • Delete at least 1 record from each table
      • Modify at least 1 record from each table
    Copyright Crespo Technology Services Group, Inc.
  • 62. Queriyng a Database Copyright Crespo Technology Services Group, Inc.
  • 63. Querying a Database
    • Looking for data in a database is difficult unless there is mechanism for extracting and isolating is
    • A database is effective when data can be retrieved as easily as it was entered
    • Queries greatly reduce the data retrieval time
    Copyright Crespo Technology Services Group, Inc.
  • 64. Filter Feature
    • Display only the records that match your criteria
    • Filter data based on the values in a column
    • Filter by:
      • Text for the text data type
      • Number filters for the number data type
      • Date filters for the date data type
    • Multiple filters can be applied to a table at the same time.
    Copyright Crespo Technology Services Group, Inc.
  • 65. Query Wizard
    • Select Query Wizard
    • Select type of query
    • Select query fields
    • Request query detail
    • Add title. Click Finish
    • Query result shown
    Copyright Crespo Technology Services Group, Inc.
  • 66. Query Types
    • Simple: Can select fields from multiple tables and queries
    • Crosstab: Can perform simple calculations
    • Find duplicates: Can find duplicate field values
    • Find unmatched: Finds records in a table with no related records on another table
    Copyright Crespo Technology Services Group, Inc.
  • 67. Query Design Context Tab
    • Query Design
      • Results
      • Query Type
      • Query Setup
      • Show/Hide
    Copyright Crespo Technology Services Group, Inc.
  • 68. Query Object Views
    • Design View
    • SQL View
    • Datasheet View
    • PivotTable View
    • PivotChart View
    Copyright Crespo Technology Services Group, Inc.
  • 69. Show Tables Dialog Box
    • The Show Tables dialog box is found on the Query Design Context Tab
    • The user can select to view:
      • Tables
      • Queries
      • Both
    Copyright Crespo Technology Services Group, Inc.
  • 70. Create a Query
    • Class Exercise
      • Create a query of students
      • Create a query of books
    Copyright Crespo Technology Services Group, Inc.
  • 71. Query Criteria
    • Search condition to retrieve specific information
    • These are used to compare criteria value with values in the column
    • Calculations can also be performed
    Copyright Crespo Technology Services Group, Inc.
  • 72. Comparison Operators
    • Symbols used to compare two values
    • When set in criterion establishes results after comparison
    • The result is always a true or false
    Copyright Crespo Technology Services Group, Inc.
  • 73. List of Comparison Operators
    • = : Equals
    • < : Less than
    • <= : Less than or equal to
    • > : Greater than
    • >= : Greater than or equal to
    • <> : Not equal to
    • Between And : Within a range
    • Is Null : Null values
    Copyright Crespo Technology Services Group, Inc.
  • 74. Conditional Operators
    • Test for the truth of a comparison
    • The result is always a true or false
    • Parenthesis can be used to change the order of evaluation
    Copyright Crespo Technology Services Group, Inc.
  • 75. List of Conditional Operators
    • AND : True if both conditions are true
      • Example: >2 AND <>10
    • OR : True if either condition is true
      • Example: <10 OR >100
    • NOT : True if the single instance is not true
      • Example: Not Between 2 and 10
    Copyright Crespo Technology Services Group, Inc.
  • 76. Create a Query
    • Class Exercise
      • Create a query of students that have books out
      • Create a query of books that are past due to be returned
    Copyright Crespo Technology Services Group, Inc.
  • 77. Calculated Fields
    • Values come from calculations with other fields
    • Are not entered by the user but are created when query runs
    • The values may change if the expression is changed
    Copyright Crespo Technology Services Group, Inc.
  • 78. Arithmetic Operators Copyright Crespo Technology Services Group, Inc. Arithmetic Operator Description Example + Addition value1 + value 2 - Subtraction value1 - value 2 * Multiplication value1 * value 2 / Division value1 / value 2
  • 79. Expressions
    • Values come from calculations with other fields
    • Are not entered by the user but are created when query runs
    • The values may change if the expression is changed
    Copyright Crespo Technology Services Group, Inc.
  • 80. Expression Builder
    • Allows users to select objects and use operators and functions to build formulas
    • These can be used in queries or reports
    Copyright Crespo Technology Services Group, Inc.
  • 81. Property Sheet Pane
    • Allows users to set properties to objects
    • These properties can be of Structure, appearance and behavior
    • Features include Description, Format, Decimal Places, Input Mask, Caption and Mart Tags
    Copyright Crespo Technology Services Group, Inc.
  • 82. Group by Functions
    • Perform calculations on a group of values
    • Can be used with any number of values and result in a single value
    • Aggregate functions are used to group records in all databases
    Copyright Crespo Technology Services Group, Inc.
  • 83. Designing Forms Copyright Crespo Technology Services Group, Inc.
  • 84. Designing Forms
    • Datasheet view
      • Can be difficult to view large amounts data
      • Searching can be time consuming
      • Can lead to errors by misreading a value
    • Access forms
      • Allows to view and edit one record at a time
      • Is easier to view
    Copyright Crespo Technology Services Group, Inc.
  • 85. Form Views Copyright Crespo Technology Services Group, Inc. View Description Design A static view that helps design a form. Form A dynamic view data within the developed form Layout An interactive and dynamic view that you can use to create a form
  • 86. Form Sections
    • Perform calculations on a group of values
    • Can be used with any number of values and result in a single value
    • Aggregate functions are used to group records in all databases
    Copyright Crespo Technology Services Group, Inc.
  • 87. Group by Functions
    • Header: Displays Title
    • Detail: Displays fields
    • Footer: Displays additional information
    Copyright Crespo Technology Services Group, Inc.
  • 88. Form Creation Tools Copyright Crespo Technology Services Group, Inc. Form Creation Tool Description Form Creates a form with all fields in a table Form Design Helps you create a form in Design view Split Form Lets you view the form in Form view and Datasheet view simultaneously Multiple Items Lets you view multiple records from the table in the form of a spreadsheet PivotChart Helps you create a form in PivotChart view Blank Form Use a blank form to build a form from scratch Form Wizard A tool that helps you through the process of creating a form
  • 89. Modifying the Design of a Form
    • Can be dome by modifying the TAB order
    • Add, delete or modify controls
      • Bound: Associated to a field in the table or query
      • Unbound: Not associated with data
      • Calculated: Displays data obtained by evaluating an expression
    Copyright Crespo Technology Services Group, Inc.
  • 90. Generating Reports Copyright Crespo Technology Services Group, Inc.
  • 91. Report Views Copyright Crespo Technology Services Group, Inc. View Description Design Ability to add, modify or delete controls. Cannot view data. Report View data without ability to make changes to controls Layout View data and ability to make changes to controls Print Preview Check how the report will print
  • 92. Report Sections
    • Header: Displays Title
    • Detail: Displays fields
    • Footer: Displays additional information
    Copyright Crespo Technology Services Group, Inc.
  • 93. Report Creation Tool Copyright Crespo Technology Services Group, Inc. View Description Report Creates a report with all the fields Blank Report Create a blank report from scratch Report Design Helps you create a report in Design view Report Wizard Helps create a report by following step-by-step instructions
  • 94. Report Creation Wizard Copyright Crespo Technology Services Group, Inc.
  • 95. Report Printing Copyright Crespo Technology Services Group, Inc.