Microsoft Office Access 2003 Tutorial for Beginners


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Microsoft Office Access 2003 Tutorial for Beginners

  1. 1. Aimina Zalfa Salsabila – Sasha Y7For beginnersAccessisan interactive, relational databasemanagement system. A databaseisan organized collection of datastored in categoriesthat areaccessiblein alogical or practical manner. Relational databasesenabledatato bestored inmultipletableslinked together viadataindexes. Thismakesworking with thedatafaster and easier. Onceentered into thedatabase, thedatamay bemanipulated or viewed in variouswayssuch asby sorting or by specially set-up queriesand reports.
  2. 2. FIRSTLY…..he green “Start” button, go to “All Programs”, click “Microsoft Office”,earch for “Microsoft Office Access 2003” and click it once.
  3. 3. ening Access, you will be presented with the window shown like this…3. If you want to edit an existing database, you can either go to “File”, andthen click “Open”. Actually there are 2 option. You also can move your cursorto the lower right – hand side and click “Open”.
  4. 4. te a database?eed to go to “File”, then click “New”, or move your cursor to the lower right side toe a new file”. And as you can see, you will see this five option menu…ust to save an Access database before you start working on it. So first, you need todatabase…” in the first option. And in the New Database dialogue box, type a name in” then click “Create”.And it will be like this (A new database are created)
  5. 5. There are 7 Database Components….1. Tables• Tables are where the actual data is defined and entered. Tables consist of records (rows) andfields (columns).2. Queries• A query consists of specifications indicating which fields, records, and summaries you want tosee from a database. Queries allow you to extract data based on the criteria you define.3. Forms• Forms are designed to ease the data entry process. For example, you can create a data entryform that looks exactly like a paper form.4. Reports• When you want to print a records from your database, first you need to design a report. Accessalso have a wizard to help produce mailing labels.5. Pages• A data access page is a special type of Web page designed for viewing and working with datafrom the Internet or an intranet. This data is stored in a Microsoft Access database or aMicrosoft SQL Server database.6. Macros• A macro is a set of one or more actions that each performs a particular operation, such asopening a form or printing a report. Macros can help you automate common tasks.
  6. 6. Creating Tables in Design View…6. By clicking the Table tab on the left hand side, you will find Access provides three ways tocreate a table for which there are icons in the Database window.• Create Table in Design view will allow you to create the fields of the table.• Create table by using wizard will step you through the creation of a table.• Create table by entering data will give you a blank datasheet with unlabelled columns thatlooks much like an Excel worksheet.7. So you need to “double click” on Create table in Design view displays the “TableDesign” screen where you define fields for your table.A top pane is for entering the field name,data type, and an option description ofthe field.A bottom pane for specifying field properties.
  7. 7. 8. Every table always consists of fields. For each field, specify the name of the field, thetype of data, and any description needed to determine what data the field contains.Pressing the Tab key moves the cursor from one column to the next in the Table Designscreen.9. Each table in your database should have a “primary key.” A primary key is a field thatuniquely identifies each record in the database. To set the primary key for your table,highlight the key field and choose “Primary Key” from the Edit menu.10. When the primary key is set, you should find a littlekey icon next to the field name on the left side.
  8. 8. 11. As a final step, the table must be saved. Pull down the File Menu to chooseSave. Then click OK 12 . Yes, now you already created a new table and it’s already. Then you need toSwitch back to Access main screen by pulling down the File menu and choosingClose.And it will be like this…
  9. 9. Now, how to enter the data??14. So for example, the result will be like this. To enter the data, all you need to do now isclick the mouse in the field you want to enter and type it. Press the “Tab” key to movefrom field to field. When you are in the last field of a record, pressing the Tab keyautomatically creates a new record for you.13. After you have defined fields in the table, you can enter data. Highlight the table,choose “Open” from the database windows menu bar.
  10. 10. 15. Use the “Datasheet View” to add, delete, and move records.16. To save your new data, pull down the “File” menu and click “Save”. Or to navigate theother records in the table, use the navigation bar at the bottom of the screen.How to sorting and searching your records????1. Sorting Records*To sort records by a particular field, select the field you want to sort. From the Records menu, select“Quick Sort” then choose either Ascending or Descending order.2. Finding RecordsIf you want to locate a record that contains a certain name or date use the Find command on the Editmenu. Type the search string in the Find What box and click Find First. Access will highlight the firstrecord that contains the search string.
  11. 11. Table Relationship17. Click the“Relationships” button on thetoolbar.18. From theShow Tablewindow (click theShow Tablebutton on thetoolbar to makeit appear),doubleclick on thenamesof thetablesyou would liketo includein therelationships. When youhavefinished adding tables, click “Close”.19. To link fieldsin two different tables, click and drag afield from onetableto thecorrespondingfield on theother tableand releasethemousebutton. The“Edit Relationships” window willappeared. From thiswindow, select different fieldsand an option from “EnforceReferentialIntegrity” if necessary.20. Check the“EnforceReferential Integrity” box to ensurethat therelationshipsarevalid and thatthedataisnotaccidentally deleted when dataisadded, edited, or deleted. Click “Create” to createthelink.
  12. 12. is, as you can see a line now connects the two fields in theRelationships windows. Close thsave the changes to the “Relationships” layout.How to create the queries?22. To make a queries, click on the “New” button in the database window . Choose“Design View”, then click “OK”.23. In the Show Table dialog box, you will be asked to choose a table for thequery. Select the table you want to query and click “Add”.
  13. 13. 24. Add fields from the tables to the new query by double-clicking the field name in the tableboxes or selecting the field from the Field and Table drop-down menus on the query form.25. Enter the criteria for the query in the Criteria field. The Expression Builder can also be usedto assist in writing the expressions in the Criteria field.26. After you have selected all of the fields and tables, click the “Run” button on the Toolbar.27. Choose “Save” from the “File” menu to save a query for later execution.