Discovering the Secrets of   Microsoft Access CompuMaster Seminars
Basics of the Day <ul><li>Timing </li></ul><ul><li>Lunch </li></ul><ul><li>Important Stuff </li></ul><ul><li>10 minute cha...
Objectives <ul><li>Understanding the fundamentals of a relational database </li></ul><ul><li>Become familiar with Access v...
Questions = Ideas
Terminology <ul><li>database - collection of records </li></ul><ul><li>table - group of related records </li></ul><ul><li>...
Terminology <ul><li>reports - best way to print information </li></ul><ul><li>macros - objects that execute actions </li><...
Spreadsheet  vs.  Database <ul><li>no sharing </li></ul><ul><li>limited flexibility </li></ul><ul><li>great graphs </li></...
Plan a successful database <ul><li>1.  Purpose </li></ul><ul><li>2.  Output or results required </li></ul><ul><li>3.  Coll...
Table Tips <ul><li>two ways to create table - wizard / design </li></ul><ul><li>a field or combo of fields with a unique v...
Tables <ul><li>critical foundation of the relational database </li></ul><ul><li>toolbars for primary keys and field builde...
Complete Lab One
Sorting and Filtering <ul><li>sort shows all info in a specific order </li></ul><ul><li>filtering shows only selected info...
Complete Lab Two
More Filtering <ul><li>by form creates a table like window </li></ul><ul><li>by selection tracks info in a datasheet view ...
How to use the information… <ul><li>Office Links commands provide the interface to other software </li></ul><ul><li>Analyz...
Relationships <ul><li>Communication path between tables </li></ul><ul><li>Tools, Relationships or Table wizard </li></ul><...
Queries <ul><li>workhouse of the database </li></ul><ul><ul><li>select certain data from tables </li></ul></ul><ul><ul><li...
Types of Queries <ul><li>select query </li></ul><ul><ul><li>looks like a datasheet </li></ul></ul><ul><li>sort within a qu...
Complete Lab Three
Good Morning!
Forms <ul><li>create via wizard and Modify via design view </li></ul><ul><li>accepting user input </li></ul><ul><ul><li>ca...
Complete Lab Four
Modifying a Form <ul><li>Form header appear & print on the first page </li></ul><ul><ul><li>page header only prints </li><...
Controls <ul><li>Turn on the Toolbox option </li></ul><ul><li>Locate these buttons… </li></ul><ul><ul><li>display/hide fie...
Complete Lab Five
Form Variations <ul><li>Changing the size of graphics </li></ul><ul><ul><li>select the image </li></ul></ul><ul><ul><li>cl...
Reports <ul><li>best way to print information </li></ul><ul><li>modify examples in the design view </li></ul><ul><li>calcu...
Complete Lab Six
Complete page 43
Macro <ul><li>pre-selected actions with a click of a button </li></ul><ul><li>action upon a specific event </li></ul><ul><...
Complete Lab Seven
Create a Macro <ul><li>plan the actions and steps </li></ul><ul><li>select macro tab and new </li></ul><ul><li>choose the ...
Customize a Macro <ul><li>choose View and Toolbars </li></ul><ul><li>choose Customize </li></ul><ul><li>click on Toolbars ...
Modules <ul><li>custom procedures using VBA </li></ul><ul><ul><li>Visual Basic for Applications </li></ul></ul><ul><li>two...
Complete Lab Eight
Integrating with SQL Server <ul><li>powerful SQL database language to process database contained in your tables </li></ul>...
Access as front end SQL server if: <ul><li>ODBC administrator and manager in the operating system </li></ul><ul><li>must a...
Complete Lab Nine select System DSN add a new data source select SQL server option DSN = server lisant
ODBC Drivers <ul><li>network must allow communication between client and server </li></ul><ul><li>ODBC manager and drivers...
More ODBC Drivers <ul><li>Link files when following are true: </li></ul><ul><ul><li>file is larger than maximum capacity o...
Password Protection <ul><li>increase level of security and control </li></ul><ul><li>make backup of database </li></ul><ul...
Complete Lab Ten (part one)
Complete Lab Ten (part two)
Encryption of database <ul><li>indecipherable when opened by third party </li></ul><ul><li>compacts database making it sma...
Complete Lab Ten (part three)
Replication <ul><li>original is the Design Master </li></ul><ul><ul><li>only place can make structural changes </li></ul><...
Web Page Options <ul><li>Turn on the Web toolbar </li></ul><ul><li>Dynamic web pages limited to tables, queries and forms ...
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Access 2 day course

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Access 2 day course

  1. 1. Discovering the Secrets of Microsoft Access CompuMaster Seminars
  2. 2. Basics of the Day <ul><li>Timing </li></ul><ul><li>Lunch </li></ul><ul><li>Important Stuff </li></ul><ul><li>10 minute challenge </li></ul>
  3. 3. Objectives <ul><li>Understanding the fundamentals of a relational database </li></ul><ul><li>Become familiar with Access vast capabilities and flexibility in managing data </li></ul><ul><li>Practical and hands-on approach to master the building blocks of Access </li></ul>
  4. 4. Questions = Ideas
  5. 5. Terminology <ul><li>database - collection of records </li></ul><ul><li>table - group of related records </li></ul><ul><li>relational database </li></ul><ul><li>query - question for extracting information </li></ul><ul><li>form - interface between users and database </li></ul>
  6. 6. Terminology <ul><li>reports - best way to print information </li></ul><ul><li>macros - objects that execute actions </li></ul><ul><li>modules - custom procedures using VBA </li></ul><ul><li>SQL - Structured Query Language </li></ul><ul><li>ODBC - Open database connectivity </li></ul>
  7. 7. Spreadsheet vs. Database <ul><li>no sharing </li></ul><ul><li>limited flexibility </li></ul><ul><li>great graphs </li></ul><ul><li>More than one person needs access to info at once </li></ul><ul><li>complex data validation </li></ul><ul><li>security levels </li></ul><ul><li>replication - copies of the master database </li></ul>
  8. 8. Plan a successful database <ul><li>1. Purpose </li></ul><ul><li>2. Output or results required </li></ul><ul><li>3. Collect information needed - all levels </li></ul><ul><li>4. What tables are needed? </li></ul><ul><li>What field codes are needed? </li></ul><ul><li>How do the tables share information? </li></ul><ul><li>5. Redefine the design </li></ul>
  9. 9. Table Tips <ul><li>two ways to create table - wizard / design </li></ul><ul><li>a field or combo of fields with a unique value </li></ul><ul><li>simplest data for speed </li></ul><ul><li>must have one primary key field or auto-numbering (1,2,3,4…) </li></ul>
  10. 10. Tables <ul><li>critical foundation of the relational database </li></ul><ul><li>toolbars for primary keys and field builder </li></ul><ul><li>data entry section defines the information </li></ul><ul><li>field properties </li></ul><ul><ul><li>field size </li></ul></ul><ul><ul><li>decimals </li></ul></ul><ul><ul><li>input masks </li></ul></ul><ul><ul><li>required </li></ul></ul><ul><ul><li>lookup options </li></ul></ul>
  11. 11. Complete Lab One
  12. 12. Sorting and Filtering <ul><li>sort shows all info in a specific order </li></ul><ul><li>filtering shows only selected info </li></ul><ul><ul><li>cannot save a filter </li></ul></ul><ul><ul><li>narrow without altering info </li></ul></ul><ul><ul><li>undo will correct </li></ul></ul>
  13. 13. Complete Lab Two
  14. 14. More Filtering <ul><li>by form creates a table like window </li></ul><ul><li>by selection tracks info in a datasheet view </li></ul><ul><li>by excluding selection </li></ul><ul><li>advance filter/sort </li></ul><ul><ul><li>uses several criteria </li></ul></ul><ul><ul><li>sorts into pre-defined order </li></ul></ul>
  15. 15. How to use the information… <ul><li>Office Links commands provide the interface to other software </li></ul><ul><li>Analyze it with MS Excel </li></ul><ul><li>Merge it with MS Word </li></ul><ul><li>Publish it with MS Word </li></ul><ul><li>… and beyond Office with Get External Data </li></ul>
  16. 16. Relationships <ul><li>Communication path between tables </li></ul><ul><li>Tools, Relationships or Table wizard </li></ul><ul><li>Types of relationships </li></ul><ul><ul><li>one to one </li></ul></ul><ul><ul><li>one to many (middle button in dialog box) </li></ul></ul>
  17. 17. Queries <ul><li>workhouse of the database </li></ul><ul><ul><li>select certain data from tables </li></ul></ul><ul><ul><li>update data </li></ul></ul><ul><ul><li>delete data from tables </li></ul></ul><ul><ul><li>create a new table from query results </li></ul></ul><ul><li>can be written in SQL </li></ul>
  18. 18. Types of Queries <ul><li>select query </li></ul><ul><ul><li>looks like a datasheet </li></ul></ul><ul><li>sort within a query </li></ul><ul><ul><li>left to right priority </li></ul></ul><ul><li>calculate with crosstab query </li></ul><ul><ul><li>vertical axis is first choice </li></ul></ul><ul><ul><li>horizontal axis is second choice </li></ul></ul><ul><ul><li>choose calculation </li></ul></ul>
  19. 19. Complete Lab Three
  20. 20. Good Morning!
  21. 21. Forms <ul><li>create via wizard and Modify via design view </li></ul><ul><li>accepting user input </li></ul><ul><ul><li>can limit to certain data </li></ul></ul><ul><li>controls provide navigation </li></ul><ul><ul><li>bound are found for all displayed data fields </li></ul></ul><ul><ul><li>unbound are for identifications or calculations </li></ul></ul>
  22. 22. Complete Lab Four
  23. 23. Modifying a Form <ul><li>Form header appear & print on the first page </li></ul><ul><ul><li>page header only prints </li></ul></ul><ul><li>Detail </li></ul><ul><li>Form footer appear & print on the last page </li></ul><ul><ul><li>page footer only prints </li></ul></ul>
  24. 24. Controls <ul><li>Turn on the Toolbox option </li></ul><ul><li>Locate these buttons… </li></ul><ul><ul><li>display/hide field list from the tool bar </li></ul></ul><ul><ul><li>option group for option buttons / check boxes </li></ul></ul><ul><ul><li>combo box </li></ul></ul><ul><ul><li>command button </li></ul></ul><ul><ul><li>tab control </li></ul></ul>
  25. 25. Complete Lab Five
  26. 26. Form Variations <ul><li>Changing the size of graphics </li></ul><ul><ul><li>select the image </li></ul></ul><ul><ul><li>click on properties </li></ul></ul><ul><ul><li>choose size mode option </li></ul></ul><ul><li>Switchboard Manager </li></ul><ul><li>Create a form with multiple buttons </li></ul><ul><ul><li>open Access automatically with form by defining a macro </li></ul></ul><ul><ul><li>customize the start menu of Windows 95 </li></ul></ul>
  27. 27. Reports <ul><li>best way to print information </li></ul><ul><li>modify examples in the design view </li></ul><ul><li>calculations in unbounded fields </li></ul>
  28. 28. Complete Lab Six
  29. 29. Complete page 43
  30. 30. Macro <ul><li>pre-selected actions with a click of a button </li></ul><ul><li>action upon a specific event </li></ul><ul><li>automate time consuming tasks </li></ul><ul><li>ensures consistency </li></ul><ul><li>automate export and import functions </li></ul>
  31. 31. Complete Lab Seven
  32. 32. Create a Macro <ul><li>plan the actions and steps </li></ul><ul><li>select macro tab and new </li></ul><ul><li>choose the action column </li></ul><ul><li>use the action arguments to define </li></ul>
  33. 33. Customize a Macro <ul><li>choose View and Toolbars </li></ul><ul><li>choose Customize </li></ul><ul><li>click on Toolbars and select Commands </li></ul><ul><li>select All Macros and the specific macro </li></ul><ul><li>drag to the toolbar </li></ul><ul><li>select Modify Selection </li></ul><ul><li>“On Action” should list the macro’s name </li></ul>
  34. 34. Modules <ul><li>custom procedures using VBA </li></ul><ul><ul><li>Visual Basic for Applications </li></ul></ul><ul><li>two ways to create module as object or as part of a form or report </li></ul>
  35. 35. Complete Lab Eight
  36. 36. Integrating with SQL Server <ul><li>powerful SQL database language to process database contained in your tables </li></ul><ul><li>SQL vs. Query Design view </li></ul><ul><ul><li>greater amount of control over variables </li></ul></ul><ul><ul><li>can work with other databases if ODBC compliant </li></ul></ul><ul><ul><li>selecting the right tool </li></ul></ul>
  37. 37. Access as front end SQL server if: <ul><li>ODBC administrator and manager in the operating system </li></ul><ul><li>must add the most recent drivers </li></ul>
  38. 38. Complete Lab Nine select System DSN add a new data source select SQL server option DSN = server lisant
  39. 39. ODBC Drivers <ul><li>network must allow communication between client and server </li></ul><ul><li>ODBC manager and drivers </li></ul><ul><li>Import when: </li></ul><ul><ul><li>file is small and not frequently used by others </li></ul></ul><ul><ul><li>do not need to share </li></ul></ul><ul><ul><li>replacing previous version of a database </li></ul></ul>
  40. 40. More ODBC Drivers <ul><li>Link files when following are true: </li></ul><ul><ul><li>file is larger than maximum capacity of local Access size 1 GB </li></ul></ul><ul><ul><li>changed often by users of other applications </li></ul></ul><ul><ul><li>allows several users access and offering updates as develop </li></ul></ul>
  41. 41. Password Protection <ul><li>increase level of security and control </li></ul><ul><li>make backup of database </li></ul><ul><li>all objects must be closed </li></ul><ul><li>hide objects in forms </li></ul><ul><li>set limitations to certain users </li></ul>
  42. 42. Complete Lab Ten (part one)
  43. 43. Complete Lab Ten (part two)
  44. 44. Encryption of database <ul><li>indecipherable when opened by third party </li></ul><ul><li>compacts database making it smaller and more secure </li></ul><ul><li>close any database files open </li></ul><ul><li>Tools, Security, Encrypt </li></ul>
  45. 45. Complete Lab Ten (part three)
  46. 46. Replication <ul><li>original is the Design Master </li></ul><ul><ul><li>only place can make structural changes </li></ul></ul><ul><li>Tools, Replication, Create Replica </li></ul><ul><li>Tools, Replication, Synchronize for update </li></ul>
  47. 47. Web Page Options <ul><li>Turn on the Web toolbar </li></ul><ul><li>Dynamic web pages limited to tables, queries and forms </li></ul><ul><li>Static web pages for reports only </li></ul><ul><li>Use Send command to update internet service provider </li></ul>
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