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Access 2 day course

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Transcript

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

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