MICROSOFT OFFICE ACCESS
- Is known as a desktop database system because its functions are intended to be run from a
- Uses database – a collection of data and objects related to a particular subject, which is
organized and categorized by tables
- It is a Relational Database Management System (RDBMS), because it stores information in
multiple related tables and can be treated as a single storage area and pull information
electronically from different tables in whatever order meets your needs; designed primarily
for home or small business usage
- Previously known as Microsoft Access, is a database management system from Microsoft
that combines the relational Microsoft Jet Database Engine with a graphical user interface
and software-development tools.
MS ACCESS Features
- Users can create tables, queries, forms and reports, and connect them together with
Macros in Access can be thought of as a simplified programming language which you
can use to add functionality to your database. It contains actions that perform tasks,
such as opening a report, running a query, or closing the database. Most database
operations that you do manually can be automated by using macros.
- Access also has report creation features that can work with any data sources that Access
- Other features include: the import and export of data to many formats including Excel,
Outlook, ASCII, dBase, Paradox, FoxPro, SQL Server, Oracle, ODBC, etc.
- It also has the ability to link to data in its existing location and use it for viewing, querying,
editing, and reporting.
- It can perform heterogeneous joins between data sets stored across different platforms. It
is often used by people downloading data from enterprise level databases for manipulation,
analysis, and reporting locally.
- Microsoft Access offers parameterized queries. These queries and Access tables can be
referenced from other programs like VB6 and .NET through DAO or ADO. From MS Access,
VBA can reference parameterized stored procedures via ADO.
- Microsoft Access is a file server-based database. Unlike client-server relational database
management systems, Microsoft Access does not implement database triggers, stored
procedures, or transaction logging.
MS Access vs MS Excel
all information has a one-to-one relationship
like multiple spreadsheets that are connected to one another
Printed Phone Directory (White Pages)
Flat Database: one-to-one relationships
Relational Database: Many-to-many relationships
** Library patrons check out many books
** Books are checked out by many patrons
University Class Schedules
Students have many professors.
Professors have many students
Classes can be held in many classrooms
Working in Access 2007
When you create or open a database, it opens in a database window. The new Access database
window interface is designed to more closely reflect the way people generally work with a
database or database object.
The interface includes the following elements:
Microsoft Office Button – when clicked, contains the commands related to managing
databases (such as creating, saving, printing, backing up, and publishing)
Quick Access Toolbar – displays some commands that are represented by buttons; by
default, it displays Save, Undo, and Redo buttons, but you can add commands here
Title bar – displays the name of the active database object and the Minimize, Maximize
and Close buttons
Ribbon – new representation of commands rather than the more-traditional menus or
toolbars; organized into task-specific tabs, which are further divided into feature-
specific or task-specific groups of commands
Navigation Pane – displays filtered lists of database objects; you can change the objects
included in the list by clicking the list header and then clicking the category or group of
objects you want to display.
Microsoft Office Button
Quick Access Toolbar Ribbon Title Bar
Navigation Pane Document Window
1. Name both tables.
2. Establish a primary key for each table.
3. Create a relationship between the two tables.
4. Set appropriate properties for all fields.
5. Enter at least five mock student records in Table One. In Table Two, enter at least three
courses for each students listed in Table One.
6. The tables must contain the following information:
Table 1 Table 2
Student ID Student ID
First name Course
Last name Letter grade
7. Create a report containing ID numbers, first names, last names, courses, and letter
grades for all students.
8. Create a query to search for students with all course grades above B. Display the ID
number, first name, and last name in the query.
1. Create a new database, save it on the desktop and name it “School
2. Create a Table in the School Database with the following:
Field Name Data Type Field Size or Format
ID Number Text 10
Name Text 15
Surname Text 15
Telephone Number Number Long Integer
Date of Birth Date/Time Medium Date
Stipend Currency Currency
Foreigner Yes/No Yes/No
3. Make the “ID Number” Field as the Primary Key.
4. Save the table as “Student’s Table”
5. Return to the main Access window.
1. Open the “Students Table” and enter 5 complete records.
2. Sort the table in ascending order by surname
3. Move the Date of Birth and Telephone Number fields so that the Date of Birth field is now
directly after the Surname field.
4. Delete the last Record you have entered
5. Change the field size of the Surname to 20
1. Create a Form with all fields on the Student’s Table.
2. Name the form Students Entries
3. Make the ID Number of Each student in the form, Red
4. Insert a Picture in the form in way that all text is visible.
1. Create a report based on the Student’s Table showing the Fields Name, Surname, and
2. Name the report Telephone List
3. Insert a picture in the report Header
1. Create a query, showing all fields of those students who have a particular surname of
2. Create another query showing all fields of those students born after 1987.
3. Create a query showing only the Student’s Name, Surname and Date of birth.
Create a Table
1. Create a table in Access that looks like the table below (Create tab > Table [in Tables
Figure 1 – Table
Note: the ID field can be any unique number. When you’re entering data, the ID
field automatically increments. a. Save the table as tblStudents.
Note: To change the ID, go to Design View. In the Data Type field, change
AutoNumber to Number, then Save (Go to View > Datasheet View > in ID
column, manually type in 1, 2, etc., Save).
2. Create a query that displays the first name, last name and city of students from
California (page 13 of this guide discusses queries) [Create > Query Design].
a. Save the query as qryCAStudents.
3. Create a form using the Form Wizard. Refer to page 16 if needed. [Create > More Forms
in Forms group > Form Wizard).
a. Use tblStudents to create the form.
b. Include all the fields.
c. Use the Columnar layout.
d. Save (title) the form as frmStudents.
4. Create a report using the Report Wizard. Refer to page 17 if needed. [Create > Report
Wizard in Reports group].
a. Use tblStudents to create the report.
b. Include the following fields:
• First Name
• Last Name
• ID Number
• Class Standing
c. Sort the records by Last Name.
d. Save the report (title) as rptStudentSummary.
5. You should have the following tables created in the Shutter bar when you’re done with
Figure 2 - Tables Created
Record Entry with Properties
1. In the Database Window, double-click the STUDENTS table (this is a quick way to open a
table in Datasheet View).
2. The student record you entered before will be displayed. Click in the Last Name field
3. Type Stevens for the Last Name and press [Enter].
4. Type Sarah for the First Name and press [Enter].
As soon as you begin entering a date in the Date of Birth field, the Input Mask will
5. We will test the Validation Rule by entering a date that’s not accepted. Enter a future
date such as 020809 (remember you won’t need to enter the / since the input mask puts
them in there for you). As soon as you press [Enter], the Validation Rule will recognise
that the entry is invalid and the Validation Text will appear.
6. Click OK to clear the message. You won’t be able to proceed until you enter a valid date
or press [Esc] to cancel the entry. Enter 100489 (10/04/89) for the date and press [Enter]
to proceed to the next field.
7. Enter 24 Browne Ave for the Address Field and Yokine for the Suburb field.
8. Enter 6060 for the Postcode field (notice the input mask in this field).
9. Notice that the Default Value for the State field (WA) has already been entered. To test
the Validation Rule, enter NY as the State. The Validation Text will tell you that only
Australian states can be entered.
10. Type WA for the State and press [Enter] (The Input Mask used for this field automatically
converts entered text to uppercase).
11. For the final four fields, enter the information shown below.
Phone Gender Mark Comment
(08)92498127 Female 62 New Student
12. Close the table when complete.
13. The new data will be saved automatically in the Database.
Data Entry Using a Form
1. From the Database Window, make sure the STUDENTS table is selected.
2. From the Insert menu, select AutoForm or click the icon on the toolbar. A form will
be created automatically using the Fields and Records from your table. You can move
from one record or Field to another using your mouse or the keyboard.
3. Use any of the above methods to move to a new, blank record.
4. Complete the form.
5. Use the form to add the records 4 to 6 as shown below.
Student Number; Last Name; First Name; Date of Birth;
Address; Suburb; Postcode; State; Phone; Gender; Mark; Comment
1. 1; Robbins; Mark; 17-06-89;
4 Kensington Ave; Dianella; 6059; WA; (08)93751234; Male; 78
2. 2; Stevens; Sarah; 10-04-89;
24 Browne Ave; Yokine; 6060; WA; (08)92498127; Female; 62; New student
3. 3; Andrews; Claire; 01-11-89;
322 Walter Rd; Morley; 6059; WA; (08)92751937; Female; 58
4. 4; McKay; Tim; 02-08-89;
54 Coode St; Dianella; 6059; WA; (08)93755610; Male; 34; Need to try harder
5. 5; Petersen; Robert; 28-03-89;
230 Flinders St; Yokine; 6060; WA; (08)92497128; Male; 83
6. 6; Sanders; Jemma; 30-05-89;
183 Grand Prom.; Bedford; 6062; WA; (08)92739182; Female; 91
7. After you have entered the last record, close the form. You will be prompted to save.
8. Since this was only a temporary table to use for data entry, click No.
9. Open the table and you will see the new records listed.
Part 1: Create a database
1. Open Microsoft Access 2007 from the Start menu on your computer. (Note: If you are
continuing from DB-2 you will want to close out of Access as DB-2 suggests, then reopen
it as stated in this step. If you do not do this, you will not see the screen below.)
2. In the Template Categories pane on the left, click Business.
3. You see the Business database templates in the middle of the page. Click Contacts.
4. On the right side of the page, you see information about the Contacts database
template. In the File Name box, name your database Training Contacts.accdb. Then
click the folder icon next to the name and be sure to select the 133DB folder on your
USB drive, click ok. Then to save to your USB drive Click Download (or Create Button).
(If a Microsoft Office dialog box come up click continue)
5. There's your database, with the Contact List form open. (If you see a window asking you
for feedback, close it.)
Part 2: Create a table
1. Press F11 to open the Navigation Pane. Click the downward-pointing triangle in a circle
at the top of that pane.
2. In the list that opens, click Object Type. These are the objects created for you in this
3. Suppose you want a table in which you can list tasks that you're assigning to these
contacts. On the Ribbon, click the Create tab.
4. In the Tables group, click Table Templates. In the list of templates, click Tasks.
5. Access 2007 adds a table to the Training Contacts database. The table opens in
Datasheet view called Table1, and you can see from the field names that this table is
designed for tasks.
6. Above the field names is a tab for this new table, with the table's temporary name in it
(Table1). Right-click that tab, click Save, and name the table Training Tasks when you
save it. Click OK.
7. The name in the tab changes. Next to this tab is another for the Contact List form. You
can use either these tabs or the Navigation Pane to switch from one database object to
8. At this point, if you notice a field List box you may close it by clicking on the close ―x‖
to the upper-right of the box. You may or may not see this.
9. Also, if you see a Security Warning like the one shown click the close ―x‖ to the far right
of the warning to close it.
10. Right click the Training Tasks tab then select close to close it.
11. Do the same for the Contact List tab to close it.
12. You should now have no open database objects and the Navigation Pane should be
Part 3: Enter data into tables
1. At this point you have two Tables listed in the Navigation Pane, called Contacts and
Training Tasks. They currently have no data stored in them.
2. Let‘s input some data in the Contacts table. Open the table Contacts by double clicking
the table in the Navigation Pane. You should now see the Contacts tab open showing
3. Enter these two records listed below along with ONE additional friend (or made-up
person). Start by clicking on the Company name field and key “Delta College”, press the
tab key to move to the next field, then key the last name “Wyzkiewicz” and so on till
you get to the last field… Then start keying the second record (always tab past ID
because it is automatically generated and is the key field. It will always be a unique
number probably starting with 1, 2, 3, and so on…) Lastly, key a third record of your
4. When you are finished, the table Contacts is now populated with three records. It
should look something like this.
5. Now let‘s input some data in the Training Tasks table.
6. In the Navigation Pane double click the Training Tasks table to open it. Notice that it is
an empty table.
7. Just like the previous table, enter the two records listed below. Again the ID field is the
key field and does not need data entered. Just tab past it and an auto-number will be
assigned. Save time when entering the Priority and Status fields by entering the data by
using the pull-down arrow within the field instead of typing in these fields.
Part 4: Create and format a form
1. If the Training Tasks table is not open, click its tab or select it in the Navigation Pane to
open it. On the Ribbon, if the Create tab is not selected, click it.
2. In the Forms group, click Form. This will create a new form.
3. Easy, wasn't it? The new form has controls matching the fields in the table you based it
on. And the new form has the same name on its tab as the table you based it on.
4. You should also note that it uses the same data as the underlying table you based it on.
Any records you type in the Training Tasks table will show up in the Training Tasks form.
5. Save the form the same way you saved the table (right-click the Training Tasks tab then
save), and then you will see Training Tasks under Forms in the Navigation Pane.
6. The new form is open in Layout view, and you can see Form Layout Tools on the Ribbon,
with the Format and Arrange tabs.
7. Click the Priority label within the Form. In the Font group, click Bold and Font Color to
make the label more visible (Red). You see the changes in the form as you make them.
Have a little more fun if you like.
8. Change over to Form view. Form view allows you to page through the records while not
allowing any editing of control objects. You do this by clicking on the View button. But
first, note the View button has two positions. Do not click the view button yet, simply
mouse over it now. Note the two positions, upper and lower positions.
9. The Upper button is a toggle between Form view and Layout view. These are the most
important views in this object.
10. But let‘s do this. Now click on the lower portion of the view button, you will see a pull-
down menu. This shows all views available for an object. Select Form view from the list.
11. Page through the two records in the Form by pressing the PageUP and PageDown keys
several times on your keyboard. You will move from field-to-field then to other records
in the form. Again, note the same data you typed in the table now comes through the
12. Click the lower portion of the view button then select Design View from the pull down
menu. Design view allows you to change many graphical aspects of the form.
13. In the Form Header located at the top, Click to insert the word ―Important‖ before the
words ―Training Tasks‖. The new heading should say ―Important Training Tasks‖.
14. Click the lower portion of the view button and select Form view. You should be in form
view now. Look at the picture below. (Note : depending on your screen size your form
data may not be in two columns as shown.)
Part 5: Create and format a report
1. Without closing the Training Tasks form, click the Create tab.
2. In the Reports group, click Report.
3. There it is, in Layout view, with the Report Layout Tools — the Format, Arrange, and
Page Setup tabs — visible on the Ribbon. And the object tab says Training Tasks.
4. If you see a property sheet like the one above, it is not needed. You can close it by
clicking the close (x) button to the right. This property sheet is used to set properties of
each control on the report and is not needed at this point.
5. The form is currently in Layout view. It shows the actual printed page borders.
6. Save the Report by right-clicking the Training Tasks tab, then select save from the list.
Use the default name Training Tasks, click OK.
7. Note, in the Reports section of the Navigation Bar you will see the Training Tasks report.
8. Open another report. Open the Contact Address Book report by double-clicking it the
Navigation Bar within the report section. This is a pre-formatted report that shows only
address information. You will notice that this report is alphabetized by last name with
some nice formatting. This is a good example showing you some of the features with
reports in Access.
9. Open another report. Open the Contact Phone List report by double-clicking it in the
Navigation Bar within the report section. This is a pre-formatted report showing only
contact phone numbers. Again, you will notice that the report is alphabetized. Both
reports are based on the data from the Contacts Table.
PART I – THE FILE STRUCTURES
Our database shall be to keep track of salespersons in a company. The SALESPERSON table shall
be made up of the following fields:
Field Name Data Type Width Other Info
Salesperson ID Auto number Primary Key
Last Name Text 12 char.
First Name Text 10 char.
SSN Text Text 11 char Input mask as SSN
CommRate Number Single, 3
Commission rate is
entered as a
percentage, thus 6.5%
Office Text 4 char. Upper case (> in
Validate as SAV or BRU
or GRE or CHA
State Text 2 char. Upper case (> in
Default value is GA
There should be a table of customers who are Customers of the salespersons, the CUSTOMER
table. It should be made up of the following fields:
Field Data Type Width Other
Customer ID Auto number Primary Key
Customer Name Text 15 char.
Customer City Text 12 char.
Employee # (this is
the foreign key into
the Customer Table)
Long Integer 5 digits Same as in the
Table. Common field
between the 2 tables
PART II – STEP BY STEP, CREATING THE SALESPERSON TABLE
1. First open up MS Access. Click in the “Create a New Database” box’s use a “Blank
Database” radio button. Then click OK.
2. You’ll be asked to save the new database. Place your diskette in the A drive. Click in the
“Save in” box, and click on “3 ½ inch floppy A”. Down below, click in the “File name” box,
and call this “Employee.mdb”. Remember – this database will have two tables. Click
3. The blank database will be presented. The “Tables” tab will already be selected for you.
Note that you can’t select anything but “New” on the right. Click on it.
4. A new dialog box is opened. Click on Design View, and then OK. You will do this for both
5. Now you’ll start setting up your table. In the Field Name column, give the field its
identifying name. You may use the suggested field names above. Then use the Tab key to
tab over to the Data Type. When you do, a “drop-down” arrow will be displayed, as well
as the default of “Text”.
6. Once you do this, the “General” tab under “Field Properties” below will be selected. It is
here that you give the field it’s properties, such as field width, the > sign in Format for the
Office and State fields, which makes them uppercase, and you create the Validation Rule
and Validation Text, as described in the previous class session.
7. Go ahead and complete all the fields. When you’re done with each table, before you leave
Design View, you will need to set up the Primary Key before you go to Datasheet View.
Actually, you need to do this before formatting the input mask for the SSN as a Social
To do this, place your cursor anywhere on the row containing the field to be
designated as the Primary Key.
Now click on the little key icon on the standard tool bar. The Primary Key will be
8. Now click on the Datasheet view icon. You’ll be prompted to save the table. Call it
Salesperson and click OK. After the save is complete, the Datasheet view will be displayed.
9. Now enter in all of your data for the Salesperson Table. Enter about 5 records.
PART III – CREATE THE CUSTOMER TABLE
1. Now that you have created the Salesperson Table, and entered the data, you’re ready to
create the Customer Table.
2. Following Steps 1 through 9 in PART II, create the Customer Table and enter the data,
using the same steps for corresponding fields.
3. MAKE SURE THAT THE CUSTOMER RECORDS CONTAIN SALESPERSON ID#s WHICH EXIST IN
THE SALESPERSON TABLE.
4. Enter about four records.
PART IV – CREATE THE RELATIONSHIP
1. Exit your table after you’ve entered all the data.
2. Click on the Tools drop-down menu from the menu bar. Click on the Relationships
3. The Show Table dialog box is displayed:
• Click on each table and then click on Add
• Click on the common field in the Salesperson table, and drag it to the same common
field in the Customer table.
• When you do, the Relationships dialog box will be displayed. Confirm the fields
displayed – and their tables. Then click in the Enforce Referential Integrity check box.
• Click on the Create button. The relationship has been created.
4. X out of “Relationships.” If asked to save it, click "Yes."
PART V – CREATE THE REPORT USING THE REPORT WIZARD
1. Click the “Report” tab. Click New.
2. Click the Report Wizard. Then click on the drop-down arrow to choose the table to Report
from. Choose the Salesperson table.
3. Click on the fields you wish to report, and then the right arrow, to place the field in the
“Selected Fields” box. To place ALL the fields in the box, click the double-arrow.
4. After you’ve done this, if you want to remove a field, click on the field in the “Selected
Fields” box and then the left-pointing single or (to remove all) double-arrow buttons.
5. To rearrange the fields, you may have to remove them from the right, and replace them
from the left in different sequences.
* Follow each step in the wizard process to complete your report. At the end of the process,
you’ll be prompted to give the report a name. Do that, and click “Finish”. The report will be
previewed for you. After previewing it, you may exit the report. If you were to print it, you would
click on the Print icon.
PART VI - CREATING QUERIES (simple)
1. Click the “Queries” tab. Click New.
2. Click on Design View and click "OK"
3. From the "Show Table" dialog box, click on the Salesperson Table and click "Add". The
table will be added to the view table area above the grid in your query design view. Now
click on "Close".
4. In the Query grid, first column, click on the drop-down arrow on the Field row. Choose the
Salesperson ID field. Now do the same for each column's field, selecting a Salesperson
Table field to display. Don't select all the fields - the idea here is to select only the fields
5. When you've selected your fields, save the query by clicking on the diskette icon and
giving your query the name Salesperson Query. Now run the query by clicking on the red
exclamation point icon in the toolbar at the top of the screen. Your data will be displayed.
6. Once you've done that, click on the Design View icon in the top left of the toolbar.
Experiment by changing your query, and running it each time, in the following ways:
• Click on the Sort row in a column other than the Salesperson ID, and select
Ascending. Run the query and view the results. Now change back to Design View and
select Descending for the same field and run it. View the results. Try this with
• Click on the Show button (in Design View) for a field (should be checked - so
"uncheck" it) and run the query. That field should not be present. Check the field
• If you haven't chosen the State field to be in your query, click on the next empty
field's drop-down arrow and choose it. Now you're going to select, or filter out,
records. Click in the Criteria row for the State field and key in =GA. (obviously, you
will have to have some employees in GA, and you should have some in other states
too) Tab out of the field. Now run the query.
• Try the same selection with Sex being M and then F. You should have some records
of each sex so that this filter works, displaying only the male records (and then, the
• You can do the same thing with the Company Car Yes / No field, using it to filter only
those Salespersons who drive a company car.
PART VII – JOINED TABLE QUERY
When you create this kind of query, using the same steps (1 through 3 above) you did before,
this time add both tables from the Show Table box. The relationship you have previously
created will also be in the query. Now you can follow the same steps above, selecting fields
from both tables, without even displaying (or using) the Salesperson ID in the query as a field.
The connection between the common Salesperson IDs will allow data such as the employee's
name and his customer’s city to be displayed.
Tables – core database objects; purpose is to store information
Field – represented with columns; a specific type of information (e.g. about an
employee: last name, first name)
Record – represented with rows; all the information (e.g. about a specific employee:
last name is Ignacio, first name is Lareina)
Datasheet View – is a display of data from a table, form, or query in a row-and-column
format; this view allows the user to modify table’s data
Field name – is a unique name given to each field in a table, usually an instantly
recognizable name that easily correlates to data it represents
Primary Key – is a unique value that identifies each record in a table and ensures only
one record will be created for that particular piece of data
Design View – is the display of the design of a table, query, form, or report; this view allows
the user to modify table’s structure
Data type – describes the type of data a field or variable can hold, for example the
field Cost can hold a data type of Currency.
AutoNumber – an auto-number is a unique number that is automatically
created for each item added to a table
Currency - a currency field is comprised of dollar amounts with features such
as dollar signs, commas, decimal points
Date/Time – data type contains the date and time values for the years 100
through 9999. This data type can be formatted in various ways, including
general, long, short, and medium date/time
Hyperlink – data type is text saved as a link to another document using the
other document’s “address” or URL
Lookup wizard – the lookup wizard allows the usage of a value from another
table or list by using a list-box or combo box. The data type of the field chosen
from the outside table
Memo – a memo data type allows a large amount of text and numbers, such as
notes or descriptions, to be use in a field
Number – a number field can only be comprised of numbers, either positive or
negative. Usually, this data type is chosen for data that will be used in a
OLE object – an OLE object is an object from another program ( such as an excel
spreadsheet, a Word document, graphics, or sounds ) that are linked or
embedded in an Access table
Text – a text data type is a character field that contain at most 225 characters
Yes/No – data type used for fields that have an either/or value, such as yes or
no and true or false
Description – is simply a detailing of the field, which allows for easier understanding
of the data
Field size- the size/type of numbers/characters allowed to be entered into the
field. (EX: 255 characters, 100 numbers, etc.)
* For number fields
Byte – stores whole numbers from 0 to 255
Integer – stores whole numbers from -32,768 to 32,767
Long Integer – (The default.) Stores whole numbers from -2,147,483,648
Single – stores negative numbers from -3.402823E38 to -1.401298E-45
and positive numbers from 1.401298E-45 to 3.40282E38
Double – stores negative numbers from -1.79769313486231E308 to --------
-4.94065645841247E-324 and positive numbers from
1.79769313486231E308 to 4.94065645841247E-324
Decimal – stores numbers from -10^28 -1 through 10^28 -1
Format- the layout displayed for the field. (EX: general date, short time, etc)
Input Mask- a selection of patterns for data entered into the field. (EX: SSN, zip
Caption- the label used on a form to identify the field
Default Value- a value that is automatically entered as a default
Validation Rule- expression that can precisely define the information that will
be accepted in one or several fields in a record
Validation Text- the text message that appears if the validation rule fails
Indexed- determines if duplicates are allowed in a field or not
Required- is this a required field?
Display Control- a drop-down menu from which to decide the control type for a
form. (EX: textbox, drop-down list, list box)
Look-up Field – is a field that displays either a field that looks up data from existing tables or
queries or a list that stores a fixed set of values
Relationships – association between common fields in two tables to link information in one
table to information in another table
One-to-one relationship – in which each record in one table can have one and only
one related record in the other table
One-to-many relationship – an excellent way to display this is through the use of a
form containing a subform; the main, or primary, form displays one record from the
“one” side of the one-to-many relationship, and the subform lists all the pertinent
records from the “many” side of the relationship
Many-to-many relationship – which are really two one-to-many relationships tied
together through a third table
Relationship window –displays the tables and relationships in a database; it is possible to
view, create, and modify relationships between tables and queries within this window.
1. To create a relationship, click TOOLS then RELATIONSHIPS from the toolbar, to activate
the relationships window.
2. To view the tables to which you wish to add relationships, click RELATIONSHIPS then
SHOW TABLES from the toolbar.
3. At the pop-up window, select the tables you desire to add relationships to and then click
the ADD button.
4. Highlight the field you wish to relate to another table by clicking it once.
5. Next, drag and drop it to the corresponding field name in the appropriate table.
6. A pop-up window will appear titled “Edit Relationship.” This window will clarify what
type of relationship you are creating in the lower right corner of the window.
7. Select ENFORCE REFERENTIAL INTEGRITY if you want to ensure that the relationships
you create between tables is valid. The options CASCADE UPDATE and CASCADE DELETE
are then available. These options ensure that if a change is made to data in a table that
is linked, the changes are reflected in the corresponding linked table.
8. Click CREATE to create the relationship.
Form – allow you to easier enter, retrieve, display, edit and print records of the underlying
Controls – contained in a form; either display information or accept information that
Form View – in which you enter data
Layout View – in which you layout the style of your form
Design view – in which you work with the elements of the form to refine the way it looks
Label controls – containing text that appears in the form in Form view
Textbox controls – contain data from the underlying table
Bound – when a data in a form is linked to the table it’s based on
Record source – the table
Control source – the field
Report – Summary of data for a professional look and enable sharing and printing
Report view – where you can scroll through the information in the report without the page
breaks inserted when it is printed
Print Preview – in which you see your repot exactly as it will look when printed
Layout view – which displays the data in report but enables you to edit the layout
Design view – in which you can manipulate the design of a report without the page breaks
inserted when it is printed
Queries – are the means of manipulating the data to display in a form or a report. Queries
can sort, calculate, group, filter, join tables, update data, delete data, etc. Their power is
immense. The Microsoft Access database query language is SQL (Structured Query
Language). The need to know SQL is not required in the early stages of learning Access.
Microsoft Access writes the SQL for you, after you tell it what you want, in the Design view
of the queries window.
Select query – retrieves data from one or more tables and displays the results in a
datasheet; can also be used to group records and calculate sums, counts, averages,
and other types of totals
Duplicate query –locates records that have the same information in one or
more fields that you specify
Unmatched query – locates records in one table that don’t have related records
in another table
Parameter query – prompts you for information to be used in the query – for
example, a range of dates
Crosstab query – calculates and restructures data for easier analysis
Action query – updates multiple records in one operation; performs an action on the
results of the selection process
Delete queries – delete records from one or more tables
Update queries – make changes to records in one or more tables
Append queries – add records from one or more tables to the end of one or
more other tables
Make-table queries – create a new table from all or part of the data in one or
1. Click the Create tab.
2. In the Other group, click Query Design. The Show
Table window appears (see Figure 1, below).
3. On the Tables tab, click tblDemo.
4. Click the Add button.
5. Click the Close button.
Enter Query’s First Criterion
1. Click in the first Field: cell.
2. Click the down arrow button to display the list of field
names (see Figure 2).
3. Click the Donation field name.
4. Click in the Criteria: row, first cell.
5. Type <1 (indicating less than 1).
6. See Figure 3 for query criteria.
Enter Query’s Second Criterion
1. Click in the second Field: cell.
2. Click the down arrow button.
3. Click the Last Name field (see Figure 5, below).
Enter Query’s Third Criterion
1. Click in the third Field: cell.
2. Click the down arrow button to display the field names menu.
3. Click First Name (see Figure 5).
Run and Save the Query
1. From the Design tab, in the Results group, click Run (see Figure 7).
2. Click the Save button on the toolbar.
3. In the Save As dialog box, enter qryDemo for the name of the query.
4. Click OK.
5. The query results display (see Figure 8).
6. Close or minimize the query.
Macros and Modules
Macro – simple program that performs multiple actions; used to make routine database
actions available as command buttons in forms, which help less experienced users work in
Modules – are Microsoft Visual Basic for Applications (VBA) programs; used to carry out
tasks that are too complex to be handled with macros