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Microsoft Access Notes 2007 Ecdl


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some short notes on using access 2007 for ecdl

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Microsoft Access Notes 2007 Ecdl

  1. 1. Microsoft Access – Short Notes Microsoft Access Notes Creating a Table Start Access Select Blank Database Name it Switch to Design View Create the Fields and Set Data types as necessary Set up any masks, validation rules at this point Creating Forms It’s easier to enter data into a form Create a form by going to the Create tab Click on More Forms Use the Form Wizard Choose all the options and then on the final step chose the option to enter data You can modify a form layout by going to layout view: Form View Layout View Design View It takes a bit of practice to change the layout but always ensure everything is visible Creating Reports A report is a “pretty” screen that you can use to display information in a print ready format. A form takes the information from a table and displays it in an easy to view format. Go to the Create tab Choose Report Wizard Add any fields you want to display Choose a layout Accept or change any other options you may need Click Next until you finish Ensure the layout of the report shows everything that it should show © Richard Butler 2010
  2. 2. Microsoft Access – Short Notes Using Filters A filter is a quick way of hiding information or searching for information without running a query If you’re in table view click on the down arrow beside a column field, for example Town The following appears Click the checkmark beside (select all) All the checkmarks will disappear Now choose the down you want to filter by for example Bangor Press OK The screen will now only display all those people in Bangor © Richard Butler 2010
  3. 3. Microsoft Access – Short Notes To turn off the filter click on the Toggle Filter Creating Queries A query is a way of extracting information from a database table. In order for a query to work you must first understand what field you want to search in, and what the criteria is. Once you know this queries are a breeze! There are a few types of queries you may be asked about: Simple Query – search for in a single or multiple field of a table using a full or part word. For example search in the Town field for Dublin, or for all towns beginning with D (d*) Query with numbers you may be asked to find a number great than or less than in a field. Use the > or =>. If you need to find a range for example between 15 and 34. Enter in >=15 And <=34 this returns any number greater than or equal to 15 and less than or equal to 34 Query with dates you may be asked to find records with specific dates. If you are asked to find a date range enter in the following between #01/01/1996# And #01/01/1997# To run the query press on the large red exclamation mark © Richard Butler 2010
  4. 4. Microsoft Access – Short Notes Creating a Query in Design View You can create a query in Design View Click on Create Click on Query Design The following appears: Click on the table you want to add and then click Add Click Close The screen will show the following: © Richard Butler 2010
  5. 5. Microsoft Access – Short Notes Click and drag the fields required down into the main query area. Enter in the search query parameters as normal Remember you can sort the query results at this point by choosing the field you wish to sort by. You can show or hide any field that you want as well Note you can also query the contents of two tables be selecting the second table when either using the query wizard or by adding the extra table in design view Relationships A table contains related records. For example in a database for a university there may be a table containing details of students. Another table may be created to keep exam results. Rather than duplicate information on student names it is possible to create a relationship between the two tables, so you don’t need to enter in the student details into both tables. When you a build relationship access is able to match data in related fields. There are a number of types of relationships you can create: One to Many- a record in one table is related to many records in another table . For example car size – large, related to the table cars. There are many records which are related to large cars. One to One – one record in one table only has one matching record in another table. To create a relationship first decide on a field to relate to in both tables. For example ID in student names and student grades Open up one table and then go to table tools -> datasheet Click on relationships Drag the field from one table to the same field in the other table Click Create from the dialog box that appears The relationship is now created. Referential Integrity ensures that data is maintained thru tables with a relationship. For example if data in one field is deleted permanently it will cascade thru to other table. Therefore there will be no orphaned files. Closing Tabs and Some Warnings. To close a tab for example a table, report , query simply right click on the tab and click on close. You may be asked to save the contents of the tab – this is important. Before creating any queries or reports make sure that all tabs are closed otherwise you may get an error message. © Richard Butler 2010
  6. 6. Microsoft Access – Short Notes It is possible to create reports or queries based on: The main table A query A query of a query It is essential when creating a report or query to make sure you’re working in the right table or query: Notice from the screenshot above you can base your query either on the main table or from the query. It’s essential for the exam that you make sure you use the right table/query. © Richard Butler 2010