Mic office access tutorial for beginners


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Mic office access 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.https://www.ischool.utexas.edu/technology/tutorials/offic
  2. 2. FIRSTLY…..e green “Start” button, go to “All Programs”, click “Microsoftarch for “Microsoft Office Access 2003” and click it once.
  3. 3. ening Access, you will be presented with the window shown3. If you want to edit an existing database, you caneither go to “File”, and then click “Open”. There are 2option. You also can move your cursor to the lowerright – hand side and click “Open”.
  4. 4. e 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 inDesign view displays the “Table Design” screenwhere 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 thefield, the type of data, and any description needed to determine what data thefield contains. Pressing the Tab key moves the cursor from one column to thenext in the Table Design screen.9. 4. Each table in your database should have a “primary key.” A primary key is afield that uniquely identifies each record in the database. To set the primary keyfor your table, highlight the key field and choose “Primary Key” from the Editmenu. 10. When the primary key is set, you should find alittle key icon next to the field name on the leftside.
  8. 8. 11. As a final step, the table must be saved.Pull down the File Menu to choose Save. Thenclick OK you already created a new table and it’s already. Then youo Access main screen by pulling down the File menu and cAnd it will be like this…
  9. 9. Now, how to enter the data??14. So for example, the result will be like this. Toenter the data, all you need to do now is click themouse in the field you want to enter and type it.Press the “Tab” key to move from field to field.When you are in the last field of a record, pressing13. After you have defined fields in the table, youcan enter data. Highlight the table, choose “Open”from the database windows menu bar.
  10. 10. 15. Use the “Datasheet View” to add, delete, andmove records.16. To save your new data, pull down the “File” menu andclick “Save”. Or to navigate the other records in the table, usethe 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 Recordsmenu, 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 commandon the Edit menu. Type the search string in the Find What box and click Find First. Accesswill highlight the first record 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 you havefinished adding tables, click “Close”.19. To link fieldsin two different tables, click and drag afield from onetableto thecorresponding field on theother tableand releasethemousebutton. The“EditRelationships” window will appeared. From thiswindow, select different fieldsand anoption from “EnforceReferential Integrity” if necessary.20. Check the“EnforceReferential Integrity” box to ensurethat therelationshipsarevalid and that thedataisnotaccidentally 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 inthe table boxes or selecting the field from the Field and Table drop-down menus onthe query form.25. Enter the criteria for the query in the Criteria field. The Expression Builder canalso be used to 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 theToolbar.27. Choose “Save” from the “File” menu to save a query for later execution.