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Uew k dbc-access-01

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Uew k dbc-access-01

  1. 1. The Access Workbench: Section OneGetting Started with Microsoft Access
  2. 2. Section Objectives• Learn how to use Microsoft Access to: • Create a database • Create tables • Enter table data • Modify table data • Delete table data • Create single-table forms • Create single-table reports• Note – These instructions use Windows 7 and Microsoft Access 2007 • Access 2000 format for backward compatibility – In this section, we will work with only one table in a database.KROENKE and AUER - DATABASE CONCEPTS (4th Edition)
  3. 3. Sample Database: WMCRM• A database for a Car Dealership – Wallingford Motors, Seattle, Washington • dealer for a new line of hybrid cars named Gaea • SUHi - The Sport Utility Hybrid • HiLuxury - A luxury class four-door sedan hybrid • HiStandard – A basic four door sedan hybrid • HiElectra - A variant of the HiStandard that uses a higher proportion of electrical power – CRM application • to track current, past, and potential customers, as well as their contacts • used by a salesperson(s)KROENKE and AUER - DATABASE CONCEPTS (4th Edition)
  4. 4. Getting Starting with MS Access 2007The GettingStarted withMicrosoftOffice AccesspageClick BlankDatabaseKROENKE and AUER - DATABASE CONCEPTS 4th Edition)
  5. 5. Creating the Access Database WMCRMThe BlankDatabase paneIf you don’t wantthe database tobe created in MyDocuments, usethe Openbutton tobrowse to thedesired locationType thedatabase nameWMCRM.accdbhereThe CreatebuttonKROENKE and AUER - DATABASE CONCEPTS 4th Edition)
  6. 6. The New Access Database (WMCRM.accdb) The database name WMCRM: Database (Access 2007) The Document Window using the tabbed documents interface The Close Document buttonKROENKE and AUER - DATABASE CONCEPTS (4th Edition)
  7. 7. The Microsoft Office Fluent User InterfaceThe MicrosoftOffice buttonThe QuickAccess ToolbarThe tabbedRibbonThe objectNavigationPaneThe documentwindowThe Close [Exit]buttonThe HelpbuttonThe HelpbuttonKROENKE and AUER - DATABASE CONCEPTS (4th Edition)
  8. 8. The StatusThe Close [Exit]buttonThe HelpbuttonThe Status Bar—Access in inReady modewaiting for theuser to take anactionKROENKE and AUER - DATABASE CONCEPTS (3rd Edition) AW-1-8
  9. 9. Opening a Recently Opened Access DatabaseThe OpenRecentDatabase PaneTheWMCRM.accdbdatabaseKROENKE and AUER - DATABASE CONCEPTS (3rd Edition) AW-1-9
  10. 10. The Recent Documents Pane in the File MenuThe RecentDocumentsPaneTheWMCRM.accdbdatabaseKROENKE and AUER - DATABASE CONCEPTS (4th Edition)
  11. 11. The Security Warning BarThe Options…buttonThe SecurityWarning barKROENKE and AUER - DATABASE CONCEPTS (3rd Edition) AW-1-11
  12. 12. The Microsoft Office Security Options Dialog BoxThe Microsoft OfficeSecurity Optionsdialog boxClick the Enable thiscontent radio buttonThe OK buttonKROENKE and AUER - DATABASE CONCEPTS (4th Edition)
  13. 13. Database Column Characteristics • The CUSTOMER Table Column Name Type Key Required Remarks CustomerID AutoNumber Primary Key Yes Surrogate Key LastName Text (25) No Yes FirstName Text (25) No Yes Address Text (35) No No City Text (35) No No State Text (2) No No ZIP Text (10) No No Phone Text (12) No Yes Fax Text (12) No No Email Text (100) No NoKROENKE and AUER - DATABASE CONCEPTS (3rd Edition) AW-1-13
  14. 14. Microsoft Access Data Types Name Type of Data Size Text Characters and numbers Maximum 255 characters Memo Large text Maximum 65,535 characters Number Numeric data Varies with Number type Date/Time Dates and times from the Stored as 8-byte double- year 100 to the year 9999 precision integers Currency Numbers with decimal places 1 to 4 decimal places AutoNumber A unique sequential number Incremented by 1 each time Yes/No Fields that can contain only Yes/No, On/Off, True/False, two values etc. Hyperlink A hyperlink address Maximum 2048 characters in each of three parts of the hyperlink address OLE Object An object embedded in or Maximum 1 gigabyte linked to an Access table Attachment Any supported type of file Independent of Access may be attached to a recordKROENKE and AUER - DATABASE CONCEPTS (4th Edition)
  15. 15. Creating the CUSTOMER TableThe Createcommand tabThe CreateRibbonThe Table DesignbuttonThe informationbox for the buttonshows that a newtable object willbe created Click the Table Design buttonKROENKE and AUER - DATABASE CONCEPTS (3rd Edition) AW-1-15
  16. 16. The Table1 Tabbed Document WindowThe Table Toolscontextual tab isdisplayed alongwith the set ofcommand tabs andribbons thatcomprise the TableToolsThe Designcommand tab andits Ribbon aredisplayedThe Table1 tabbeddocument windowin Design view
  17. 17. Selecting the Data TypeThe Data Typedrop-down listarrow buttonThe Data Typedrop-down listSelectAutoNumberKROENKE and AUER - DATABASE CONCEPTS (3rd Edition)
  18. 18. The Completed CustomerID ColumnThe completedCustomerIDcolumn definitionKROENKE and AUER - DATABASE CONCEPTS (3rd Edition) AW-1-18
  19. 19. Editing the Text Field SizeEdit this numberto set the numberof charactersKROENKE and AUER - DATABASE CONCEPTS (4th Edition)
  20. 20. Setting the Column Required Property ValueClick anywhere inthe Required textbox to display thearrow the Requiredproperty drop-down list arrowSelect Yes fromthe Requiredproperty drop-down listKROENKE and AUER - DATABASE CONCEPTS (3rd Edition)
  21. 21. Selecting the CustomerID RowThe row selectorcolumn—move themouse cursor intothis column toselect a specificrowMove the mousepointer here, thenclick to select theCustomerID rowKROENKE and AUER - DATABASE CONCEPTS (4th Edition) AW-1-21
  22. 22. Setting the Primary KeyClick the PrimaryKey button in theTools group of theDesign ribbon toset CustomerID asthe primary keyA key symbol isplaced here toindicate thatCustomerID is theprimary key of thetableKROENKE and AUER - DATABASE CONCEPTS (4th Edition)
  23. 23. Naming and Saving the CUSTOMER Table Click the Save button in the Quick Access Toolbar to display the Save As dialog box Type the table name CUSTOMER in the Table Name text box and click OKKROENKE and AUER - DATABASE CONCEPTS (4th Edition) AW-1-23
  24. 24. The Named CUSTOMER TableThe table objectCUSTOMER isdisplayed in theNavigation PaneThe table is nownamedCUSTOMER—thetable nameCUSTOMER nowappears on thedocument tabClick the Closebutton to close theCUSTOMER tableKROENKE and AUER - DATABASE CONCEPTS (4th Edition)
  25. 25. The CUSTOMER Table ObjectAfter the table isclosed, theCUSTOMER tableobject remainsdisplayed in theNavigation PaneKROENKE and AUER - DATABASE CONCEPTS (4th Edition)
  26. 26. Inserting Data into Tables—The CUSTOMER Data LastName FirstName Address City State ZIP Phone Fax Email Griffey Ben 5678 25th NE Seattle WA 98178 206-456-2345 BGriffey@somewhere.com Christman Jessica 3456 36th SW Seattle WA 98189 206-467-3456 JChristman@somewhere.com 206-478- Christman Rob 4567 47th NW Seattle WA 98167 206-478-4567 9998 RChristman@somewhere.com 234 Highland Hayes Judy Place Edmonds WA 98210 425-354-8765 JHayes@somewhere.comKROENKE and AUER - DATABASE CONCEPTS 4th Edition)
  27. 27. Inserting Data into Tables• Three commonly used methodsof adding data to a table: – Entering data in the Datasheet view (similar to working with Excel worksheet) – Build a data entry form for the table, and then add data using the form. – Using SQL to insert data into tables (to be discussed later)KROENKE and AUER - DATABASE CONCEPTS (4th Edition)
  28. 28. CUSTOMER DataKROENKE and AUER - DATABASE CONCEPTS (3rd Edition)
  29. 29. Inserting Data into Tables - The Datasheet ViewThe Datasheetcommand tabIf you need toswitch betweenthe DatasheetView and theDesign View weused to create thetable, use theDesign ViewbuttonThe Shutter BarOpen/CloseButtonThe CUSTOMERtabbed documentwindow with thetable in Datasheetview
  30. 30. The Collapsed Navigation PaneThe Shutter BarOpen/CloseButtonThe collapsedNavigation PaneThe CUSTOMERtabbed documentwindow with thetable in DatasheetviewKROENKE and AUER - DATABASE CONCEPTS (4th Edition)
  31. 31. Entering Data Values for Ben Griffey This row has been A new, blank row autonumbered as is added to the CustomerID 1 datasheetKROENKE and AUER - DATABASE CONCEPTS (4th Edition)
  32. 32. The Completed CUSTOMER Datasheet When entering the Email, Column widths the Access editor will can be adjusted A new, blank row is Click the Close change the second capital by using the added to the button to close the letter to lowercase—be mouse to drag the datasheet CUSTOMER sure to change it back! column border to datasheet the desired widthKROENKE and AUER - DATABASE CONCEPTS (4th Edition)
  33. 33. Modifying Data in the CUSTOMER Table in Datasheet View 2. Click a cell in this column to select an entire row – a left- click will simply select 3. The Delete Record the row, whereas a command in the 1. The phone number right-click will select shortcut menu has been modified the row and display a shortcut menuKROENKE and AUER - DATABASE CONCEPTS (4th Edition)
  34. 34. The Access Deletion Warning Box The row with Jessica Christman’s data has Click the Yes button already been visually to actually delete the removed! rowKROENKE and AUER - DATABASE CONCEPTS (4th Edition)
  35. 35. The New CustomerID Number The row with the reentered Jessica Christman data now has a CustomerID of 3— AutoNumber numbers are sequential and will only be used once by Access!KROENKE and AUER - DATABASE CONCEPTS (3rd Edition)
  36. 36. Inserting Data into Tables—Using a Form Creating a Data Entry Form for the CUSTOMER Table The More Forms Click the Create Gallery arrow Click The Form command tab button Wizard button The Create Ribbon !KROENKE and AUER - DATABASE CONCEPTS (4th Edition)
  37. 37. The Form WizardThe Form WizardThe CUSTOMERtable is alreadyselectedClick the right-facing singlechevron button toselect a singlefield in the tableClick the right-facing doublechevron button toselect all of thefields in the tableClick the nextbuttonKROENKE and AUER - DATABASE CONCEPTS (3rd Edition)
  38. 38. The Completed WMCRM Customer Data FormThe WMCRMCustomer DataForm tabbeddocument windowThe Formssection of theNavigation PaneThe WMCRMCustomer DataForm objectNew RecordbuttonKROENKE and AUER - DATABASE CONCEPTS (4th Edition)
  39. 39. The WMCRM Customer Data Form for Customer Judy HayesThe WMCRMCustomer DataForm with thedata for JudyHayesThe Close buttonThe Last RecordbuttonThe Next RecordbuttonNew PreviousRecord buttonThe First RecordbuttonKROENKE and AUER - DATABASE CONCEPTS (4th Edition)
  40. 40. The Delete Record ButtonThe Homecommand taband RibbonThe RecordsgroupThe Delete drop-down list arrowbuttonThe DeleteRecord buttonKROENKE and AUER - DATABASE CONCEPTS (3rd Edition)
  41. 41. Creating Single Table Access Reports Creating a Report for the CUSTOMER Table Click the Create The Report command tab The Create Ribbon ! Wizard button The Reports groupKROENKE and AUER - DATABASE CONCEPTS (4th Edition)
  42. 42. The Report WizardThe Report WizardThe CUSTOMERtable is alreadyselectedThe AvailableField ListClick the right-facing singlechevron button toselect thehighlighted fieldin the tableClick the nextbuttonKROENKE and AUER - DATABASE CONCEPTS (4th Edition)
  43. 43. The Completed Column SelectionThe SelectedFields listClick the nextbuttonKROENKE and AUER - DATABASE CONCEPTS (3rd Edition)
  44. 44. Choosing the Sort OrderThe sort field 1drop-down listbuttonSelectLastName fromthe drop-downlistClick the nextbuttonKROENKE and AUER - DATABASE CONCEPTS (3rd Edition)
  45. 45. The Finished ReportThe WallingfordMotors CustomerReport tabbeddocument windowThe Reportssection of theNavigation PaneThe WallingfordMotors CustomerReport objectThe report issorted byLastName andthen FirstNameThe Close buttonKROENKE and AUER - DATABASE CONCEPTS (3rd Edition)
  46. 46. Exercises & AssignmentsKROENKE and AUER - DATABASE CONCEPTS (3rd Edition) AW-1-46

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