AIN100A Microsoft Access Level 1

Orange Coast Database Associates Course (800)355-9855 or http://ocdatabases.itgo.com

AIN100A Introduction to Microsoft
Access Level 1

Orange Coast
Database Associates

Specializing in Microsoft Office,
Access, SQL, and related technologies
Classes custom designed for Working Professionals
http://ocdatabases.itgo.com
San Juan Capistrano, CA
(800)355-9855

Accelerated Computer Training for Working Professionals Factory 2007 Case

AIN100A - Introduction to
Access

Quick introduction to Access for
experienced Windows users

P.O. Box 6142
Laguna Niguel, CA 92607
949-489-1472
http://www.dhdursoassociates.com
1

Orange Coast Database
Associates

 Loose association of local University
instructors and IT Professionals.
 Started in 2004
 Training
– Public classes in San Juan Capistrano using
standardized materials
– Private classes for groups (typically on-site) and
individuals
 Consulting & Programming (incl. offshore)
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2 AIN100A Factory

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AIN100A - Introduction to Access

 Introduction (s)
 Facilities
 Course Packet (Contents may vary)
– Student Questionnaire
– PowerPoint handouts for all sessions
– Evaluation form
– Training certificate
– Supplemental materials (Catalog, etc.)

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Books

 Microsoft Access Plain & Simple;
Curtis Frye
 Microsoft Access Bible; Cary
Prague
 Available from major bookstores

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MS Access Introductory (100
Level) Curriculum

AIN100
AIN100T Incl. A & B

AIA101

AIN104
AIN102 AMP110
Reports
Queries Macros
& Forms

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3

AIN100 – Introduction to Access

 Quick pace for experienced windows users
 Assumes no prior knowledge of Access
 End-user, not programmer, oriented
 Somewhat structured towards personal use
for analysis and reporting
 Two levels – Day 1 (AIN100A) and Day 2
(AIN100B)

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AIN100A - Introduction to Access I
Course Topics:

 Introduction
 Tables
 Data
 Relationships
 Filters
 Queries
 Reports I
 Forms I
 Switchboards(2007) or
Navigation Forms (2010)

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Introduction to Access

Industry Standard Approach:

Access has many ways to accomplish tasks. As an accelerated
course we will cover only the most common.

Tables Table Designer
Queries Query designer
Reports Wizard then modify
Forms Wizard then modify
Macros Macro Designer

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Course Format:

 2 Sessions
 Lecture
 Demo
 Student “hands-on” - by the end of the
class the student will have constructed a
small, functional application
 Exercises are cumulative – later examples
build on objects created earlier

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Course Schedule (2 sessions):

 Session 1
– Introduction
– Tables & Data
– Filters
 Session 2
– Queries
– Reports I
– Forms I
– Switchboards/Navigation I
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Note: we have a full day course (DBD201/AIN100T) on this important topic.

Database Design – Critical Topic

 What do I want?
– (Outputs)

 What have I got?
– (Inputs)

 What do I need to do to get
there?
– (Process)

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6

Define Your Needs First

 Draw a PRODUCTS
picture

 Write a ORDERS
description
C.C.
EMPLOYEES Toys

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Summary

 Introduced course topics and approach
 Reviewed reference material
 Touched on database design in preparation
for next module

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7

Notes

15

Notes

16

8

Introduction to Microsoft Access

Module

Introduction to Access, Tables, and
Relationships

P.O. Box 6142
949-489-1472
http://www.d2associates.com

1 Factory Access Tables & Data

Module Outline
Three parts:

 Topic 1: Introduction & Tables
 Topic 2: Manipulating and sorting Tables
 Topic 3: Relating Tables

2 Access Tables & Data Factory

Module Hands On
Students “hands-on”:
– Create working folder with supplied files
– Create a database
– Create 3 tables (w/validation rules and masks)
– Populate tables
– Import and Export Tables
– Create permanent links
– Create a simple query
– Compute calculated field(s)
– Create a multi-table query with summary aggregates



Part 1:

Introduction to Access and Tables


But first - Create Folder

 Create a folder yourname (or similar) in
My Documents – this is where your
database and other files will go.
 Optionally, copy in the labor.txt and
employees.xls files from the instructor
supplied location or CD.


Access Modes

 Menu-driven interface - Interact with a database
and its objects using menu commands

 Program mode - Lets you store instructions in a VBA
program file

 This course concentrates on the menu interface but
does cover macros which can be used to “program” a
series of actions


Database Terminology

 Database – in Access a repository in which tables,
reports, queries, and other objects are stored
 Table – stores facts about one subject (entity)
 Record - contains related information about an
entity “instance”
 Field - contains a fact about an entity
 Relational Database - allows you to link records from
two or more tables based on the contents of a
common field. Access is a relational database.


Database Terminology (cont.)

 Key - used to order, identify, and retrieve records
in the database
 Primary key - unique identifier for a particular
record. Only one per table.
 Index – like a book index. Speeds searches and
joins. Can have many per table.
 Table structure - the arrangement of information
within a record, the type of characters, field
length, limitations, etc.


Database Terminology (cont.)

 Object – used in database world as generic term for
queries, reports, indexes, tables, etc. Not the same
as programming object.
 Form - paper-like method of accessing and entering
data in a table
 Query – retrieves information from Access tables
 Report - provides the ability to arrange table data
as well as to perform calculations and then print a
paper-based report

Sample Application – Factory2000

 Simple cost accounting
application
 Employees work on work
orders
 Clock labor hours for each
work order


Recording Factory2000 Labor Hours

EmpNo fName lName Rate Wono Descr Hours
12 Bob Smith 15 A1 Casting 12
13 Mary Chavez 20 A1 Casting 22
14 Alicia Parks 25 B3 Ass’ly 15
14 Alicia Parks 25 C2 Screws 18

What problems do you see with this approach?


Factory2000 Relational Database Structure

EmpNo fName lName Rate MgrNo Wono Descr Std
12 Bob Smith 15 13 A1 Casting 30

13 Mary Chavez 20 B3 Fitting 50

14 Alicia Parks 25 12 C2 Screws 70

employees Work_orders
EmpNo Wono Start End Hours
12 A1 1/1/01 1/31/01 20

14 C2 2/1/01 2/28/01 42
Labor
14 B3 1/1/01 2/28/01 40


Creating a Database

 Ways to create a database
– Create a database using an Access
template or Wizard – (not always
recommended)

– Create a blank database and then insert
your own objects – we will use this
method in this course


Creating an Access Database

Create the
database in
your desktop
folder with a
meaningful
name


Creating a Table

 Click new from tables tab
 Naming a Table
– Up to 64 “standard” characters can be used
– Do not use an extension
– No leading spaces or control characters, in fact
try to avoid spaces altogether
 Add fields one by one
 Set Field Properties in Field Properties
box


Designing Fields

 Field Type – text, datetime, number, etc.
 Field Width – 10 characters, etc.
 Caption – “Column title” for display
 Format – Determines how the field is displayed
(long date, short date, etc.)
 Click toolbar key symbol to make primary key
 Set indexed for secondary keys, required, etc.


Setting Properties in the Table Designer


Hands On - Create Tables

 Employees
 Work_Orders
 Labor


Employees Table Definition
(Instructor led)

 EmpNo text(2), primary key
 Fname text(10)
 Lname text (15), required
 Rate currency, required
 MgrNo text(2)

All with captions


Work_Orders Table Definition
(On your own)

 WoNo text(2), primary key
 Descr text(15)
 StdHrs number(single,2), required
 Accum number(single,2), required

Add captions, too


Labor Table Definition
(On your own)

 EmpNo text(2), primary key
 WoNo text(2), primary key
 Start datetime, required
 End datetime
 Hours number(single,2)

Add captions, too


Field Validation & Masks

 Add some validations
– Test a numeric field for > 0
– Try checking one field against another
– Etc.
 Add captions if not added already
 Add an input mask
 Change a display format
 Etc.


Datasheets

 Datasheet window - displays the contents of a table
in a spreadsheet-like format
– Each row contains a record
– Each column contains a field
 Speedbar - appears at the bottom of the window
and is used to navigate through the records in a
table


Datasheet View


Entering & Editing Records

 Enter table data from the
handouts or use your own
data


Employees Table Data


Work_Orders Table Data


Labor Table Data


Printing a Table

 Access allows you to create “quick and dirty”
reports by printing the datasheet
– A row/column presentation is used
– Field names appear along the top
– Records are rows
– Fields are columns
– A grid is printed around each field


Manipulating the Datasheet

 Gridlines – controlled by Cells Effects
dialog box
 Can control background color, fonts,
etc.
 Fields can be resized and moved
 Also, hidden and locked like a
spreadsheet

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Record Pointer

 Record pointer (thick black arrow head) helps you
keep track of where you are in a table
 The character is used in the left-hand table cells
to indicate the pointer location
 The pointer moves by using keyboard, scrollbar, or
speedbar commands
 => Changes are saved when you move to next record

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Find Command

 Use the Edit | Find command sequence or
click the Find toolbar button

 Either command activates the Find in field
dialog box

 Searches can have “Wildcards” (in fact
sophisticated Unix style searches are available)

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One Field Sort

 Select the column to be used in the sort

 Click the desired Sort Ascending or
Descending toolbar button

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Multiple Field Sort

 Filter - used to sort data or restrict
records shown
 Use Records | Filter | Advanced Filter/Sort
command sequence
 Activates the filter window
 Specify the fields and sort order
 Execute by clicking the Apply Filter/Sort
button of the toolbar

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Topic 3

Relating Tables


Relating Tables

 Command sequence – Tools | Relationships
 Parent table - table used as the main table
for a relationship
 Child table - the related table, often has
several records for each record in the
parent table


Referential Integrity

 Referential integrity - makes certain that
related records are present

 Orphan record - a child record without a
corresponding parent record


Table Links

 In this context means relate two or more
tables on columns of data
 Permanent link –
– established using the Relationships command
– is always in effect once defined
 Transient link - defined using the query-by-
example feature of Access


Creating a Permanent Link

Drag from
PK to FK


Create Permanent Links

Link all Factory2000 tables
Enforce referential integrity
Normal, default joins for now


Permanent Links



End of Module

P.O. Box 6142
949-489-1472


Notes

43

Notes

44

Microsoft Access

Module:
Queries

P.O. Box 6142
949-489-1472
1 Factory Access - Accelerated Queries

Module Hands On

– Create a simple query
– Create a multi-table query
– Create calculated fields
– Create a summary query
– Concatenate fields
– Create a parameter query

2 Access - Accelerated Queries Factory

Creating a Query

 Activate the Create tab of the Database
window
 Click the Query Design button
 Interact with the dialog boxes


Query Results

 Results placed in a dynaset in a window

 Dynaset can be used like a regular table
– Most useful when you work with fields
from several tables
– Any changes that are made to a dynaset
field are also made to the original
record


Query Design Window

 QBE grid - controls which fields appear in
the dynaset
 Parts of the grid
– Field - contains the name of the field
– Table - contains the field’s table name
– Sort - controls the order of displayed data
– Show - displays a field in the dynaset
– Criteria - enter a condition to display selected
records

Criteria
 Logical Comparison Operators
– <, >, =, =<, >=. <>
 Special Operators
– LIKE
– IS NULL
– BETWEEN
– IN
 Special characters
– [ square brackets around names]
– (parentheses around function arguments)
– # pound sign around dates#


Like (“Wild Card Matches”)

 ANSI standard  Microsoft Access
 Where  Where
customer_last_name like customer_last_name like
“Jo%” “Jo*”
 Like “Jo_”  Like “Jo?”

• * means match any string of characters; ? means
match one character.
• Access actually allow more sophisticated Unix type
search patterns as well – see help

Create a Simple Query

 Use Work_Orders table
 Show fields: all except accum
 Sort by WoNo
 Only records where description
contains an “s”
 Save your query as qrySimple


Simple Query (Find all records with an “S in the
description field)
Query by Example (QBE) Grid


Joining Tables

 Tables can be joined for performing a query
– Must have a common field
– Linking in QBE grid performed via a drag
operation
– Join types: inner, left outer, right outer
– Use show tables dialog to bring up list of tables


Joining two Tables
Drag from
PK to FK

Double Click table
name to add


Create a multi-table query

 Join Labor and Employees
 Show following fields: all from labor,
fname, lname and rate from
employees
 Sort by empno then wono
 Save your query as qryLaborDetail


Multi-table Query Design


Multi-table Query Results


Calculated Fields

 Can embed calculations in a query
 Creates a new temporary field which
appears in the dynaset
 Store your calculations there
 Can use an expression “builder” to help


Query with Calculated Field
(use the builder)


Query with Calculated Field

 Use qryLaborDetail
 Add a calculated field which
shows the cost of a labor
ticket
 Save your query as
qryLaborDetail_2


Query with Calculated Field Results


Concatenated Fields

 Can “add” two character fields
together
 Use & operator
 Example: fname & “ “ & lname


Concatenated Fields

 Create a new labordetail
query
 Add a column with the
employee’s full name
 This can be used later in
reports, etc.
qryLaborDetail_3


Concatenated Fields Results


Summarizing Columns

 SQL aggregate functions
– Sum
– Count
– Avg
– Etc.
 Activated by clicking the Total toolbar button
 Adds a Total line to the QBE query grid
 All selected columns must be in group by or an
aggregate


Query with Aggregate


Query with Aggregate

 Modify qryLaborDetail2
 Drop work order fields
 Sum the hours and cost
qryLaborGrouped


Query with Aggregate Results


Parameter Queries

 Accept a variable when run

Order No
parameter


Parameter Queries

 Create a parameter query
 Base on qryLaborDetail_3
 Show all fields
 Prompt for order no
 Save as qryParam


Parameter Query Results


Accelerated Introduction to Access

End of Module

P.O. Box 6142
949-489-1472

29 Factory Access - Accelerated Queries

Notes


Notes


Notes


Microsoft Access

Module -
Basic Reports

P.O. Box 6142
949-489-1472

1 Factory Access - Reports & Forms

Module Hands On

– Create a summary report
– Format the report
– Add conditional formatting

2 Access - Reports & Forms Factory

Creating reports

 Two basic methods:
– Report Wizard
– Report Designer

 Common approach is to start w/
the Wizard then modify the result


Report Wizard

 Building a Report by Using a Report Wizard
– Use the Report tab of the database window
– Can base report on table or query
– Report Wizard - a series of dialog boxes that steps
you through the process of building a report



Report Wizard

 After selecting the table or query you give
the Wizard additional information…
– Grouping – for summaries, etc.
– Sorting – for sort order within group, plus
which summary function to use
– Format and style


Report Wizard

 Create a labor report
– Use qryLaborDetail query
– Select wono, empno, fname,
lname, hours
– Group by wono
– Use summary options: sum hours,
– Layout and style to taste
– Save as rptLabor


Report Design Window

 Menu Bar and Toolbar Rulers - vertical and horizontal
 Report Layout
 Toolbox
 Field List Box - used for adding fields to a report
template
 Properties Sheet or Section Detail Sheet - controls the
appearance of a report object
 Scroll Bars


Report Designer


Redesigning a Report

 Able to move field and title boxes around the
design template via a drag operation
 Able to resize the report bands using selection
handles
 Able to add additional titles using label control
 Able to align text as well as change the font
and size of type used
 Can add background fill effects, etc.


Report Designer

 Open rptLabor in design view
– Format headings
– Remove extra subtotal row and
reduce band height
– Fill title with grey background
– Etc.
– Save with same name
(rptLabor)


Report Designer Results


Report Designer

 Adding Fields
– Use toolbox, or
– Drag and drop from field list
– Set control source on property sheet if appropriate(see below)
– Put SQL function around the control source for aggregate
fields
 Two types
– Bound
– Unbound (no control source)


Report Designer
Function


Report Designer

 Adding a new cost column
 We will do this in the AIN100B
course


Full Work Orders Report Results


Conditional Formatting

 Format, Conditional Formatting commands
from Menu Bar
 Can be used for forms or reports
– Examines the contents of a field
– Based upon field’s contents able to specify:
 Font/Font size/Font color
 Background color
 Text attributes (boldface, underline, italics)
 Try flagging stdhrs >= 70


Microsoft Access

Module -
Reports

P.O. Box 6142
949-489-1472 [End of Module]

Notes


Notes



Module -
Basic Forms

P.O. Box 6142
949-489-1472


Module Hands On

– Build two simple data entry forms
– Create a sub-form
– Build a master-detail form from above forms


Forms

 Form - provides for customized data entry
instead of using the datasheet window
 Also used to establish criteria for reports and
queries
 Found on the Forms tab of the database
window
 Form Wizards - a series of dialog boxes
prompting you about your form requirements


Form Wizard

 Specify source table or query, fields, etc. (again, note
fields can be bound or unbound)
 Generally pick columnar style
 Modify or preview result
 Numerous properties can be set
– Format (Appearance, scroll bars, etc.)
– Data (recordsource, etc.)
– Event (These can call macros and program code)
– Other



Form Wizard
(Instructor Led)

 Build a simple data entry form based
on the employees table
– Modify the form when click finish
– Set the caption property to “Maintain
Employee Information”
– Make text labels “semi-bold”
– Size the form as desired
– Set record selector to “NO” if desired
– Save as frmEmployees


Basic Employees form


Form Wizard
(On your own)

 Build a simple data entry form based
on the work_orders table
– Modify the form when click finish
– Set the caption property to “Work
Orders”
– Make text labels “semi-bold”
– Size the form as desired
– Set record selector to “NO” if desired
– Save as frmWork_Orders


Basic Work Orders Form


Form Designer

 Design surface for forms
 Add controls from toolbox
 Some controls themselves have wizards which
can invoke certain actions (run query, open
report, etc)



Form Designer

 We will build a criteria selection form for the
parameter query qryParam (using design
view) in the AIN100B course.


Criteria Selection Form Results


Subforms

 Same idea as sub reports
 Main form uses parent table; sub form uses
child table
 Several ways to create them
– Create sub form first, drag and drop to main form
– Use subform/subreport control
– Create with form wizard directly


Subforms

 Same idea as sub reports
 Main form uses parent table; sub form uses
child table
 Make sure you have a permanent link
 Create sub form first, drag and drop to main
form
 Can also create with form wizard directly


Typical Subform


Subforms

 Create a subform named
sfrmLaborDetail
– Use the form wizard
– Base on qryLaborDetail_3 query
– Pick tabular style (like a table or
spreadsheet grid)


Labor Detail Subform


Subforms

 Modify the frmWork_Orders form. It
will be the new main form
– Drag and drop the sub form
sfrmLaborDetail
– Remove extraneous labels
– Size and format as you like
– Save as frmWork_OrdersDetail


Placing a subform on a main form


Note link master and link child


Work Orders Detail Form


Sub Forms via the Wizard

 Sub Forms can also be built automatically
 Select parent table fields
 Then child table fields
 The child table will go in the subform


Main and sub forms via Wizard
(Instructor Demonstration)



Module -
Basic Forms

P.O. Box 6142
949-489-1472 [End of Module]

Notes


Notes


Notes


Microsoft Access

Module – Navigation

P.O. Box 6142
949-489-1472

1 Factory Access Navigation

Access navigation

 Newer Access 2010 databases use the new
Navigation forms
 Older MDB databases still have the
Switchboard Manager tool available

2 Access Navigation Factory

Creating a Navigation form

 Select the desired style


Navigation Forms

 Drag and drop forms and reports one by one


Adjust properties

 Adjust properties as desired and save as
frmNavigation


Set startup options (File | Options)

 Set the Access options to open the navigation
form when it starts up


Navigation Form

 Create a navigation form for
your application


Switchboards

 Create via a switchboard manager tool
 Creates a tree of launch forms – main
form is called switchboard and is placed
with your other form objects


Launching Switchboard Manager


Switchboard Manager

 Yes – we want to create a new switchboard!

Switchboard Manager


Switchboards

 Create a switchboard for your
application


Microsoft Access

End of Module

P.O. Box 6142
Please fill out and turn in your
949-489-1472 end-of-course evaluations.

13 Factory Access Navigation

Notes


Notes


Notes


Orange Coast Database Associates Course (800)355-9855 or http://ocdatabases.itgo.com

Accelerated Computer Training

Orange Coast
Database Associates

Specializing in Microsoft Office,
Access, SQL, and related technologies
Computer Training, Programming & Consulting
32422 Alipaz St., Suite A-15
San Juan Capistrano, CA
(800)355-9855 (Toll Free) | (949)489-1472 (Direct) | (949)485-6284 (Fax)
http://ocdatabases.itgo.com | info@ocdatabases.itgo.com

Accelerated Computer Training for Working Professionals

AIN100A Microsoft Access Level 1

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