Master database management for cxc

Database Management
Microsoft Access – Simplified
By: A. Vanhorne

Starting Microsoft Access
Click Blank Database

Getting Started Tables Queries

Creating a Database


For this tutorial you will be creating a database
name: “School”


Write your database
name here


Database Name


Click Create



Click Create to see a list of
the objects that we can create
in Microsoft Access



Our Focus will be on: Table

Form

Report Query


Closing Default Table
By default, Microsoft Access Create a table name
“table1”. We will start by closing this table:

Select Table 1

Click the “X” to the
right to close it


Creating a New Table

Click on
Create

Select Table Design from the table Tab.
This will open the table design view


Table Design View


Table Design View – Tool Bar

The view button will
be used to switch
between design and
datasheet view

The Primary key is a unique
field that is used to identify
each record in a table. E.g.
ID


Creating a Student Table


The table will have the following fields:
Idnumber, Firstname, Lastname, DOB, Gender
Fields

Data Types

Field Size

Idnumber

number

Firstname

Text

14

Lastname

Text

20

DOB

Date/Time

Gender

Lookup Wizard



Whenever your create a text field, the database
reserve 255 character spaces. However we don’t
always need so much space.

Field

Field Size




When you select look up wizard for gender- the
dialog below will appear

Click I will Type
in the values that I
want

Click Next




Enter the look up items:

Type: Male and
Female

Click Finish


Setting Primary Key

Select Idnumber

Select Primary Key



A Key appears beside Idnumber.


Save the Table

Click the save
button

Enter “Student”
for the table name
and click ok


Changing the View


In order to enter data into your table, you will
have to switch the view to datasheet view

Click on view and this will
take you to datasheet view


Datasheet View


Here you can populate the table

Click on view and this will
take you to datasheet view


Datasheet View


Populate the table as follows:

*Once you type the data in the table, they are saved automatically.


What is a query?


A query is a specific set of instructions for
retrieving data from a database and displaying,
printing, modifying or storing it.


Types of Query
 Select Query

 Action Query

Calculate Field

 Delete

Summary Options

 Update
 Append
 Make Table


 This type of query is designed to list

specific information in a database table.

 E.g. It could

be used to find and display all
the female students.

Main Menu

Creating a Select Query

Click on Create

Select Query Design



Select Student
Click Add


Select Student

Click Add

Click Close


Selecting the fields from the table

Double Click each of
these fields to add
them to the query.


Viewing the Results of the Query


Click view to see the result of the query in
datasheet view

Click View




Query Results

Click View to return to
the design view





Save the Query Results
Press Ctrl + S or any other method

Type “StudentQuery”
as the Query Name


Viewing specific information




In order to produce a list of specific information
in a table; a criteria must be specified.
Criteria is a restriction that data must meet while
being retrieved.


Creating a Criteria


E.g: Create a query to view all “Male”
Type Male under Gender
in the Criteria row

The Criteria Row


View Information


Click on View to see the result

Click View

Result in Datasheet view


 Example: create a new field to calculate

employees’ pay after an increase of $1200.00.
 OR: Create a field call “Fullname” to display
students full name

Main Menu

Calculated Field Cont’d




To the right of Gender; enter the text
“Fullname”, followed by a colon ‘:’.
Enter the calculation for Fullname: [Firstname]+
[Lastname]


Calculated Field Cont’d


Click on View from the menu bar

IF you want space between the names, modify the calculation as following:

Fullname: [Firstname]+” “+[Lastname]



The following summary options are often
used in queries:
 Sum
 Average
 Maximum
 Minimum
 Count
Main Menu

Using Summary options


Example: create a query to Count the number of
students

Click on Total

The total bar is then activated


Using Summary options


Example: create a query to Count the number of
students

Click on Group By under
Idnumber and select “Count”


Summary option Cont’d


Delete all fields apart from “Idnumber”:


Highlight the fields



Press delete on your keyboard

Summary option Cont’d


Your design view now


Summary option – Cont’d


To view the result of the count, Click on View




An action query makes changes to or moves
many records in just one operation. There
are four types of action queries:
i. Delete
ii. Append

ii.
iv.

Update
Make-table

Main Menu

 This query deletes specific records from a

database table.
 Example: to delete the student with

Idnumber “113”.

Main Menu

Creating a Delete Query


Create a regular select query, using the fields in
the table (s) you wish to use.


Delete Query Cont’d


Select Delete from the query Tab

Enter your
criteria here.
i.e 113


Delete Query Cont’d


If Prompted, enable security

Click Options

Click Enable

Click Ok


Running the Query

Click on Run

Click on Yes

Once you click “Yes” your record will be permanently deleted.


Records after Deletion


The record has been removed from the table:


 An update query is used to modify a field (s)

within a database table.
 Example to Add the prefix “Mr.” to all Male
first name

Main Menu

Creating an Update Query


Select the field (s) you wishes to update from the
table (s). In this case we need “Firstname” and
“Gender”

Enter Male for the Criteria



Select update from the query tab

TO add the prefix “Mr”; type the
following in the update To box:
“Mr.”+[Firstname]


Update Query Cont’d






In the “Update To Row”, enter the information
about the field you want to update.
The information should be below the field
name.
Field names should be in square brackets.




Select Run from the Results tab

Click Yes

Update Query Cont’d


Table before update



Table after update


 An append query, is use to copy (move)

information from one table to another.
 Example moving all the records from the
New customer’s table to the customer table.

Main Menu

Append Query Cont’d


1.
2.

Since we do not have more than one table we
are going to make a copy of the student table.
Right Click on student and choose copy
Then paste it in a blank area

Copy
Paste here
Click Ok




1.

To prevent duplicated records, lets change the
Idnumbers in the “Copy of Student” table:
Create an update query as follows to add “4” to
each Idnumber

Click Run
Click Yes




Since the IDs are now different we can
continue:




To create this query, we will use the table from
which we are copying the data (in this case
Student).




Select “Append Query” from the query tab

Select “Copy
of Student”

Click OK




Select “Append Query” from the query tab




Run the Query

Click Run

Click Yes


Append query


“Copy of Student” table Before APPEND




“Copy of Student” table After APPEND


Append Query - Activity






Using an update query change the Idnumber for
Daniel from 187 to 200 in the Student table
Create a query to append the record for Daniel
to the “Copy of Student” table.
HINT: Criteria may be needed.


Master database management for cxc

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