Access

Review

Creating tables• Define the tables before start creating in Access

– use the DB design materials

– define the type of fields and length

Customer Parts

Orders

P (PARTNO,DESCRIPT,COST,AVAILABLE)C (CUSTNO,CUSTNAME,CUSTTYPE)O (CUSTNO,PARTNO,QUANTITY)

• Create each table in Access– select Tables, new, design view– enter definition in design view

Entering and editing data

• When you "created" you just created the table structure

• How to add data to a table?– After you save the table select datasheet

– and enter the data as in the example

– save frequently

• How to edit?– Select table, go to datasheet view and add, delete, or

change.

NOTE: select Database Window to navigate between your tables queries, forms, etc.

Creating relations• Close all design window windows before starting• Use Tools, Relationships or the icon • Click on each table in the Show Table Window to

place them in the work area• Click on the field of the one table and paste it on

top of the same field in the many table– Access will open a relation dialog, be sure to select

enforce referencial integrity

– repeat this step as necessary

– you will see the relations as in this example

Creating forms

• There are six types of forms: single column, tabular, datasheet, subforms, pivot tables and graphs.

• In the database window, select Forms, New, and select the table you will create the form for.– You can use a series of wizards or the default Design View. In your

project you can simplify your work if you use the columnar autoform.

– If you use the Design View, place the table fields and toolbox in the work area using their toolbar icons to make your work easier, as show in this image.

– Save and name it. – Use help for more details.

Creating reports

• Simple reports can be created by selecting Reports, New, selecting the table or query to use, and Tabular autoreport.

• More complex layouts can be created using Design View. Again fields and toolbox will be available to create the report.

• A shortcut to create complex reports is to use Tabular autoreport and open it in Design View, edit to add sub-totals, etc.

• Again save it, don’t forget.• Use help for the details.

Creating queries• Start from database window and select queries, new and Design

View– you will see a blank query grid and Show Table window– select the table(s) to use in the query (double-click) and close the Show Table– double-click in the fields you want to place in the query (in the order you want

to see the results)– You can easily sort the results and create calculated fields.

• You can create a new table with the results of a query– In Design View click the arrow next to Query Type button on the toolbar, and

then click Make Table. – The Make Table dialog box appears. In the Table Name box, enter the name of

the table you want to create and select current database and save it.