ITCS 122. Understanding the MS Access Environment Working with MS Access Databases and Tables

ITCS 122

Understanding the MS Access Environment Working with MS Access Databases and Tables

Browsing the MS Access Microsoft Environment

Ms Office Button shown in the upper-left corner replaces the File menu from older versions Using these commands you can do any of the following: New Create a new database file. Open - any existing database file on your computer or network. Save - design changes for the database object that is open and has the focus. Save As -Save a copy of the current object or save a copy of the current database in 2007, 2002/2003, or 2000 Access format Print Print the currently open object that has the focus or the object in the Navigation Pane that has the focus using the Print dialog box or the Quick Print Manage Compact and repair your database file, back up your database, or open the Database Properties dialog box to review and change properties specific to this database. E-Mail Export the currently open object that has the focus or the object in the Navigation Pane that has the focus in various formats and send to another person. If the focus is on an object in the Navigation Pane, that object is exported instead of the object currently open. You can choose to export and send the object in the following formats: Excel, HTML, Rich Text Format, or as a Text File. Publish -the database to a document manager server or package your database as a CAB file and digitally sign it. Close Database Close the currently open database and return to the Getting Started screen.

Quick Access Toolbar This special toolbar gives you quick access to some of the more common commands you will use in Access 2007, and you can customize this toolbar to include additional Commands Save Saves any changes to the currently selected database object. Undo Undoes the last change you made to an object or a record. Redo Cancels the last Undo change you made to an object or a record. At the right end of the Quick Access Toolbar is a small arrow. Click that arrow, and youll see the Customize Quick Access Toolbar menu

Home Tab The Home tab has the following groups: Views. Most objects in an Access database have two or more ways to view them. When you have one of these objects open and it has the focus, you can use the View command in this group to easily switch to another view. Clipboard. You can use the commands in this group to manage data you move to and from the Clipboard. Font. You can change how Access displays text using the commands in this group.

Home Tab Rich Text. You can design fields in your database to contain data formatted in Rich Text. You can use commands in this group to format text in a Rich Text field Records. Use the commands in this group to work with records, including deleting records and saving changes. Sort & Filter. You can use these commands to sort and filter your data. Window. Use the commands in this group to resize windows or select one of several windows you have open. Note that Access displays this group only when you have set your database to display Overlapping Windows rather than Tabbed Documents. Find. The commands in this group allow you to search and replace data, specific record, or select one or all records.

Create Tab contains commands that let you create new database objects. Each group on this particular tab arranges its specific functions by database object type.

Create Tab The Create tab contains the following groups: Tables. Use the commands in this group to create new tables or link to a Microsoft Windows SharePoint Services list. Forms. You can create new forms using the commands in this group, including PivotChart and PivotTable forms. Reports. The commands in this group allow you to create new reports using available wizards or to start a new report design from scratch. Other. Use the commands in this group to create new queries or build macros or modules to automate your application.

External Data Tab This tab has the following groups: Import. The commands in the Import group let you link to data or import data or objects from other sources such as other Access databases, Microsoft Excel spreadsheets, Windows SharePoint Services lists, and many other data sources such as Microsoft SQL Server, dBase, Paradox, and Lotus 1-2-3. Export. You can use these commands to export objects to another Access database or to export data to Excel, a Windows SharePoint Services site, Microsoft Word, and more. Collect Data. These two commands allow you to update data in your Access 2007 database from special e-mail options using Microsoft Office Outlook 2007. SharePoint Lists. Commands in this group allow you to migrate some or all of your data to a Windows SharePoint Services (version 3) site or synchronize offline data with an active Windows SharePoint Services site.

Database Tools Tab

The Database Tools tab on the Ribbon includes the following groups: Macro. Commands in this group let you open the Visual Basic Editor, run a macro, or covert a macro either to a shortcut menu or to Visual Basic. Show/Hide. Commands in this group activate useful information windows. Use the Relationships command to view and edit your table relationships. Click the Property Sheet command to open the Property Sheet dialog box that displays the properties of the object currently selected in the Navigation Pane. Click the Object Dependencies command to see which objects are dependent on the currently selected object. Select the Message Bar check box to reveal the Message Bar that displays any pending security alerts. Analyze. Use the commands in this group to print a report about your objects or run one of the two analysis wizards. Move Data. The two wizards available in this group allow you to either move some or all of your tables to SQL Server or move all your tables to a separate Access database and create links to the moved tables in the current database.

Database Tools Tab Database Tools. You will see a different set of commands in this group depending on whether you have opened an Access 2000, 2002, or 2003 database (.mdb) or an Access 2007 database (.accdb). In both groups, you find commands to run the Linked Table Manager, the Switchboard Manager, make an execute-only version (.mde or.accde) of your database, or manage add-ins. In an.mdb file, you can find commands to encode/decode your database (encrypt it) and set a password that a user must know to run your database. In an.accdb file, you can find a command to create an encrypted version with a password. Administer. Access displays this group on the Database Tools tab only when you open an Access database file created in Access 2000, 2002, or 2003 (.mdb). The Users And Permissions command lets you edit and define users and object permissions in the legacy security system no longer supported in Access 2007 format (.accdb) database files. The Replication Options let you manage the legacy replication features no longer supported in Access 2007 format database files.

Collapsing the Entire Ribbon Collapsing the Entire Ribbon you can collapse the entire Ribbon by double- clicking on any of the tabs. All the groups disappear from the screen, but the tabs are still available. You can also use the keyboard shortcut Ctrl+F1 to collapse the Ribbon. To see the Ribbon again, simply click on any tab to restore the Ribbon to its full height or press Ctrl+F1 again.

Navigation Pane a window that is permanently located on the left side of the screen. open database objects appear to the right of the Navigation Pane instead of covering it up. Easy access to the other objects in your database without having to shuffle open objects around the screen or continually minimize and restore object windows. view objects of different types at the same time Quickly Jumping to a Specific Object in the Navigation Pane Click an object in one of the groups in the Navigation Pane to select it and then press a letter key to quickly jump to any objects that begin with that letter in that particular group

Navigation Pane Object Views Navigation Pane menu. you could select tabs to view each object category, and each object type was sorted by object name. The objects in each of the six object typesTables, Queries, Forms, Reports, Macros, and Modulesare grouped together You can customize the Navigation Pane to display the object list in many different ways provides commands under Filter By Group to allow you to filter the database object list

Creating a database Working with MS Access Databases and Tables

Topic Creating a New blank database Create a table in design view and datasheet view Saving and renaming a table Switching Between Design and Datasheet View

Your Database must have the following: Data Consistency Without data consistency, you could find that you have all the data you could ever want, but you cant garner helpful information from it Data Integrity refers to the process of ensuring that a database remains an accurate reflection of the universe of discourse it is modelling or representing. there is a close correspondence between the facts stored in the database and the real world it models

Data Types Data TypeUsed to storeLimitations/Restrictions TextAlphanumeric data (text and numbers) Stores up to 255 characters. MemoAlphanumeric data (text and numbers) Stores up to 2GB of data (the size limit for all Access databases), if you fill the field programmatically. Remember that adding 2GB of data causes your database to operate slowly. If you enter data manually, you can enter and view a maximum of 65,535 characters in the table field and in any controls that you bind to the field. When you create databases in the Office Access 2007 file format, Memo fields also support rich-text editing.

Data Types NumberNumeric data Number fields use a Field Size setting that controls the size of the value that the field can contain. You can set the field size to 1, 2, 4, 8, or 16 bytes Date/TimeDates and times Access stores all dates as 8- byte double-precision integers.

Data Types CurrencyMonetary data Stores data as 8-byte numbers with precision to four decimal places. Use this data type to store financial data and when you don't want Access to round values. AutoNumber Unique values created by Access when you create a new record Stores data as 4-byte values; typically used in primary keys. Yes/NoBoolean (true or false) data. Access uses -1 for all Yes values and 0 for all No values.

Data Types OLE Object Images, documents, graphs, and other objects from Office and Windows-based programs Stores up to 2GB of data (the size limit for all Access databases). OLE Object fields create bitmap images of the original document or other object, and then display that bitmap in the table fields and form or report controls in your database. You must have an OLE server (a program that supports that file type) registered on the computer that runs your database. As a rule, you should use Attachment fields for your.accdb files instead of OLE Object fields. Attachment fields use storage space more efficiently and are not limited by a lack of registered OLE servers. HyperlinkWeb addresses Stores up to 1 gigabyte of data. You can store links to Web sites, sites or files on an intranet or Local Area Network (LAN), and sites or files on your computer.

Data Type AttachmentAny supported type of file You can attach images, spreadsheet files, documents, charts, and other types of supported files to the records in your database, much like you attach files to e-mail messages. You can also view and edit attached files, depending on how the database designer sets up the Attachment field. Attachment fields provide greater flexibility than OLE Object fields, and they use storage space more efficiently because they don't create a bitmap image of the original file.

Guidelines for choosing Field Types Between Text and Yes/No fields Fields that can have only two are also called Boolean or logical values. You can store this in a one-letter Text field, using Y and N. This can be display on forms as a check box, option button, or toggle button and can be switch from custom format Text and Memo fields Text fields are limited to 255 characters if you need more than that, use a Memo field that contain over 65,000 characters of textual information Memo fields cannot be serve as a key and are more likely to get to get corrupted like OLE Object fields and your database may get indigestion

Guidelines for choosing Field Types Text and Number (or Currency) When displaying a Number or Currency field, Access drops any leading zeros (for example, 08540 becomes 8540 or $8,540). can format in many ways with control over the number of decimal places can vertically align these fields on the decimal points, which makes columns of numbers easier to read Number or Currency field values sort from smallest to largest while text are sorted alphabetically in a Text field, Access sorts 55 before 6, because the 5 character comes before the 6 character

Creating a table Working with MS Access Databases and Tables

When to make a blank database if you have data in another program that you want to import into Access You want to make a database from nothing This involves the following Creating new tables, and then entering, pasting, or importing data into those tables. Importing data from other sources, which creates new tables in the process.

Table Add a table You can add a new table to an existing database by using the tools in the Tables group on the Create tab.

Table Process Insert a table, starting in Design view On the Create tab, in the Tables group, click Table Design For each field in your table, type a name in the Field Name column, and then select a data type from the Data Type list. Save

Table Creating a Table with look up Lookup help you define the characteristics of foreign key fields that link to other tables. When define calculated you must to define the properties for these fields. If the field in the query is a foreign key linked to another table, you can also set the Lookup properties. Lookup properties can use the in the querys Property Sheet pane to override them. It is useful when you want the user to pick from a restricted value listsuch as M or F for a Gender field.

Table Build a table using one of the table templates built-in local templates Online template When you click one of the options under Template Categories or From Microsoft Office Online, the center section of the Getting Started screen changes to show graphics representing of each of the database templates available in that category The first time you choose to download an online template, Access 2007 displays the Microsoft Office Genuine Advantage confirmation dialog box. Each time you download a template, Access 2007 confirms that you have a valid and registered copy of the 2007 Microsoft Office system. If you do not want to see this dialog box again, select the Do Not Show This Message Again check box. Click Continue to proceed with the download and creation of your sample database.

Table Build a table using one of the table templates close the first table click the Create tab on the Ribbon, and then click the Table Templates button in the Tables group Choose from five table template Five table templates Contacts Tasks Issues Events Assets

Table Five table templates Contacts - Use this table template when you need to track your personal or business contacts. Key fields in this template include the contacts company, job title, and phone numbers. Tasks - Use this table template for keeping track of various tasks and projects needing completion. Key fields in this template include start and due dates for the task and percentage complete. Issues - Use this table template for recording various personal or business issues. Some key fields in this template include the title of the issue and the issue status Events - Use this table template as a personal organizer of your appointments. This template includes fields for start and end times of the event, the event date, and even the location. Assets - Use this table template for keeping track of your assets. Key fields in this template include the acquisition date, the original price of the asset, and the current price.

Table Saving your Table Access 2007 suggests a name for your new database in the File Name text box and a location to save the file beneath the File Name text box You can select the drive and folder you want by clicking the links on the left and browsing to your destination folder

Table Datasheet view is an empty datasheet, which looks quite similar to a spreadsheet The first column is Access default field ID You can rename the field directly from Datasheet view a pencil icon on the row selector at the far left indicate that youre adding or changing data in that row. Press the Tab key to move from column to column Automatically saves what you typed click the data you want to change and type over it or delete it To delete column, click anywhere in that column and click Delete in the Fields & Columns group of the Datasheet tab. Click Yes to confirm the deletion insert a column, click anywhere in the column to the right of where you want to insert the new column and then click Insert in the Fields & Columns group of the Datasheet tab on the Ribbon move a column, click the field name at the top of the column to select the entire column, and drag the column to a new location You can also move the columns as a group. Save this table by clicking the Save button on the Quick Access Toolbar

Table Design View You can modify your table To create a new table in Design view, click the Create tab on the Ribbon and then click the Table Design button in the Tables group the upper part of the Table window displays columns in which you can enter the field names, the data type for each field, and a description. the lower-left section of the Table window set field properties. the lower-right section of the Table window displays information about fields or properties In the Description Field Properties allow you to set propertiessettings that determine how Access handles the fieldand thereby customize a field. The properties displays depend on the data type you select

Default value Working with MS Access Databases and Tables

Set a default value for a table field Setting a default value In the Navigation Pane, right-click the table that you want to change, and then click Design View. Select the field that you want to change. On the General tab, type a value in the Default Value property box. The value you that you can enter depends on the data type that is set for the field. For example, you can type =Date() to insert the current date in a Date/Time field. Save your changes.

Example of default value ExpressionDefault field value 11 "MT"MT "New York, N.Y."New York, N.Y. (note that you must enclose the value in quotes if it includes punctuation) ""A Zero-length string (zero-length string: A string that contains no characters. You can use a zero-length string to indicate that you know no value exists for a field. You enter a zero-length string by typing two double quotation marks with no space between them (" ").) Date( )Today's date =Yes"Yes" is displayed in the local language of the computer

Indexing Working with MS Access Databases and Tables

Indexing help Microsoft Office Access 2007 find and sort records faster. stores the location of records based on the field or fields that you choose to index. After Access obtains the location from the index, it can then retrieve the data by moving directly to the correct location.

Three values: There can not be more than 32 fields in your table with the Indexed property of either "Yes (Duplicates OK)" or "Yes (No Duplicates)". If a field is a Primary key set the Indexed property on those fields to "Yes (Duplicates OK)"

Indexing Indexed Can be use in all data types except OLE Object and Attachment You can ask that an index be built to speed access to data values. You can also require that the values in the indexed field always be unique for the entire table.

Indexing Single-Field Indexes the default Indexed property setting for all fields except the primary key is No If you want to set an index for a field Yes choices. In most cases, a given field will have multiple records with the same valueperhaps you have multiple contacts in a particular city or multiple products in the same product category. You should select Yes (Duplicates OK) to create an index for this type of field. By selecting Yes (No Duplicates) you can have Access 2007 enforce unique values in any field by creating an index that doesnt allow duplicates. Access 2007 always defines the primary key index with no duplicates because all primary key values must be unique.

Table relationship Working with MS Access Databases and Tables

Creating table relationship On the Database Tools tab, in the Show/Hide group, click Relationships. If you have not yet defined any relationships, the Show Table dialog box automatically appears. If it does not appear, on the Design tab, in the Relationships group, click Show Table.

Relationship 1. The primary key 2. This line represents the relationship 3. The foreign key

Creating table relationship Drag a field (typically the primary key) from one table to the common field (the foreign key) in the other table.

Creating table relationship Access draws a relationship line between the two tables. If you selected the Enforce Referential Integrity check box, the line appears thicker at each end. In addition, again only if you selected the Enforce Referential Integrity check box, the number 1 appears over the thick portion on one side of the relationship line, and the infinity symbol () appears over the thick portion on the on the other side of the line, as shown in the following figure.

Creating table relationship

To create a one-to-one relationship Both of the common fields (typically the primary key and foreign key fields) must have a unique index. This means that the Indexed property for these fields should be set to Yes (No Duplicates). If both fields have a unique index, Access creates a one-to-one relationship. To create a one-to-many relationship The field on the one side (typically the primary key) of the relationship must have a unique index. This means that the Indexed property for this field should be set to Yes (No Duplicates). The field on the many side should not have a unique index. It can have an index, but it must allow duplicates. This means that the Indexed property for this field should be set to either No or Yes (Duplicates OK). When one field has a unique index, and the other does not, Access creates a one-to-many relationship.

Types of table relationships One-to-One Relationship This relationship have one, and only one, relationship with each other. If both R and K have single-valued participation One-to-Many Relationship To represent a one-to-many relationship in your database design, take the primary key on the "one" side of the relationship and add it as an additional field or fields to the table on the "many" side of the relationship. In this case, for example, you add a new field the ID field from the Customers table to the Orders table and name it Customer ID. Access can then use the Customer ID number in the Orders table to locate the correct customer for each order. Many-to-Many To represent a many-to-many relationship, you must create a third table, often called a junction table, that breaks down the many-to-many relationship into two one-to-many relationships. You insert the primary key from each of the two tables into the third table. As a result, the third table records each occurrence, or instance, of the relationship

Why create table relationships? 1. Table relationships inform your query designs 2. Table relationships inform your form and report designs 3. Table relationships are the foundation upon which you can enforce referential integrity to help prevent orphan records in your database. An orphan record is a record with a reference to another record that does not exist for example, an order record that references a customer record that does not exist.

Why create table relationships? 1. Table relationships inform your query designs To work with records from more than one table, you often must create a query that joins the tables. The query works by matching the values in the primary key field of the first table with a foreign key field in the second table.

2. Table relationships inform your form and report designs When you design a form or report, Office Access 2007 uses the information it gathers from the table relationships you have already defined to present you with informed choices and to prepopulate property settings with appropriate default values Why create table relationships?

3. Table relationships are the foundation When you design a database, you divide your information into tables, each of which has a primary key. You then add foreign keys to related tables that reference those primary keys. These foreign key-primary key pairings form the basis for table relationships and multi-table queries Why create table relationships?

Referential integrity When you design a database, you divide your information into many subject-based tables to minimize data redundancy Example Suppose you have a one-to-many relationship between Shippers and Orders and you want to delete a Shipper. If the shipper you want to delete has orders in the Orders table, those orders will become "orphans" when you delete the Shipper record. The orders will still contain a shipper ID, but the ID will no longer be valid, because the record that it references no longer exists

Referential integrity The purpose of referential integrity is to prevent orphans and keep references in sync so that this hypothetical situation never occurs.

Referential integrity After you have enforced referential integrity, the following rules apply: You cannot enter a value in the foreign key field of a related table if that value doesn't exist in the primary key field of the primary table doing so creates orphan records. You cannot delete a record from a primary table if matching records exist in a related table. For example, you cannot delete an employee record from the Employees table if there are orders assigned to that employee in the Orders table. You can, however, choose to delete a primary record and all related records in one operation by selecting the Cascade Delete Related Records check box. You cannot change a primary key value in the primary table if doing so would create orphan records. For example, you cannot change an order number in the Orders table if there are line items assigned to that Order in the Order Details table. You can, however, choose to update a primary record and all related records in one operation by selecting the Cascade Update Related Fields check box.

Field Validation Working with MS Access Databases and Tables

field validation Defining Simple Field Validation Rules Field Validation expression - consists of an operator and a comparison value To define a simple check on the values that you allow in a field, enter an expression in the Validation Rule property box for the field Access performs this validation for data entered in a Table window in Datasheet view, in an updateable query, or in a form. You can specify a more restrictive validation rule in a form, but you cannot override the rule defined for the field in the table by specifying a completely different rule in the form. You can specify multiple comparisons separated by the Boolean operators

Remember When you set the Required property to Yes and the user fails to enter a value, Access2007 displays an unfriendly message: The field cannot contain a Null value because the Required property for this field is set to True. Enter a value in this field. Access recommend that you use the Validation Rule property to require a value in the field and then use the Validation Text property to generate your own specific message.

Comparison Symbol

field validation To validate a Text, Memo, or Hyperlink field against a matching LIKE comparison operator provide a text string as a comparison value that defines which characters are valid in which positions. wildcard characters, can use to define positions that can contain any single character, zero or more characters, or any single number

field validation You can also specify that any particular position in the Text or Memo field can contain only characters from a list that you provide. You can specify a range of characters within a list by entering the low value character, a hyphen, and the high value character, as in [A-Z] or [3-7]. If you want to test a position for any characters except those in a list, start the list with an exclamation point (!). You must enclose all lists in brackets ([ ]). Page 862-873

Field Validation

Setting field Validation 1. Go to design view 2. choose the field to set validation 3. On the General tab go to validation Rule 4. Set the validation 5. Save table

Input Mask Working with MS Access Databases and Tables

Defining Input Masks Input mask - assist you in entering formatted data You can define an input mask for Text, Number (except Replication ID), Date/Time, and Currency data types You can use an input mask to do something as simple as forcing all letters entered to be uppercase or as complex as adding parentheses and hyphens to phone numbers. You create an input mask by using the special mask definition characters

Input mask definition character

Setting Input Mask 1. Go to design view 2. choose the field 3. On the General tab go to Input mask 4. Click the Input Mask wizard button 5. Set the input mask 6. Save table

Look up wizard Working with MS Access Databases and Tables

Look up

Working with MS Access Databases and Tables

Navigating the data

Keystroke for editing

Hyperlink and Attachment Working with MS Access Databases and Tables

Entering and Editing Hyperlinks When you type something into a hyperlink field in a datasheet, the text you type instantly turns to a hyperlink blue, underlined text that you click to go to whatever site the link refers to. four different parts: The underlined text you see in a datasheet or form The address that the hyperlink links to (the only required part) The sub-address that the hyperlink links to A screen tip text that appears in a small box when the cursor hovers above the hyperlink

Entering and Editing Hyperlinks simply type the address or path of the page or file you want to link to or paste it from your Web browser or Windows Explorer enter a hyperlink using the Insert Hyperlink dialog box Ctl+K to enter or edit in the Insert Hyperlink dialog box.

Using the Attachment Data Type To create an Attachment field in your table, use one of these options: Insert a field based on the Attachment field template into your datasheet. Define the field data type as Attachment using the Data Type option in the Data Type and Formatting group of the Datasheet tab on the Ribbon, or using the Data Type drop-down list in Table Design view.

Entering Special Character Working with MS Access Databases and Tables

Entering special characters 1. Choose Start All Programs Accessories System Tools Character Map. 2. Browse to find the character you need 3. Double-click the character or select it and click the Select button to display it in the Characters to Copy box. 4. Click the Copy button. 5. Return to Access and click the Paste button or press Ctrl+V.

Autospelling Working with MS Access Databases and Tables

Checking Your Spelling check your spelling in a datasheet or form by clicking the Spelling button in the Records group on the Home tab of the Ribbon. Using AutoCorrect for Faster Data Entry 1. Click the Office to display the File menu. 2. Click the Access Options button on the bottom bar of the File menu. 3. Click Proofing in the navigation portion of the Access Options window. 4. Click the AutoCorrect Options button.

Clipboard Working with MS Access Databases and Tables

Clipboard

The Clipboard task pane displays the clips that you cut or copy, along with an icon to show you what type of clip it is (from Access, Excel, Word, and so on). Paste any clip not just the most recent one at the cursors position by clicking the clip. Delete a clip from the Clipboard by right-clicking the icon and choosing the Delete option from the shortcut menu. The Paste All button pastes all the stored items at the cursors position.

Importing or linking data Working with MS Access Databases and Tables

Importing data basic way to move information is cutting and pasting To copy or cut and paste data, follow these steps: 1. Select the data or object that you want to cut or copy. 2. Choose your favorite method (Ribbon button or hot key) to cut or copy what you selected. 3. Move the cursor to the place where you want the item to appear. 4. Choose your favorite method (shortcut menu, Ribbon button, hot key) to paste the item.

Moving data from Excel to Access 1. In Access, open the database to which you want to copy the data. 2. In Excel, open the workbook and display the worksheet that contains your data. Make sure that the first row of data makes adequate field names (you can always change them later). 3. Select the data in Excel and press Ctrl+C to copy the data to the Clipboard. 4. Click any table in the Navigation Pane and press Ctrl+V to paste the data into a new table. 5. When Access asks if the first row of your data contains column headings, click the Yes button. Access creates a new table from the Excel data with the same name of the Excel worksheet that contained the data.

Importing or Linking to Data Applications compatible with Access Microsoft Access databases (versions 2.0, 7.0/95, 8.0/97, 9.0/2000,10.0/Access 2002, 11/Access 2003, 12/Access 2007) and Project (versions 9.0/2000, 10.0/Access 2002, 11.0/Access 2003) dBASE versions III, IV, 5, and 7 (linking requires updated ISAM drivers Paradox, Paradox for Microsoft Windows 3.x, 4.x, 5.0, and 8.0 (linking requires updated ISAM drivers available from Microsoft TechnicalSupport, www.microsoft.com) www.microsoft.com

Importing or Linking to Data Microsoft Excel spreadsheets, versions 3.0, 4.0, 5.0, 7.0/95, 8.0/97, 9.0/2000, 10.0/ 2002, and 11/2003 Lotus 1-2-3 spreadsheets (linking is read-only) in.wks,.wk1,.wk3, and.wk4 formats Microsoft Exchange Delimited text files Fixed-width text files HTML versions 1.0 (if a list), 2.0, 3.x (if a table or list) XML documents SQL tables, Microsoft Visual FoxPro 2.x, 3.0, 5.0, and 6.x (import only), and data from other programs and databases that support the ODBC protocol

Importing or Linking to Data Import: Make a copy of the data in Access. (Copying and pasting is the simplest form of importing.) Link: Keep the data in another file and tell Access to get the data each time it is needed.

factors to consider Storage: doubling the storage required because you are storing the data in Access as well as in its original format. Customization: If the data is stored in a format other than Access and you want to define a primary key, enforce referential integrity, change field names, and/or customize field and table properties, you should import the data. Maintenance: If a system is in place to update data in another format, leaving the data where it is and linking to it makes sense, unless youre prepared to create a system to update it in Access. However, if the data is not analyzed in its current format, moving the data to Access and creating a system for updating it there makes sense. Accessibility: If youre leaning towards linking to the data, will the data always be available when you need it? Is it likely to move, or will you need it when you are traveling or not on your usual LAN? If the data is not accessible, Access will not be able to use that data for queries, reports, and forms.

Getting external data Factors to consider Are fields stored in columns and records in rows? This is relevant to text and spreadsheet files. Does the data you need begin at the top of the file? For text and spreadsheets, Access expects to see one row of names and then the data Is all data within a field of the same type? If not, the field imports as a Text or Memo field, which cant be used in mathematical equations. Is the number of fields in each row the same? This is of particular concern in a text file. If necessary, add null values to make your data line up. Are the field names in the data you are importing identical to the field names in the Access table? When you append data, the field names youre importing must be identical to the file youre appending to.

Importing or Linking to Data 1. In Access, open the database that you want to add external data to. 2. Display the External Data tab on the Ribbon and click the button for the kind of data that youre importing. There are buttons for Access, Excel, SharePoint List, Text File and XML file. In Get External Data dialog box, specify the name of the file that contains the data youre importing or linking to. 3. Use the File Name box to specify the source of the data. Click the Browse button to navigate to your data file. 4. Choose how you want to store the data in the current database. 5. Click OK.

Importing text or spreadsheet data 1. In the first wizard window, select the Delimited option or the Fixed Width option to describe how your data is divided up, and then click the Next button. 2. Further define where one field ends and the next begins in the second window. When done choosing your options, click the Next button.

Importing text or spreadsheet data 3. In the next window, click a column in the displayed data to change properties for that field, and then click the Next button. 4. In the next window, either select a primary key field, let Access create a new AutoNumber field as the primary key, or specify that the field doesnt have a primary key field. When youve finished your selections, click the Next button.

Importing text or spreadsheet data Create new table If you choose to store the data in a new table, Access creates a table and adds the imported data to it. If a table with the specified name already exists, Access overwrites the contents of the table with the imported data. Append to an existing table add the data to an existing table, the import process appends the data to the specified table. As you proceed, remember that most append operations fail because the source data does not match the structure and field settings of the destination table.

Importing text or spreadsheet data To avoid this, review the following First row - If the first row of the source text file does not contain field names, make sure the position and data type of each column matches those of the corresponding field in the table Missing or extra fields - If one or more fields are not in the destination table, add them before you start the import operation. However, if the destination table contains fields that don't exist in the source file, you need not delete them from the table as long as they accept null values. Primary key - If the table contains a primary key field, the source file must contain a column that contains values that are compatible with the unique primary key field Indexed fields - If the Indexed property of a field in the table is set to Yes (No Duplicates), the corresponding column in the source text file must contain unique values.

Setting Table Design Options Click the Microsoft Office Button Click Access Options to see all the custom settings offered (advance, current database, datasheet, object designer, popular)

Creating a Default Template for New Databases Access 2007 allows you to create your own default database template for use with all new blank databases Creating a custom blank database template saves you time by not having to continually set your personal Access options and VBE options each time you create a new database Procedure open a new blank database name this new database as Blank (Access 2007 will use this template fi le for all new databases) place this file in a specific subfolder in the Microsoft Office folder: \Program Files\Microsoft Office\Templates\1033\Access Click OK Click the Create button close the table1 and do not save it

Creating a Default Template for New Databases Open the Access Options Select all the options you want to set for any new databases in the various categories of the Access Options dialog box After you have defined all the settings you want, close the database and exit Access.

Printing a Table Definition Go to Database Tools tab Click the Database Documenter in the Analyze group Select the which document and types of objects you want to document Click the Options select what you want reported

Database Limitation As you design your database, you should keep in mind the following limitations: A table can have up to 255 fields. A table can have up to 32 indexes. A multiple-field index can have up to 10 fields. The sum of the lengths of the fields cannot exceed 255 bytes. A row in a table, excluding memo fields and ActiveX objects, can be no longer than approximately 4 kilobytes.

Database Limitation A memo field can store up to 1 gigabyte of characters, but you cant display a memo larger than 64 kilobytes in a form or a datasheet. An ActiveX object can be up to 2 gigabytes in size. There is no limit on the number of records in a table, but an Access 2007 database cannot be larger than 2 gigabytes. If you have several large tables, you might need to define each one in a separate Access database and then attach them to the database that contains the forms, reports, macros, and modules for your applications.

Building a Form

Forms and Object-Oriented Programming OOP In object-oriented system, an object is defined as a subject that has properties, and you can invoke certain actions, or methods, to be performed on that subject. Objects can contain other objects. When an object incorporates another object, it inherits the attributes and properties of the other object and expands on the objects definition Form Define actions on tables or queries, and the fields you include in forms initially inherit the underlying properties, such as formatting and validation rules, of the fields in the source tables or queries. You can define different formatting or more restrictive rules, but you cannot override the rules defined for the tables

Form Forms can contain other forms, called subforms It define actions on other tables, queries, or forms Events that occur in forms and subforms can trigger macro actions or Microsoft Visual Basic procedures by clicking a command button on a form Also, you can define macros or Visual Basic procedures that execute when an event occurs, such as clicking in a field, changing the data in a field, pressing a key, adding or deleting a row, or simply moving to a new row in the underlying table or query.

Types of Dialog Box Modal one that the user must first close in order to have access to any other framed window or dialog box of the same application Modeless user does not have to close it in order to continue using the application that owns the dialog box look like a regular dialog box or a tool window

Building a New Form Click the Blank Form command in the Forms group on the Create tab. By default Access opens a blank Form window in Layout view with the field list displayed on the right You can click on the field list and drag and drop it onto your form To switch to Design view, click the arrow under the View button in the Views group and click Design View

Form - Understand Layout and Design view Layout view visually-oriented than Design view. Here, each control displays real data. As a result, this is a very useful view for setting the size of controls, or performing many other tasks that affect the visual appearance and usability of the form.

Remember: Certain tasks cannot be performed in Layout view and require switching to Design view. In certain situations, Access displays a message telling you that you must switch to Design view to make a particular change.

Layout view visually-oriented than Design view. Here, each control displays real data. As a result, this is a very useful view for setting the size of controls, or performing many other tasks that affect the visual appearance and usability of the form.

Form - Understand Layout and Design view Design view Gives more detailed view of the structure of the form. Here you can see the Header, Detail, and Footer sections for the form. You cannot see the underlying data while you are making design changes;

Form - Understand Layout and Design view Design view Certain tasks that perform more easily in Design view: Add a wider variety of controls to the form, such as labels, images, lines, and rectangles. Edit text box control sources in the text boxes themselves, without using the property sheet. Resize form sections, such as the Form Header or the Detail section. Change certain form properties that cannot be changed in Layout view (such as Default View or Allow Form View).

Form Design Tools Contextual Ribbon Tabs

Control Group Button Logo Title Insert Page Number Date & Time Text Box Label Button Combo Box

Form Design Tools Contextual Ribbon Tabs List Box Subform/Subreport Line Rectangle Bound Object Frame Option Group. Check Box Option Button Control Group Button

Macro automate frequently-used tasks many are created with VBA and are written by software developers. Some macros pose a potential security risk. A person with malicious intent can introduce a destructive macro, in a document or file, which can spread a virus on your computer.

Should I use macros or should I use VBA code? Two concerns for choosing macro or VB code: Security Functionality use macros whenever possible and resort to VBA programming only for operations that cannot be accomplished by using macro actions.

When you add programming to an object or control, you should consider using the following in this order of preference: A macro containing only actions that don't require granting trusted status to the database in order to run A macro containing actions that do require granting trusted status to the database in order to run A VBA procedure

When you build a macro, you can switch between the shorter list of actions that don't require granting trusted status to the database in order to run and the longer list of all macro actions by clicking Show All Actions in the Macro Builder. Clicking Show All Actions also shows the complete list of arguments for the RunCommand macro action

When to use Macro In addition to the increased security and ease of use that macros provide, you must use macros if you want to: Assign an action or set of actions to a key. This requires creating a macro group named AutoKeys. Carry out an action or a series of actions when a database first opens. This requires creating a macro named AutoExec.

When to use VBA programming You should use VBA programming instead of macros if you want to do any of the following: Use built-in functions, or create your own - By using VBA code, you can create your own functions either to perform calculations that exceed the capability of an expression or to replace complex expressions. You can also use the functions that you create in expressions to apply a common operation to more than one object.functions Create or manipulate objects - If you want to manipulate the definition of an object in code. By using VBA, you can manipulate all the objects in a database, in addition to the database itself. Perform system-level actions - By using VBA, you can check to see whether a file exists on the computer, use Automation or Dynamic Data Exchange (DDE) to communicate with other Microsoft Windows-based programs, such as Office Excel 2007, and call functions in Windows Manipulate records one at a time - You can use VBA to step through a set of records, one record at a time, and perform an operation on each record. In contrast, macros work with entire sets of records at one time.

Enable or disable macro Click the Microsoft Office Button =>Access Options. Click Trust Center => Trust Center Settings => Macro Settings. Click the options that you want:

Macro option Disable all macros without notification - Click this option if you don't trust macros. All macros in documents and security alerts about macros are disabled Disable all macros with notification - default setting, macros is disabled, but you will received security alerts if there are macros present. This way, you can choose when to enable those macros on a case by case basis. Disable all macros except digitally signed macros unlike the second option, if the macro is digitally signed by a trusted publisher, the macro can run if you have already trusted the publisher. If you have not trusted the publisher, you are notified. That way, you can choose to enable those signed macros or trust the publisher. All unsigned macros are disabled without notification. Enable all macros (not recommended, potentially dangerous code can run) - allow all macros to run. This setting makes your computer vulnerable to potentially malicious code and is not recommended.

Assignment 1. Using student information and address list table (following rules and format in slide # 79-80) 2. Create a suitable form for insertion of 100 records (gather from other section) 3. Create a query for duplicate record, unmatched and crosstab 4. Create a report that will print all records per month of Birthday 5. Create a report that will print all students that have land line, mobile no, email add and facebook_username 6. Make a pivot table that will filter field by age showing name, Birthday, landline and address by rows

Exercises 1. Using the student information and address list table 2. Insert a new form and using line chart show: 1. record population by age 2. Population of students with mobile and landline no 3. Population of students with facebook account 3. Make a another form name main menu where you will connect each form, report and pivot table using command button and macro

Creating and Working with Simple Queries

Queries Queries define actions on tables, and the queries then become new logical tables known as recordsets a query doesnt actually contain any data. It work with the data fetched by the query as though it were a table Queries inherit the integrity and formatting rules defined for the tables

Field lists where the fields for the tables or queries you chose for this query. design grid, in which you do all the design work. Each column in the grid represents one field that youll work with in this query. A field can be a simple field from one of the tables or a calculated field based on several fields in the tables.

Selecting Data from a Single Table using Query Queries allow you to find data easily in multiple related tables Procedure click the Query Design button in the Create tab. Open the Conrad Systems Contacts database click the Query Design button. Select tblContacts on the Tables tab of the Show Table dialog box and then click Add to place tblContacts in the upper part of the Query window. Click Close in the Show Table dialog box to view the window

Selecting Data from a Single Table using Query use the first row of the design grid to select fieldsthe fields you want in the resulting record set, sort by, and test for values also generate custom field names (for display in the resulting record set), and you can use complex expressions or calculations to generate a calculated field. The second row shows you the name of the table from which you selected a field or show it using Table Names in the Show/Hide group this row provides valuable information when building a query that fetches data from more than one table or query.

Selecting Data from a Single Table using Query In the Sort row, specify whether the selected or calculated field will be sort in ascending or in descending order use the check boxes to indicate the fields that will be included in the recordset You can add field to the design grid so that you can define criteria, but clear the Show check box beneath the field to exclude it from the recordset. use the Criteria row and the row(s) labeled Or to enter the criteria you want to use as filters.

Selecting Data from a Single Table using Query Specifying Fields Using the keyboard, you can tab to a column in the design grid and press Alt+Down Arrow to open the list of available fields. (To move to the design grid, press F6.) Use the Up Arrow and Down Arrow keys to highlight the field you want, and then press Enter to select the field. Drag the field from one of the field lists in the upper part of the window to one of the columns in the design grid

Setting Field Properties a field that is output by a query inherits the properties defined for that field in the table. Different property that can be define Description property - the information that is displayed on the status bar when you select that field in a Query window in Datasheet view Format property - how the data is displayed Decimal Places property - for numeric data other than integers Input Mask property Caption property - the column heading Smart Tags property