Microsoft Access

Get a green book. Page AC 2

Define Access Define database

Microsoft Access

You will need a pen/pencil.

What is Microsoft Access?

Access is a database management system. Create a database, add/change delete

data, sort data, retrieve data, create forms and reports

A database is collection of data organized in a manner that allows access, retrieval and use of that data.

What are the components of a database?

Tables – for storing information you want to include in a database

Queries – for drawing information from one or more tables

Forms –for viewing & updating data Reports – sophisticated reports for

presenting data

What is a database table?

Tables are set up to contain columns and rows of information.

Records contain info about a given person, product, or event Rows are called records

Fields are a specific piece of information within a record Columns are called fields Examples include Last name, First name, address, etc.

Columns = Fields

Rows = Records

What order is information entered into a table?

The fields should be arranged in the same order as the data in the source document (paper form from which data is keyed).

Reduces the time needed to enter the fields and maintain records.

Customer ID

Name Address City State Zip

1001 Mr. Smith 123 Lexington Smithville KY 91232

1002 Mrs. Jones 12 Davis Ave. Smithville KY 91232

1003 Mr. Axe 443 Grinder Ln. Broadville LA 81922

1004 Mr. & Mrs. Builder

661 Parker Rd. Streetville GA 81990

SOURCE DOCUMENT

ACCESS TABLE WITH RECORDS

What is a primary key?

The primary key is a unique identifier for each record in a table A unique ID number is assigned to each

record For example, client number

What is a database report?

Reports are created from database tables. Used for organizing, summarizing, and

printing information.

Viewing a database form

Columnar view lets you view one record at a time on the screen. A scroll button takes you to the next or

previous record Tabular view allows you to view

multiple records on the screen at the same time. Resembles a table

What is a database form?

Forms – Used for viewing & updating data Created from database tables

Fields are the blanks in which info is entered

When blanks are filled in, the form becomes a record

What is a database query?

Queries are questions. for drawing information from one or more

tables

The query feature allows you to ask for specific info to be retrieved from tables that have been created.

What is sorting?

The sort feature controls the sequence, or order, of the records.

Ascending order is A to Z and 0 to 9. Descending order is Z to A and 9 to 0.

Creating a database

Open Access. Click Blank Database in the task pane. Enter filename followed by your name. Double click on Create table in Design

view

Open Microsoft Access from the Start menu.

Open Access, choose Blank Database from the Task Pane

Next Save your database.

Make sure YOUR NAME follows the file name.

First, click on Tables in the side menu, then choose Create table in Design view.

Creating a database

Enter the Field Name & Data Type in the table description

Choose File, Save As & enter filename Put YOUR FIRST & LAST NAME after

every file name! In the pop-up window Select Yes and

let Access assign a primary key Close the table description window.

The table Design View will appear. Fill in the Field Name

and Data Type for each column/field in the table.

A figure showing the Design View with the new table

definition filled in is given below:

Saving a table design

Choose File, Save As & name table

Entering data in a table

Double click on the table filename. Your fields should be across the top

row. Enter the data as it appears on your

source document. Save.

You can use the enter key, tab key, or arrow keys to move through fields when entering

each record.

Opening database tables

Open Access, Choose File, Open Double click on database file Double click on table

Add additional records to the bottom of the table.

Save.

Editing database tables

Add additional records to the bottom of the table. Save any changes.

Assignment

Page 454, Activity 1 & 2 Creating a database Entering records

Page 456, Activity 2 Adding records.

Microsoft Access

Bellwork – Define Access Define database.

Did you complete Page 454, Activity 1 & 2 Page 456, Activity 2

Adding new table fields

Adding new fields Select field heading, right-click choose Insert Column Select new column, and then drag past to proper place Double click on the column heading to rename fields

Deleting a field Deleting a field deletes ALL info Right click on field heading, choose Delete Column

Printing database tables

Choose, File, Print Preview Verify the file name & your name are

on the document. Choose, Print

Printing in landscape

Choose, File, Page Setup, Page tab Select landscape button

Assignment

Page 459, Activity 3 Adding fields PRINT in LANDSCAPE when complete.

Page 462, Activity 5 Editing records

Microsoft Access

Bellwork – What are the four major components of a

database?

Did you complete? Page 459, Activity 3

Adding fields PRINT in LANDSCAPE when complete.

Page 462, Activity 5 Editing records

Sorting data in a table

Select field (column) heading, select sort ascending or sort descending

As you sort each field corresponding data stays with each record

Conducting queries

Open database file Select Queries, Double click Create

query in design view Select table to query data from, Click

Add, Click Close

Conducting queries

Choose fields to include in query from drop-down menus

Enter criteria to answer question in the criteria row

Click the run button (!) on the toolbar If you need to make changes, click the

design view button on the toolbar.

Choose to create query in Design View.

Verify the table you want is chosen, & select the fields you want to show in the query.

After choosing which fields you want to show in the query, enter your question data in the

criteria row.

Query results appear in table form. Choose File, Save As to save query results.

Printing queries

You MUST save first Choose File, Save As

The Query name & your FIRST & LAST name must be in the file name

Choose File, Print Preview Select Print

Assignment

Page 464, Activity 4 Sorting data

Open Word, Type # 1-8, and type your answers to each question

Type Page 464, Activity 4 & YOUR NAME in the header & PRINT

Page 494, Activity 3 Print the following files with these file names:

Query 1 your name Query 2 your name Query 3 your name

PRINT LANDSCAPE

Microsoft Access

Bellwork – Explain the two options for viewing forms.

Did you get yesterday’s assignment done? Page 464, Activity 4

Sorting data Open Word, Type # 1-8, and type your answers to each

question Type Page 464, Activity 4 & YOUR NAME in the header

& PRINT Page 494, Activity 3

Print the following files with these file names: Query 1 your name Query 2 your name Query 3 your name

PRINT LANDSCAPE

Adding formulas in a table

Expression Builder Lots of extra credit if you can figure it out!

Creating forms

Open database file, Select Forms Double click Create Forms by Using a

Wizard Follow the steps in the Design Wizard.

Select the Form Wizard to create forms. Verify the correct table is in the Table/Query box

Next choose the fields you want to appear in the form.

Next choose your form layout.

Next choose your form style.

Finally, add the form name & your name on the final step.

A form in Columnar view

A form in Tabular view

Assignment

Page 496 Adding formulas Copy columns from Page 496 Activity 4

Excel file & paste in Access

Page 498, Activity 4 & 5 Creating forms

Microsoft Access

Bellwork – What are database reports used for?

Yesterday’s Assignment Page 496

Adding formulas Copy columns from Page 496 Activity 4 Excel file &

paste in Access Page 498, Activity 4 & 5

Creating forms

Creating database reports

Open database file, Select Reports Double click Create Reports by Using

a Wizard Verify the correct table is in the

Table/Query box Follow the steps in the Design Wizard.

Choose the Report Wizard

Specify the fields from the table that will appear on your report.

Grouping is where records with the same value for a given field are displayed together. If no

grouping is used, simply click next.

This step provides the opportunity to specify the sorting order of the report .

The next step is to specify the layout of the report.

In the next step, the style of the report can be

selected.

Finally, give a name for the new report, including Your Name and then click on the Finish button to

create, save and display the new report.

Assignment

Page 501, Activity 5 & 6 Add your name to the title box in the

design wizard

QUIZ TOMORROW!! Study handout.

Access Quiz TODAY!

Bellwork – Define Fields & Records Columns = Rows =

Study Microsoft Access handout. You will need a pen/pencil.

Microsoft Access

Catch Up Day No Free time until YOU are caught up!

Pg. 454 Act. 1 & 2 Create Table Pg. 456 Act. 2 Edit Table Pg. 459 Act. 3 Add fields to table Print table (landscape) Pg. 462 Act. 5 Edit Table Pg. 464 Act. 4 Sort Data & Answer Questions in Word Pg. 494 Act. 3 Queries

Print each query and staple together as one ocument Pg. 496 Act. 4 Formulas (Copy & Paste from Excel) Pg. 498 Act. 4 & Act. 5 Forms (Print both) Pg. 501 Act. 5 & Act. 6

Add your name to the title box (final step) in the Design Wizard &Print both

Microsoft Access

Bellwork – What is a primary key?

Finish Software Professionals database.

Microsoft Access

Bellwork – What is a source document?

Log on to your computers. Get a book & turn to page 502. Open Rockwell database in Access. Open Microsoft Word also.

Completing a mail merge

Open Microsoft Word document Rockwell Forms letter on N

drive/Computer Apps

Select Tools, Letters & Mailings, & Mail Merge

Six steps to create a mail merge

Select Document Type Choose ‘Letters’

Select starting document Choose ‘Use the Current Document’

Select recipients Choose ‘Use an existing list’ Click Browse Choose your Rockwell Technologies file

Six steps to create a mail merge

Write your letter Choose ‘More Items’ & insert fields where

appropriate You will have to insert each one, close

box & add space between fields Don’t forget to complete the YEAR &

change the reference initials to yours

Six steps to create a mail merge

Preview your letters Check for any spacing errors Click previous button to edit

Complete the merge Choose ‘Edit individual letters’ Choose ‘All’ to Merge to New Document Only print those that you are instructed to

Choose File, Print, Current Page

Creating mailing labels

Follow the same steps used to create mail merge

Open blank Word document Choose Tools, Letters & Mailings, & Mail

Merge Choose ‘Labels’ on first step Follow the remaining 5 steps

Assignment

Page 502, Activity 1 Add new field to database table Create mail merge in Word When merge is complete add YOUR NAME in the header. Only print 3 letters

Page 505, Activity 1 Document should only be one page Add your name to the bottom row & print

Staple to your Rockwell packet & turn it in.

Assignment

Bellwork List the steps to begin a mail merge.

Class Survey letter Must include:

5 fields from Class Survey table 2 paragraphs, 3 sentences each Personal Business Letter format (see page 78)

Complete the merge & save as Class Survey Letter. Email them to me. Print one & staple to rubric.