Microsoft Access Tutorial.pdf

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Microsoft Access Tutorial - FunctionX
- Introduction -
- Creating A Database -
- Tables Design -
- Introduction To Microsoft Access Objects -
- Controlling The User's Input -
- Relationships - Subdatasheets -
- Forms Design Overview -
- Exploring And Analyzing Data -
- Query Design And Exploration -
- Forms Properties -
- Calculated Fields -
- Advanced Queries -
- Exploring Forms Controls -
- Designing And Improving A Report -
- Importing From And Exporting Data To Other Applications -
- Macros -
- Switchboard -
- Introduction to VBA -
- Shortcuts - A Complete Database Created With The Keyboard -
Introduction To A Microsoft Access
Database
1 - Introduction:
A database is a collection of information organized as to make it easy to view it, search it, retrieve
the right detail, and collect the necessary facts in an easier, timely, and effortless manner as
possible.
2 - Relational Database:
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Microsoft Access Tutorial - FunctionX
An organized database is composed of inter-related parts. Since you define these parts, you also
organize them in a manner that helps some parts of your database to supply specific information to
others. In one part, you would cover one category of data, such as people's personal information
(name, date of birth, salary, hobbies, etc), in another you would cover what they buy in a store.
3 - Microsoft Access:
Microsoft Access is a relational database used on desktop computers to manage information on
different levels for different purposes.
Microsoft Access can be used for personal information management, in a small business to
organize and manage all data, or in an enterprise to communicate with servers.
4 - Database Management System (DBMS):
A database is an organized collection of data. Organization means method, it assumes discipline, it
also anticipates efficient manner in using that information. Unless you are creating small
applications for your personal use (and I don't think you are exclusively doing just that), you will
usually need to share your data either with other people (users, DB developers, etc) or other
machines. To make your job easier, Microsoft Access provides in one package the database
information and the tools you need to use your database. To be organized, you will divide your
database in different related parts. The method of management you will use makes Microsoft
Access a Database Management System.
When you create a database in Microsoft Access, you create a database file that will include
different parts of your database. These are referred to as tables, queries, forms, reports, etc.
5 - Components of a Microsoft Access database:
When you open an instance of Microsoft Access, you encounter the
database window,
which is the
control point of the different parts of your application.
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From here, you can click an icon to access a specific category, referred to as
objects.
Microsoft Access keeps different details about your database in different formats. If you click the
Tables button under the Objects button, you get to the Tables category.
Tables:
This is the central point of your development, because all data is stored in tables. The functioning
of your database relies on how you design your tables. For better organization, you will have
various tables in your database, each for a different purpose. For example, for a video club
application, you would use one table to store employees information, another table to store
customers records, yet another table to list different video tapes (their titles, ratings, actors names),
etc.
A table is made of rows and columns.
A row is considered a Record, it is a group of details about one specific item of the table. It could
contain a customer's name, his phone number, his member ID, his work number, his marital status,
etc.
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A column is a field representing one particular category of information about the records in the
table. For example, it would hold the names of all actors in a particular movie, another column
would hold the titles of different movies in the video store.
Queries:
A table can be large depending on the information it holds. To further organize your data, you
should be able to retrieve necessary information for a specific purpose. The solution is to create a
query (or queries) so that you will limit part of the data in a table for a specific goal, for better
management or search. That's the role of a query.
Forms:
Tables are used to create the data in your database. Sometimes, they are not very cute, as far as the
users are concerned. Forms are windows objects used to view and/or enter data in your database.
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A form can combine data that is part of one or more tables or queries. Forms are the window
interfaces that you usually will ask your users will access when editing data in your database.
Reports:
A report in the organized document that you will print from your data. A report can include
different parts or details about your database; it includes data from a table or a query, it could also
get its data from various tables, queries, forms, or data that is calculated from other data coming
from different tables or forms.
Pages:
New to Microsoft Access 2000, Data Access Pages allow you to publish your forms as web pages
on the Internet or on an intranet.
Macros:
Using Microsoft Access, you can customize certain behaviors of your application. Some of these
behaviors can be automated through a combination of buttons. For example, you might want to
open one document (form) from another. You can use macros to do that; in this case, you would
not have to write code.
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