Microsoft Access 2007 Module 1 - Hillsborough Community College

Microsoft Access 2007 Module 1 http://pds.hccfl.edu/pds

Microsoft Access 2007: Module 1 August 2007

©2007 Hillsborough Community College - Professional Development and Web Services

Hillsborough Community College - Professional Development and Web Services

The material contained in this training material is copyrighted ©2007 Hillsborough Community College Department of Professional Development and Web Services and may not be reproduced without express, written permission. Other trademarks, trade names, logos, designs, brand names, and product services mentioned in this publication may be trademarks or registered trademarks of third parties.

Microsoft Access 2007 - Module I

Table of Contents Objectives. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 Database Structure . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 Database Terminology. . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3 Relationships

One-to-many . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4

Many-to-many . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4

One-to-one. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

Create a New Database. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6 Access 2007 Tour and Features . . . . . . . . . . . . . . . . . . . . . . . 7 Create a Table in Datasheet View. . . . . . . . . . . . . . . . . . . . . . 8 Edit a Table in Design View . . . . . . . . . . . . . . . . . . . . . . . . . . 9 Save a Table . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10 Enter Data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11 Data Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12 Use Input Mask Wizard. . . . . . . . . . . . . . . . . . . . . . . . . . . . 13 Data Type: Yes/No. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14 Data Type: Lookup Wizard. . . . . . . . . . . . . . . . . . . . . . . . . . 15 Insert and Delete Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . 17 Set a Primary Key . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18 Form Wizard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19 Split Form. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21

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Objectives At the end of this training session you should be able to: 1. Understand the three types of relationships: one-to-many, many-tomany and one-to-one; 2. Create a new database; 3. Create tables for data entry in datasheet view and design view; 4. Enter data into a table; 5. Use, understand, and set data types: text, memo, number, currency, date/time, autonumber, yes/no, lookup wizard; 6. Insert and delete a field; 7. Create and delete a primary key; 9. Create a form using the Wizard tool; 10. Create a split form.



Before a database is developed, plan the structure from the beginning to the end. Flowcharting or blueprinting in advance will eliminate restructuring and/or starting from scratch. Questions to Ask Before Designing a Database: 1. 2. 3. 4. 5. 6. 7.

What does the database need to do? What functions need to be achieved? Which objects (such as tables, forms) depend on each other? What items are needed for the database? Who will use the database? How will the output data (report) be generated? How will the database be organized?

Access Database Terminology It is necessary to understand and be familiar with the basics of a database and its objects to create or generate information. Table- The central framework of a database that stores data in fields (columns) and records (rows). Query- Allows for table inquiries. A query can change, delete, add, arrange data in tables. Also aids gathering information for forms and reports. Form- Displays and enters data in a fitted format. Forms can also contain other nested forms (subforms). Report- Allows for the printing and print preview of information such as labels, lists, form letters, invoices, summaries, display charts, etc. The user can personalize reports by adding a logo or picture, organizing headers, details, footers, and sorting columns. Page- Also known as Data Access Page. Allows the publication of a web page and web access to a database. A page can be viewed and edited. Macro- Allows for automating simple and common tasks such as opening and closing a form, exporting data, printing data in a report, and saving data.


When organizing and creating a database, the question, "How will the objects (tables) relate?" must be asked.

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There are three types of relationships in Microsoft Access: One-to-many Many-to-many One-to-one One-to-many relationship The most common type of relationship. A record from one table (Table 1) can have matching records in another table (Table 2); however, Table 2 has only one matching record in Table 1.

Table 1

2 Table 2

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Let's look at the example. 1. One Department 2 . has more than one Course, 3. yet each Course has one Department. Many-to-many relationship Not recommended due to problems enforcing referential integrity. A record from one table (Table 1) can have many matching records in another table (Table 2). Also, a record in Table 2 can have many matching records in Table 1. This is possible through the use of a third table called a junction table. The junction table has a primary key that consists of two fields from Tables 1 and 2. Let's look at the example. 1. Primary key from Inventory Details table (tblInventDetails) 2. Primary key from the equipment table (tblEquipment)

Table 1

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Junction Table

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3. One department can have several types of equipment, 4. And each type of equipment can appear in several departments. Table 2


One-to-one relationship Least common type of relationship. However, a one-to-one relationship is useful if there are records that must be kept confidential and secure. A record from one table (Table 1) can have one single matching record in another table (Table 2), and Table 2 can have only one single matching record in Table 1.

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Let's look at the example. 1. All students have one matching record in the student table (tblStudents).

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2 . The values are a subset of the social security field and the student table (tblStudents).


Create a New Database Before creating tables and forms, creating a general database is recommended. 1. Open Access 2007. Go to Start > All Programs > Microsoft Office > Microsoft Office Access 2007 2. You have the option to: A. Open a Microsoft template B. Open a recent database C. Open a Blank Database. For this exercise, we will choose this option. 3. Type the file name of the database.

e.g. HCC_Employee_Data

4. Click Create.

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Access 2007 Tour and Features The top of the screen has been rearranged in Access 2007. Instead of concealed toolbars and commands, you have one control center, called the Ribbon. The Ribbon area includes Office Button, the Quick Access Toolbar, tabs, groups and commands.

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Ribbon Area 1. Select the Office Button to access most of what used to be under the File menu, such as Open, Save and Print. 2. The Quick Access Toolbar includes buttons to Save, Undo and Redo. You can customize this toolbar by adding your favorite commands. Just click the down arrow to the right of the Redo button.

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3. Tabs include Home, Create, External Data, Database Tools and Datasheet.

Tabs, such as Table Tools will appear when you are working on a related task.

4. Groups include related commands. For example, the Font group includes the buttons for font type, font size, font color, alignment, etc. 5. Commands are the actual task buttons, such as Bold, Underline, Italicize, etc.

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Examples of New Features 1. Database Templates 2. Split Form

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3. Enhanced Datasheet View 4. Memo fields support rich text 5. Attachment data type


Create a Table In Datasheet View Creating a table in Datasheet View gives you access to the field names (data headings), data types and the actual data.

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1. When you first open a Blank Database, a new table is created for you. To create one yourself, go to the Create tab. Under the Tables group, select Table. 2. The default view for a new table is Datasheet view. The first field (column) is automatically named ID, the data type is AutoNumber and it is the assigned Primary Key. You can delete or edit this field, if your table does not need an ID field. For now, let’s leave it there. We will use it later. 3. Double click on Add New Field and type in the new field name of LastName. When entering field names, do not use spaces or punctuation. 4. Type in Smith, in the first row under the new heading of LastName. 5. The Data Type is set to Text. If you had typed in numbers, the data type would have been Number. If you need to change data types, click on the down arrow in the box next to Data Type to make your selection. Go to the Data Type section in this booklet for descriptions or hit F1 on your keyboard for more details and help on data types. Primary keys are not required; however, they are needed to create relationships between tables in a database. Primary keys cannot be duplicated; therefore, never use a last name, address, or a field where information is likely to be repeated. Ideal primary keys are employee numbers, social security numbers, product numbers, etc.

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Edit a Table In Design View Creating or editing a table in Design View gives you freedom to construct a table with specifications for data collection. You do not type in the actual data in this screen. You are setting up the table structure field names, data types, field size, data validation, etc. 1. The default view for a new table is Datasheet view. In the Home tab>Views group, select the Design View button to switch to Design View.

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2. If prompted, save your table as tblEmployeeInfo. 3. To add or edit fields, type in the Field Name column. When entering field names, do not use spaces or punctuation.

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4. Under Data Type, click on the down arrow and select an appropriate data type.

Go to the Data Type section in this booklet for descriptions or hit F1 on your keyboard for more details and help on data types.

5. You can set more specific settings for your data types in Design View. For example, locate the General tab and type 20 for the Field Size of LastName.

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Typing in 20 for the field size indicates that the last name can be no more than 20 characters long.

6. Type a label for the Caption. e.g. Last Name: Spaces and punctuation can be used for captions. Whatever is typed in the caption will appear in both forms and reports. If no caption is entered, the field name will appear instead.

Activity Add the following fields to the table, FirstName, MI (middle initial), Street, City, State, Zip, Exempt, Phone and Campus. Also add the Field Size and Caption for each field name.


Save a Table

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Saving a table with a specific title will help when organizing information, creating queries, forms, and pages, and connecting to other tables. 1. To save the current table, click the Save button in the Quick Access Toolbar. 2. You can also get to a Save button through the Office Button. 3. You can use Save As, from the Office Button to rename the database, save a copy or to save it in another format, such as in a previous version.

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Enter Data into a Table Once a table has been created, data can be entered.

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1. If your new table is not open, double click on its title, in the Navigation Pane. 2. In the Home tab>Views group, select Datasheet View. 3. Under FirstName, type in new data.

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e.g. Sue

4. Type in data for MI, Street, City and State. 5. Click

Save.

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Activity Create a new table, tblCampus. Add one field to the table, Campus. Open the table and add the data, BR, DAO, DM, MacDill, PC, SPC, YB.

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Data Types It is important to assign appropriate data types to a field since they specify what type of data can be entered into a field. Data Type Text

Description Can contain any entries that do not require calculations such as addresses, social security numbers, dates, and phone numbers. Maximum number of characters, including spaces, is 255 characters.

Memo

Long text or number entries. Use when more than 255 characters are necessary.

Number

Can contain only numbers. Can be positive or negative. Used for calculations.

Currency

Can contain only monetary data. Can be used in calculations.

Date/Time

Add date and time. 8 character default.

AutoNumber

Use when sequential, random, or replication ID numbers are needed.

Yes/No

Use when Yes/No, True/False, or On/Off are necessary.

OLE Object

Add objects such as Excel workbooks or Word documents that are linked or embedded.

Hyperlink

Link to files, objects or web links.

Lookup Wizard

Use when choosing data such as tables or a list of values.

Attachment

Can contain an attached file, such as images or documents.

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Use Input Mask Wizard The Input Mask Wizard allows the designer to define the format for entering data. In this example, a format is set for entering a zip code. To use the input mask wizard the table must be in Design View. 1. If you don’t have the Zip field yet, type Zip under the Field Name column.

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2. Select Text for Data Type. 3. Type Zip: for the Caption. 4. Click in the field property for Input Mask. 5. Click on the build button. The Input Mask Wizard appears.

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6. Select Zip Code and click on Next. 7. You can alter the mask and select a placeholder, if you would like. When your changes are complete, click on Next.

The underscore _ is the default placeholder character.

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8. Click on the With the symbols in mask radio button. 9. Click Next and Finish. Notice that the mask is added under Field Properties>Input Mask. 10. Now all entries in the zip code field will have to follow this format. Go to the Datasheet View to test out the mask.

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Data Type: Yes/No Data types are used to specify what type of data can be entered and stored into a field. In this example, the Yes/No data type is used for Exempt. Using the Yes/No format is helpful for simple, clear-cut answers. You can edit data types in either Datasheet View or Design View. We’ll use Design View.

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1. If necessary, enter the Exempt field under the Field Name column. 2. Under Data Type, click on the down arrow and select Yes/No.

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Go to the Datasheet View. Yes is represented by a check and No is not checked in the Datasheet View.

3. Select Yes, if you are prompted to save the table. 4. Select Yes, if you are prompted that you may lose data due to the data type change. 5. Test and view the yes/no format in the Exempt field.

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Yes/No also represents the following: True/ False, 1/0, and On/Off.

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Data Type: Lookup Wizard The purpose of the Lookup Wizard is to connect one field from one table to another table or a list of values. Using the Lookup Wizard is useful when choices need to be limited. For instance, Hillsborough Community College has the campus location of District Administrative Offices. If members of the HCC community were to type District Administrative Offices in a table, they could type GK, DAO, District Administrative Offices or some other spelling/misspelling. Therefore, restricting the location to DAO ensures the same information is entered.

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In this example, a drop-down menu is created by using the Lookup Wizard, which will connect to tblCampus.

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To use the Lookup Wizard the table must be in Design View. 1. If necessary, type in the Field Name. e.g. Campus

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2. Under Data Type, click on the down arrow and select Lookup Wizard. 3. A Lookup Wizard dialog box appears. Click on the I want the lookup column ... radio button. 4. Click on Next.

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5. Select the table for the lookup. e.g. Table: tblCampus 6. Click on Next.

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7. Select the available field(s) to include by selecting the field(s) and clicking on the singleheaded next arrow. e.g. Campus 8. Click on Next. 9. Set sort order as needed and click on Next. e.g. Campus, Ascending 10. Select Hide key column and click on Next. 11. After entering the label name for the lookup column, click on Finish. e.g. Campus

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12. Click Yes to save table and create relationships. To view the down-drop menu for the different campuses, click on the Datasheet View button.

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To manually add a drop down menu, select Lookup Wizard... as the Data Type. Select I will type in the values I want and follow the wizard.

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Activity Use the Lookup Wizard to connect the field name State to a table called tblState or manually add a lookup for State. You do not need to include every state.

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Insert and Delete Fields After a table is created, additional field names may to be added or deleted.

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In this example, we are adding an EmployeeID (employee number) field.

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To insert a field into the table, go to Design View. 1. Click on the row below where the field is to appear. In this example, click on the field name LastName. 2. In the TableTools/Design tab>Tools group, click on Insert Rows.

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3. Type in the Field Name and Data Type

e.g. Field Name: EmployeeID Data Type: Text Field Size: 7 Caption: Employee ID:

The data type is set to Text because this data doesn’t require any calculation.

4. To delete a field name, select the row and press the Delete Rows button in the Tools group of the Design tab. 5. Go to Datasheet View and enter in a unique EmployeeID for each employee.

4 In Datasheet View, the Insert command is on the Datasheet tab, in the Fields & Columns group.

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Activity 1. Insert a field of your choice. Choose an appropriate Data Type. Enter the Caption for your new field. 2. Delete the Phone field.

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Set a Primary Key Primary keys uniquely identify each record in a table. An advantage of a primary key is that it does not allow duplication of information. Access does not require a primary key and multiple primary keys can be set. Select a primary key when you need to create relationships between tables in a database. Primary key data cannot be duplicated; therefore, never use a last name, address, or a field where information is likely to be repeated. Ideal primary keys are employee numbers, social security numbers, product numbers, etc. In this example, a primary key is set for the Field Name: EmployeeID.

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To set a primary key, the table must be in Design View. 1. Click on the row selector for the field to be set as a primary key. e.g. EmployeeID. 2. Select the Design tab. 3. Press the Primary Key button. 4. If the there is more than one primary key, press and hold down the Ctrl key, and click on the row selector for other fields. With the appropriate rows selected, press the Primary Key button. e.g. EmployeeID and ID. Ideal primary keys are employee numbers, social security numbers, product numbers, etc.

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Create a Form: Form Wizard The Form Wizard is simple and easy to use. A form is used to simply display and enter data in a fitted format. Forms in Access are created from tables and/or queries. Forms can also contain subforms (nested tables).

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Personalize forms in Design View or Layout View by adding a picture, header or footer. Switch between views on the Form Layout Tools/Format tab. 1. In the Create tab>Forms group, select More Forms>Form Wizard. 2. Select the table or query for report, for example, tblEmployeeInfo. 3. Add Available Fields to Selected Fields and click on Next.

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In this example, add all available fields by clicking on the double arrow.

4. Choose a layout and click Next. In this example, the Columnar layout is chosen.

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5. Select the form style and click on Next, for example, Access 2007. 6. Give the form a title, for example, frmEmployeeInfo.

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7. Choose whether to Open the form to view or enter information or Modify the form's design, for example, Open the form to view or enter information. 8. Click Finish. 9. The employee information form now appears.

In this example, a form was created using the table tblEmployeeInfo. When information is added or changed through the form, the table tblEmployeeInfo is automatically updated.

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Create a Form: Split Form With some tasks, it may be helpful to view the form and the datasheet simultaneously. 1. In the All Access Objects pane, select the object that you would like to use for creating the form. For example, select tblEmployeeInfo. 2. Under the Create tab>Forms group, select Split Form.

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3. You can now see a form and datasheet based on tblEmployeeInfo. Data can be added, edited and deleted from the new split form.

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Activity Create a new database and form with fields of your choice. Use a variety of data types, such as text, number, yes/no, date/time, currency and lookup.

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