MICROSOFT ACCESS – STUDENT NOTES

1. What is Microsoft Access? 2. Creating a New Database 3. Understanding Tables 4. Primary Key

 A program used to create  Open Access > Click  Field: A column, stores  A field that uniquely
and manage databases. Blank Database. one type of data (e.g., identifies each record.
 Stores and organizes data  Name your file (e.g., Name).  Example: Student ID
like names, addresses, SchoolCamp.accdb).  Record: A row, stores all number.
marks, etc.  Click Create. the details about one  Usually set as
 Useful for schools,  A table opens in item/person. AutoNumber.
businesses, and more. Datasheet View. You can  Create fields in Design  Cannot have duplicates or
switch to Design View. View for better control. be empty

5. Data Types

Type Use
AutoNumber Automatically gives a number
Short Text For names, addresses (up to 255 letters)
Long Text Long descriptions or notes
Number To do calculations
Date/Time Dates and times
Currency For money values
Yes/No Checkbox (True/False)
Hyperlink Email or website links
Attachment Files like images or documents
Calculated Uses formulas like 200 - [AmountPaid]
Lookup Wizard Pulls a value from another table

6.
Table Design Tips 7. Data Validation  Required: Makes the field
compulsory.
 Plan your fields (e.g.,  Field Size: Limits 9. Combo Box / List Box
Name, Grade, Team). characters (e.g., 20 8. Input Masks
 Give each field a suitable letters).  Creates a drop-down list
data type.  Validation Rule: Limits  Makes sure data follows a in a table.
 Add descriptions to input (e.g., only “M” or “F” format.  Choose from fixed values
remember what each field for Gender).  Example: Phone number (e.g., Grade: 10; 11; 12).
is for.  Validation Text: Error → 000-000 0000  Found under the Lookup
message if wrong input.  Characters like L (letter), tab in Design View.
0 (digit), >, < for case.

10. Lookup Wizard 11. Datasheet View 12. Relationships 13. Queries

 Lets you select values  Used to enter records  Links fields from different  Used to search, filter, and
from another table. (one row per student, for tables. calculate data.
 Creates a link example).  Go to Database Tools >  Create Tab > Query
(relationship) between  You can sort, filter, and Relationships. Wizard or Design View.
tables. even format your data.  Drag the linking field (e.g.,  Add Criteria to filter:
 Example: Choose a team  Use Σ Totals to add up ContactNumber) to the o “M” for Male
name from the TblTeams columns or find averages. other table. o Between
table.  Example: One parent 01/01/2003 and
(contact number) for many 31/12/2003 for
students. dates
o Like "*gmail.com"
to find Gmail
addresses
14. Calculated Fields 16. Reports 17. Report Header and Footer

 Add a formula in a query.  Used to print or view data  Header: Title and images. 19. Switchboards
 Example: AmountOwed: neatly.  Footer: Calculations like
200 - [AmountPaid]  Create with Report =Sum([AmountOwed])  A custom menu with
Wizard.  Group Footer: Total for buttons.
 Add fields from one or each group (e.g., per  Used to open forms,
more tables (if linked). Grade) reports, etc.
15. Aggregate Functions  Group by Grade, sort by  Report Footer: Total for  Set it as your main screen
Surname. the whole report under File > Options >
 Use Totals button in a Current Database.
query:
o SUM([AmountPaid]
) 18. Forms
o AVG([AmountPaid] 20. Macros
)  Easy-to-use screens for
o COUNT([Surname] entering or viewing data.  Automate actions (like
)  Bound Form: Linked to a opening a table).
 Group results by Grade or table/query.  Create via Create >
another field.  Unbound Form: Used for Macro.
navigation.  Link to form buttons using
 Add buttons like Save, the wizard.
Close, or Open Report.

21. Keyboard Shortcuts

Action Shortcut
Save Ctrl + S
Print Ctrl + P
Copy Ctrl + C
Paste Ctrl + V
 Action Shortcut
Undo Ctrl + Z
Select All Ctrl + A
Find Ctrl + F
Close Object Ctrl + W
Spell Check F7
Next Field Tab