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COMP1115 Week 9 Microsoft Access Introduction W19

Microsoft Project

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36 views16 pages

COMP1115 Week 9 Microsoft Access Introduction W19

Microsoft Project

Uploaded by

Raquel Stroher Mano
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PPTX, PDF, TXT or read online on Scribd
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Microsoft Access – Tutorial 1

 if you need to review general Microsoft Office procedures


such as:
 menus
 toolbars
 task panes
 files
 help
 printing
 please go through the first section of your text book
Microsoft Access – Tutorial 1
Access Tutorial Files

 Tutorial 1 uses Northeast Seasonal Jobs International (NSJI)


 this organization is a placement agency that helps students get seasonal
work (summer jobs) in the U.S. and Canada
 NSJI uses Microsoft Access to join students to job postings
Microsoft Access – Tutorial 1
Introduction
 databases are used to:

 organize

 store

 maintain

 retrieve

 sort

 information such as:

 employer’s names and addresses

 available positions and wages


Microsoft Access – Tutorial 1
Introduction
 data must be organized into fields
 fields are a single characteristic or attribute of a:

 person
 place
 object
 event
 idea
 examples of fields include:
 employer ID
 employer name
 employer address
 employer phone number
 much as you would see in a contact list
Microsoft Access – Tutorial 1
Introduction
 related fields are grouped together into tables

 a table is a collection of fields that describe a person, place,

object, event or idea


 the field value is the specific content or value of a field and

is listed at the top of the table column


 the values that appear below the field values in rows are

called records
 a collection of related tables is called a database or

relational database
Microsoft Access – Tutorial 1
Introduction
 open the database file seasonal in the folder

COMP1115TedSnell on the shared/common directory


 the Database window will open

 enable content and open the Navigation Pane

 from the Navigation Pane, you can view and work with the

major object groups such as:


 tables
 queries
 forms
 reports
Microsoft Access – Tutorial 1
Tables
 you will notice that there are two tables, Employer and
NAICS
 NAICS contains North American Industry Classification
Codes which classify businesses according to their activities
 open the Employer table and maximize it
 the table opens in datasheet view and looks much like an
Excel spreadsheet
 this table has 13 fields and 45 records (scroll to see them)
 you can select fields by clicking on the column headings
 you can select records by clicking on the record selector
(left side of the row)
 you can navigate through records using the navigation
buttons on the bottom left
Microsoft Access – Tutorial 1
Keys
 you will notice the Employer ID field on the left side of the

table
 it is referred to as the primary key of this table

 a primary key is a field (or collection of fields) whose values

uniquely identify each record in a table


 the primary key is unique and never repeats in the table
Microsoft Access – Tutorial 1
Keys
 tables are connected together using common fields

 common fields appear in more than one table

 when the primary key from one table appears in another


table, it is called a foreign key
 foreign keys may be repeated

 note the NAICS field in the Employer Table


Microsoft Access – Tutorial 1
(relational) database management systems (DBMS)
 a database management system, such as Microsoft Access
is used to manage databases
 you can:
 create database structures containing
 fields
 tables
 table relationships
 add new records
 change field values in existing records
 delete records
 build queries to answer questions about your data
 create reports
 protect databases through security, control and recovery
Microsoft Access – Tutorial 1
Queries
 a query is a question you ask about the data stored in your

database
 Access responds to your query by displaying the specific

records and fields that answer your question


 create a query by telling Access:

 which fields you need


 what criteria should be used to select the records
 Access displays only the information you want

 ex. display employers located in Boston


Microsoft Access – Tutorial 1
Queries
 close the seasonal table and click queries in the Objects bar
 open the query called Contacts
 the query displays the Employer information in a different
way
 it does not affect the original table
 create a query using the Query Wizard
Microsoft Access – Tutorial 1
Queries
 Create tab query wizard
 select the Simple Query Wizard and click okay
 select the Employer table from the Tables/Queries list
 include the following in the query:
 EmployerName, City, StateProv, ContactFirstName,
ContactLastName, Phone
 click next
 name the query EmployerList and finish
 sort the query list by clicking the arrows beside the column
names (ex. by name ascending)
 note that you can also filter
 try filtering the list for employers in Halifax
Microsoft Access – Tutorial 1
Forms
 forms allow you to maintain, view and print records

 click Forms in the Object bar

 Create (tab)> More Forms > Form Wizard to open the New

Form Dialog box


 select the query Employer List that we created earlier, then

click next
 choose Columnar for the layout

 Give the form a style such as Metro, then click next

 try modifying the form’s design

 you can edit information in this view

 navigate your records with the buttons on the bottom

 new records can be created using the >* button


Microsoft Access – Tutorial 1
Forms
 go back to the Form view on the top left

 you can edit information in this view

 try editing a record in this view

 navigate your records with the buttons on the bottom

 new records can be created using the >* button

 try creating a new record

 close the form and look at the original table


Microsoft Access – Tutorial 1
Reports
 a report is a formatted printout (or screen display) of the

contents of one or more tables


 reports can be easily created using the Report Wizard

 go to the Reports section of the Objects bar

 create a New report with the Report Wizard (Create >

Report Wizard)
 Add all the fields from the Employer List Query

 Make a columnnar report with the Aspect Theme

 you can navigate your records using the buttons on the

bottom

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