Introduction

to
Microsoft
access
program
Definition of
Microsoft access :-
It’s a data base tool that is used to store
maintain and use collection of information that
is organized to serve specific purpose

Database :-
a collection of related information e.g.
employee personal information ,customer
address and details ,flight information for air
line or patient information in an hospital or
clinic
Benefits of access
First retrieval of information because data is
easier to find
Easier to maintain accurate update d data
easier to analyze and make summary of
report from the stored information
easy to protect your data from an authorized
personnel
 Examples of other
data base
management tools
i. Fox pro
ii. Fox base
iii. d/base
iv. Oracle
v. Database 2,4
TO GET STARTED WITH MS ACCES
 CLICK START BUTTON

 POINT AT ALL PROGRAMS

 POINT AT MICROSOFT OFFICE

CLICK AT MICROSOFT OFFICE ACCES

2007
Types of Microsoft access
window
The access window is divided into two
Application window
Application title
Menu bar
Status bar

Tool bar
Database window :-
Composed of database objects
 Database
object :-
 Ta b l e
 Query
 Form
 Report
 Micros
 Modules
 Pages
DESIGNING DATABASE
Data base is designed using objects e.g.
(Table , queries , Forms, report ,
macros ,module )
During designing database one should consider
the following &Data integrity
& Relationship
&Data/field duplication
&Object size and table
size
Creating database window
Reasons for creating
database :-
When you have un related information that
cannot be stored in an existing database its
advisable to store the information in a new
database
  Procedure for
creating anew
database
 Open Microsoft access
 Click on blank database
 Type the name of the new data base
 Click on create command button
 The default table appears in datasheet view
or
Click on view tool on tool bar then select on design view.
 Design the table then follow procedure NO 6 to come
back to datasheet view to enter data into your table.

 Table :-
A table is a collection of data about a specific
subject for example a table can contain data
about customer

creating of table in a
database
Dbase table can only be created using the
following procedures
 Design view
 By entering data (Datasheet view)
 Table wizard
 Procedure for
creating table
1. While at the datasheet view click on create
menu
2. On the tool bar click on table design
3. The table will be created in the design view
design then type the name of the table when
you are changing to datasheet view
4. Begin entering the data in data sheet view
Designing Tables by
NAME AGE
Entering
D.O.B ADM
of data
NO

 RECORD

 FIELD
Tables are made up of rows and columns where column
represent field and row represent records

DESIGN VIEW DATABASE TABLE IN DESIGN
VIEW
FIELD DATA TYPE DESCRIPTIO
NAME N
FIRST NAME TEXT
Name as
written in the
id card
LAST NAME TEXT
Name as
written in the
id card

AGE NUMBER
As written in
the birth
The design view is divided into three
strictures i.e.

Fieldname
Those are the column heading for the field in
the table you are creating

Data type:-
 is the attribute of a field that determine what
kind of data it can hold e.g. text NO, date and
time

Description :-
This column is optional but can be used to
give a detailed description of the field name
 DATA TYPES TABLE
DATA EXAMPLES
TYPE USE
Text Data with text character keys Duncan ,ken ,
Ben
memo Both numerical and Note or
alphanumerical data running descriptions
into several sentences
number Numerical data used for 1254,3654
mathematical calculations
Date Date and time data 2nd Jan 1963 or
/time 14:45 pm
Currency Monitory value Kshs 12,458
Auto Numerical number that
number access automatically
increment for each record
you hold
Definition
Records:-collection of data about a person , a place ,an
event or some other items a record is represented as arrow
in a datasheet view of table ,query or foam
Field :-an element of table that contain a specific item of
information such as last name afield is represented by a
column
Field name :- Represent column heading in a
table
Data type :- Attribute of afield describing
what field can contain
Description:- Its optional but give detailed
description of what field can
contain
Factors to consider when you are typing a
field name

factors
Have a maximum of 64 characters for afield
name combination of letters ,numbers ,spaces
and special characters can be used except
period exclamation marks and bracket
There should be no leading space
The property
The lower portion of the window contains field
properties
Each field has asset of property that you use
to decide how the data in that field should be
stored
I.e.
Controlling maximum No of character
Date and time format
Number and currency field specifying the No
of decimal places
Primary key
Is afield that uniquely identify each record
stored in table
When you create a table you can identify field
to set as primary key
And a primary key is refers to afield that is
used to uniquely identify each record stored in
a table
Its useful when you don’t want duplicate
record in your table
Setting primary key
When table is open switch to design view
Position your curser in the field that will be
used as the primary
Click the primary key in the pull down menu
tool bar
OR
Position the curser at the field you want to
set as primary key then right click
On drop down list click on the primary key
Function of a primary key
primary key limits entry of double
records
Uniquely identify a record from the table
Using table shape view (datasheet view )
To see the table in the datasheet view click on
view on the quick tool bar
On emerging list click on datasheet view
Modifying the structure of the table
There are many ways of modifying the
structure of the table i.e.
Changing the field name
Changing data type
 This
can affect the records in the field and other
object using the fields
Renaming object
Procedure
Close the object then place the pointer on the
object
Right click on the object
On the drop down list click rename
Type the new name
Sorting records in table
Reasons for sorting
Its help to quickly locate the highest or the
lowest value in list
It help rearrange the data in some order of
priority
Procedure
Position the curser on the field title the click
On drop down list chose the order
PROCEDURE
Position the curser in the field you want to
soft
Right click then choose sorting in ascending
order or in descending order
Finding a record in a
table
Reasons
Locating a particular record within the whole
database
Procedure for finding
record s
Position the curser on the table and right click
You can use filter to display the required
record depending on the condition available
Filtering records in a data base
Reasons for filtering
 Whenever you want to work with only some specific records in a
database you can use filter to display the required record only
 When you want to find how many record meeting a certain
condition you can use filter

Procedure
 Select the filter from record menu
 Choose advance filter/sort the filter window a appears
 Select field you want to display
 Type in the criteria what you want under the selected field
 Fun the filter then use the data
 Using deferent
condition in filtering
operat Meaning expressio Use
or n
= Equal =200 Only value as 200 accepted

> greater >350 Below 349 not accepted

than
< Less than <260 Value above 261 not required

<> Not equal <>10,000 Over 10,000 or less than 10,000 not
to required
<= Less or <=500 Only less or equal to 500 required
equal to

>= Greater >=250 Value above or equal to 250 is

than or required
equal to
QUERIES
A query is a question a bout your data stored on the a
table , the output you get when you filter is a n example
of a simple query
A query can be used as a source of record for the form
or report

Reasons for creating the

query
It can be used to display specific records from one or
more tables
To display frequently asked questions that can be saved
and used anytime thy are needed
 Types of query
Select query
Total query
Update query
Delete query
Make table query

Select query
This query is default
Procedure creating query
Make data base
On the database click on create menu
Click on query design
On the window that appears click add then close
button
Pull up the lower window
On the field row click on button to open the list
From the list chose on the field name you want to
insert
Then move to the table name choose and insert
Run the query
Total query
Total query is created when you want a query
that summarizes the information in the table
withought necessarily giving details on each
records
I.e.
A librarian may want to find out the number of
books in each subject that are in the library
Types of totals
Type of Used to
calculation calculate
Sum Total value in a field
Average the mean average in a field
Minimum The lowest value in a field
Maximum The highest value in afield
Count The no of value in a field
St dev Standard deviation of the field
Ver. The Varian of value in the field in
the field
First The field value for the first record

last The field value for the last record

Microsoft access display heading that reflect
the type of calculation that has been
performed i.e.
Sum- sumsalary
Max- maxsalary
Aver-avgsalary
Procedure for creating total query
development
Open the database
Click on the create menu
Click on query design
On the window that a pears choosing on the table
you want to make a query from click on add finally
click on close
Pull up the lower window then click on the
calculation button
On the total button click and choose on the
calculation function you want to use
Insert the field and table which you want to carry
calculation on
Run the query by clicking on run button on the
tool bar
Finding using wild card
Using asterisk *
 Jo* {name begins with (jo) Joe, john,
Joseph}
*I {name end with (i)}
?can
Ken(o,i)
Designing query from multiple tables
A query can be used to bring together data
from more than one table and show the result
from a single datasheet

Procedure creating query
from multiple table
1. Make data base
2. On the database click on create menu
3. Click on query design
4. On the window that appears select table then click add
select another table click on add finally close window
5. Create relationship
6. Pull up the lower window
7. On the table row click on button to open the table list
8. On the field row click on button to open the field list
9. From the list chose on the field name you want to insert
10. Then move to the table name choose and insert
11. Run the query
Saving query
Close query window
In resulting dialogue box click yes
In save dialogue box type the name of the
query
Click ok
Opening saved query
 All the saved query are displayed on the on
the data base window
Procedure
From the list of query select one you want to
open
Double click on it
Or
Right click then click open
Update query
It a type of query that one can use when they
want to make changes to a group of record in
one or more tables at once table.
Procedure creating query
from multiple table
Make data base
On the database click on create menu
Click on query design
On the window that appears select table then click add
select another table click on add finally close window
Create relationship
Pull up the lower window
On the table row click on button to open the table list
On the field row click on button to open the field list
From the list chose on the field name you want to insert
Then move to the table name choose and insert
Run the query
Types of Relationship
 One to one relationship
 One to many relationship
 Many to many relationship
Reasons for creating prelateship
This is away of linking up tables to enable
data to be shared among them
Relationship are being establish to curb
duplication (Cartesian products) of records
especially when creating a query from more
than one table
Relationship
Procedure :
Open both tables in a query design format
 Place the pointer on field of the fist table
then drag to the field on second related table
field
Forms
Forms are used to view and also to
enter records in DB through controls
forms can be used in table s and query ,
whereas in query it offer the possibility of
using more than one table at a time
Forms are access objects used for the
following
 Displaying records
 Editing records
 Add new records
Procedure creating forms
Open the database
Click on the crate menu from menu bar
Click on form design tool from the tool bar
Click on add existing fields
Click on show all tables
Open the fields by clicking on the plus button
Double click on the each fields as they follows
or as you want
Click on view
On drop down list click on form view
FORM INTERFACE
Controls :- features of a form that control
information to be typed into a form, its also
determine how forms should look like .
LABLES :-Descriptive information on the
form i.e. title of a form text describing
information to be entered
SYMBOLS USED ON FORM
> pick highlighted field

>> to pick all the field in a table

< to remove the selected field from those

that will be included in the form

<< remove all field

  Procedure for
creating a form
Open the database
Click on the create menu
On the tool bar click on the form design
Click add on existing field
On the window appearing Click on the plus
buttons to open the table fields
double click on the fields from the selected
table
On the quick tool bar click on the view
On view drop down list click on the form view
Reports
Are access object that are used to present
data from an underlying table in printed
format
Uses of reports
Print preview
Reorganizing and grouping of data and
records
Calculation analysis
Procedure for creating a report
Open the database
Click on the create button from menu bar
Click on report wizard
Select the fields you want to use to create report then
click on next command button
Click next
Consider sorting then click on next
Chose on layout or orientation by clicking on the radio
buttons then click on next
Select the style then click on next
Type a suitable title for your report
Click on finish command button