INTRODUCTION TO MS ACCESS

Subject : MIT 220

Day / Time : Monday / 6:30 8:30 pm
Professor : Taguinod , Irene
Reported by : Adrian d. Evanculla

MICROSOFT ACCESS
Overview : Microsoft Access is a Relational Database Management
System (RDBMS), designed primarily for home or small business usage.
Access is known as a desktop database system because it's functions are
intended to be run from a single computer. This is in contrast to a server
database application (such as SQL Server), where it is intended to be
installed on a server, then accessed remotely from multiple client machines.

MS ACCESS PARTS
The ACCESS RIBBON works somewhat differently to the old Access Menus. There is a row of ribbon tabs
with headings such as HOME, CREATE, EXTERNAL DATA, and DATABASE TOOLS. Clicking on each tab
presents you with its own individual ribbon with its own particular icons. Each icon on a ribbon is contained
within a group of icons that perform similar tasks. So, for example, the Create tab has groups for TABLES,
FORMS, REPORTS and OTHER


Access Navigation Pane
The Access NAVIGATION PANE replaces the old database window. It is here where you
will see the icons for all the tables, forms, queries and reports that you create. When you
want to open one of your database "objects", you just click on one of these icons, and
the required object will open in the main Access window.

The MICROSOFT OFFICE BUTTON is in the top left corner of the Access screen. It replaces the old
Access file menu. So to perform functions such as saving, opening, new file creation, and printing
etc, you need to click this button. To the right of this button is the Quick Access Toolbar intended to
provide you with quick access to some of the more common commands used in Access 2007.
There are three default icons on this toolbar - save, undo and redo. You can also customise this
toolbar to add additional commands as required.
Text
Use for text or combinations of text and numbers, such as addresses, or for numbers that do not require
calculations, such as phone numbers, part numbers, or postal codes.
Stores up to 255 characters. The FieldSize property controls the maximum number of characters that can
be entered.
Memo
Use for lengthy text and numbers, such as notes or descriptions.
Stores up to 63,999 characters.
Number
Use for data to be included in mathematical calculations, except calculations involving money (use
Currency type).
Stores 1, 2, 4, or 8 bytes; stores 16 bytes for Replication ID (GUID). The FieldSize property defines the
specific Number type.
Date/Time
Use for dates and times.
Stores 8 bytes.
DATA TYPES USES IN MS ACCESS
Currency
Use for currency values and to prevent rounding off during calculations.
Stores 8 bytes.
AutoNumber
Use for unique sequential (incrementing by 1) or random numbers that are automatically inserted when a
record is added.
Stores 4 bytes; stores 16 bytes for Replication ID (GUID).

Yes/No
Use for data that can be only one of two possible values, such as Yes/No, True/False, On/Off. Null values
are not allowed.
Stores 1 bit.
OLE Object
Use for OLE objects (such as Microsoft Word documents, Microsoft Excel spreadsheets, pictures, sounds, or
other binary data) that were created in other programs using the OLE protocol.
Stores up to 1 gigabyte (limited by disk space).
Hyperlink
Use for hyperlinks. A hyperlink can be a UNC path or a URL.
Stores up to 2048 characters.
Lookup Wizard
Use to create a field that allows you to choose a value from another table or from a list of values using a
combo box-choosing this option in the data type list starts a wizard to define this for you.
Requires the same storage size as the primary key that corresponds to the Lookup field-typically 4 bytes.
7
Database Terminology
Field
Record
Table
Database
A database is made up
of one or more tables
Individual tables in a
database
Records
Individual fields
8
Work with Table Views
Datasheet View used to add, modify,
delete and view records
Design View used to create and modify
the fields in a table
Datasheet View
Design View
Open a Database
Choose Open to browse for a file or choose
a database from the Recent Documents list
Open a Database
Open
Recent Documents list
Open a Database
Choose a database from the Open Recent
Database List or click More to browse for
other databases
Open Recent
Database list
CREATING A TEMPLATES DATABASE
[Link] Access. The Getting Started With Microsoft
Office Access screen appears.
[Link] Local Templates. Icons representing local
templates appear in the center of the window.
[Link] the icon for the template you want to use.
[Link] the Browse button. The File New Database
window appears.
[Link] the folder in which you want to store your
database.
[Link] OK.
[Link] Create. Access creates and opens your
database.


[Link] the Navigation pane. Access
displays the tables, queries, forms,
reports and other objects related to the
database you selected. You may wish
to display the objects by type.


[Link] Access.
[Link] Blank Database.
[Link] the name you want to give your database in the
File Name field. Access will automatically append
.accdb to the name.
[Link] the Browse button. The File New Database
window appears.
[Link] the folder in which you want to store your
database. Note that the name of the file appears in the
File Name field.
[Link] OK.
[Link] the Create button. Access creates the
database and opens a datasheet with the Table Tools
available to you. (The output will be seen in the next
page)

To create a blank database:

The output after creating a new database
To add fields to a table:

[Link] the Add New Field column label.
[Link] the Datasheet tab.
[Link] Rename in the Fields & Columns
group.
[Link] the field name.
[Link] Enter. Access creates the field.
[Link] the next field name. Access
creates the field. Continue until you
have created all of the fields in your
table.
[Link] Enter without entering a field
name to end your entries.
Or
[Link]-click the Add New Field column
label. A menu appears.
[Link] Rename Column.
[Link] the field name.
[Link] Enter. Access creates the field.
[Link] the next field name. Access
creates the field. Continue until you
have created all of the fields in your
table.
Name and Save a Table
After you create a table, you must name and save it.
To name and save a table:

[Link] the Save button on the Quick
Access toolbar. The Save As dialog box
appears.
[Link] the name you want to give your
table.
[Link] OK. Access names your table.
ADDING RECORD IN MS ACCESS
[Link] Click the tables you want to .
Add records.
[Link] Double click the fields you want to
add the record . As you can see the ID is
automatically generated because of the
data type of auto increment
HOW TO USE QUERY LANGUAGE IN MS
ACCESS
1. Click the create
access menu bar in
the ribbon then
choose CREATE

2. Under Create , Click
Query Design. Then
there will be a popup
message box Show
Table just click the
table you want to
query
1. Click the View menu under Design
(Note Design will not appear if you dont
click the query design)
then click SQL VIEW
2. By default the query is SELECT; . You
will just add some query language you
would like to do.

E.G
SELECT * FROM table1;
3. In this part the arrow is pointing
out the QUERY LANGUAGE that
use. Remember it will not work
because its waiting the code for
destination field like the example
above
4. Is when you run your query in
access hen show your output
END OF MY
REPORT THANK
YOU FOR
LISTENING