Basic Access Notes.pdf

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Microsoft Access
1.Starting and Exiting
1.1.Starting Access
1.2.Exiting Access
2.Creating and Opening a Database
2.1.Creating a New Database
2.2.Opening an Existing Database
3.Working with a Table
3.1.Creating a Table
3.2.Opening a table
3.3.Switch between views of a table
3.4.Adding Fields and Choosing Data Types
3.5.Customizing Fields
3.5.1.To move a field
3.5.2.To change a field name
3.5.3.To delete a field
3.5.4.To insert the field
4.Entering and Editing Data
4.1.Add new data in Datasheet or Form view
4.2.Delete a record in Datasheet or Form view
4.3.Edit the data in a field in Datasheet or Form view
4.4.Ways to work with data in a table’s datasheet
4.4.1.Cut, Copy and Paste
4.4.2.Sorting
4.4.3.Find and Replace
5.Creating and Using Forms
5.1.Create a form
5.2.Open a form
5.3.Switch between views of a form
5.4.Working in Design View of a form
5.4.1.Adding Fields
5.4.2.Add or remove a form header and footer or a page header and footer
5.4.3.Adding controls
5.4.4.Changing the properties of form or controls
6.Working with Queries
6.1.Create a simple select query with a wizard
6.2.Create a simple select query without a wizard
6.3.Open a query
6.4.Using Criteria
6.5.Some examples of criteria expressions
6.6.Create a parameter query that prompts for criteria each time it's run
6.7.Calculate a sum, average, count, or other total on groups of records in a query
7.Creating and Using Reports
7.1.Create a report
7.2.Open a report
7.3.Switch between views of a report
7.4.Print a report
1.Starting and Exiting
1.1.Starting Access
Click the
Start
button,
select the
Programs
option and then
click the
Microsoft
Access
option.
1.2.Exiting Access
Click the
File
menu and then
click the
Exit
command.
2.Creating and Opening a Database
2.1.Creating a New Database
-Click the
Start,
select the
Programs
and click the
Microsoft Access.
-Click the
Blank Access Database
and
then click
OK.
If you have already opened a database
or closed the dialog box that displays
when Microsoft Access starts up, click
New
on the toolbar, and then double-
click the Blank Database icon on the
General
tab.
-Specify a name and location for the
database and then click the
Create
button.
2.2.Opening an Existing
Database
-Click the
Start,
select the
Programs
and click the
Microsoft Access.
-Click the
Existing Database
and select the file and then click
OK.
(If you have already opened a
database)
-On the
File
menu, click
Open.
-Find the database you want to
open and click
Open.
3.Working with a Table
3.1.Creating a Table
-Click the
Tables
under
Objects,
and
then click
New
on the Database
window toolbar.
-Double-click
Design View.(or)
Click
Design View
and click
OK.
- Define each of the fields
in your table.
- Click
Save
on the toolbar, and type
a name for the table and click
OK.
3.2.Opening a table
-In the Database window, click
Tables
under
Objects.
-Click the name of the table you want to
open.
To open the table in Design view, click
Design
on the Database window toolbar.
To open the table in Datasheet view, click
Open
on the Database window toolbar.
3.3.Switch between views of a table
Click the
View
button on the toolbar.
3.4.Adding Fields and Choosing Data Types
-Open the table in Design view.
-Click in the
Field Name
column and type the name for the field.
-Click in the
Data Type
column, click the arrow, and select the
data type
you want.
-In the
Description
column, type a description of the information this field will contain. The
description is optional.
-If you want, set field properties for the field in the bottom part of the window.
3.5.Customizing Fields
3.5.1.To move a field
-Select the field(s) you want to move.
To select one field, click that field's row selector.
To select a group of fields, drag through the row selectors of those fields.
-Click and hold down the mouse button in the row selector again. Microsoft Access displays a
thin horizontal bar just above the last selected row.
-Drag the horizontal bar to the row just below where you want to move the fields.
Note: Changing field order in table Design view changes the order in which fields are stored in
the table and also changes the column order in the table's datasheet.
3.5.2.To insert the field
-Click in the row below where you want to add the field and -Click
Insert Rows
on the toolbar.
3.5.3.To delete a field
-Select the field(s) you
want to delete.
-Click
Delete Row
on the
toolbar.
3.5.4.To change a field name
-Double-click the field name you want to change.
-Type the new field name.
-Click
Save
on the toolbar to save your changes.
4.Entering and Editing Data
4.1.Add new data in Datasheet or Form
view
-Open a Datasheet, or form in Form
view.
-Click
New Record
on the toolbar.
-Type the data you want, and then
press TAB to go to the next field.
4.2.Delete a record in Datasheet or Form
view
-Open a Datasheet, or form in Form
view.
-Click the record you want to delete.
-Click
Delete Record
on the toolbar.
4.3.Edit the data in a field in Datasheet or
Form view
-Open a Datasheet, or form in Form
view.
-To edit data within a field, click in the
field you want to edit.
-Type the text you want to insert.
Sort Ascending
Add Record
Cut, Copy, Paste
Sort Descending
Find
Delete Record
4.4.Ways to work with data in a table’s datasheet
4.4.1.Cut, Copy and Paste
Click
Cut, Copy
and
Paste
on the toolbar to edit selected text, fields, whole records, or the entire
datasheet.
4.4.2.Sorting
Click the field you want to sort by, and then click
Sort Ascending
or
Sort Descending
on the
toolbar.
4.4.3.Find and Replace
Click
Find
on the toolbar to find a value in a field in every record in which it occurs.
Click
Replace
on the
Edit
menu to replace the value that you find.

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