Introduction to Access

Planning

Planning a database is just as important, if not more important, than entering the records. If you are creating a database, you should meet with everyone who will be using the database to find out what information they are going to need, how the fields should be defined, how the tables should relate, etc. It is much easier to do this right the first time than to go back and re-do after you have already started entering information into the table. You will create your database through the database window. The database window is used to create and edit objects contained in the current database. Objects are the basic building blocks of an Access database. This instruction teaches you how to create a table object, form object, query object and report object.

Creating a Table

  1. Start MS Access by clicking on Start , Programs , MS Office , MS Access .
 
  1. Open a blank database by clicking on File , New , Blank Database .
    A window will display immediately so that you can name the database.
  1. Click in the File name text box, and key in the name of your database.
    Access will automatically add the extension .mdb to indicate an Access database.
    Once you name the database, the database window will appear.
  1. Click on Create table in Design view .
    This will open the Design view window.
  1. Type in the field names for your table.
 
  1. Choose the appropriate datatypes for your fields.
  1. Click File , Save .
    A "Save As" window will appear to prompt you for a Name for the table.
  1. Name your Table, click OK .
  1. A There is No Primary Key Defined dialogue box will appear.
    Access will ask you if you want to create a primary now. Click Yes .
 

About Primary Keys
Primary keys are used to establish relationships between tables. By pressing Yes , Access will create the first field as the primary key ID.

  1. Note: You can change this by highlighting the row you would like to put the primary key on. Right-click on the row and choose primary key.
  • Close the Design view window.

    • You will see the new table object in the Database window. Click on the Table object to view the Table.

    Creating a Form

     

    It is easier to create a form based on a table object already created.

    1. From the database window, click on Forms.
    2. Click on Create form by using wizard.
       The form wizard window will appear.
    1. Under the Tables/Queries field, choose the table object you will be using.
     
    1. Under Available Fields: Highlight the fields and click the > arrow to select the field(s) to be used in your form. You can also click double arrows >> to select all the fields to be used in your form. Click Next.
    1. Choose the type of Form layout , click Next .
    1. Choose the Style, click Next .
    1. Name the Form, click Finish.

    You will see the new Form object in the Database window. Click on the Form object to view the Form.

    Creating A Query

    It is easier to create a query based on a table object already created.

    1. From the database window, Click on Queries .
    2. Click on Create query by using wizard .
      The query wizard window will appear.
    1. Under the Tables/Queries field, choose the table object you will be using.
    1. Under Available Fields: Highlight the fields and click the > arrow to select the field you are querying. You can also click >> to select all the fields to be queried. Click Next .
    1. Choose Detail or Summary Query, click Next.
    1. Name the Query , click Finish.

    You will see the new form object in the Database window. Click on the Query object to view the Query.

    Creating A Report

    It is easier to create a report based on a table object already created.

    1. From the database window, click on Report .
    2. Click on Create report by using wizard .
      The report wizard window will appear.
    1. Under the Tables/Queries field, choose the table object you will be using.
    1. Under Available Fields: Highlight the fields and click the > arrow to select the field(s) to be reported. You can also click >> to select all the fields to be reported. Click Next .
     
    1. You can group the data in grouping levels by choosing a selected field to add. Click Next.
    1. You can sort your information based on a certain field. Choose the field(s) you would like to sort ascending or decsending order. Click Next.
    1. Choose the Layout and Orientation . Click Next.
    1. Choose the Style . Click Next.
    1. Name the Report , Click Finish.
     

    You will see the new Report object in the Database window. Click on the Report object to view the Report.