MS Access 2010


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Title:MS Access 2010
Creator:Jamie Swim

This tutorial is an introduction to some basic functions and features of Microsoft Access 2010.

Dock windowTranscript
Welcome to Microsoft Access 2010.  This tutorial will introduce fundamental database concepts and operations, it will not cover advanced features and functions of Microsoft Access 2010. This tutorial will show how to: Identify the parts of the screen in Access Define fields and field properties constructing table structures Enter and edit records in a table Find and sort data Design custom queries to display data
When you open Access, you will have the option to open an existing database file, or to create a new one. To open and edit an existing database, you would move your cursor to the menu on the left and select the yellow folder with the word “Open” next to it.. In this tutorial, we will create a new database. To do this, select the type of database to create from the Available Templates menu.  The default for Access to is to create a Blank Database, that’s what we’ll do.   Unlike Word documents, Excel spreadsheets, and PowerPoint presentations, Access requires that you name and save your database before you begin working on it. In the File Name field on the right side of the screen type the name of your database, we’ll name this one Books, then click the Create button below the File Name.
Now that you have created a new database I’d like to go over some of the components of Access. You can see that this menu on the left is called All Access Objects. An Access database consists of several different components and each one is called an object . For example, you can see that Table1 is listed as an object here, you can have more than one Table in Access just as you can have more than one Worksheet in programs like Microsoft Excel.  
The Table is the main unit of data storage in an Access database, usually a Table contains related information on a specific topic. Within a Table we have columns, these are called Fields in Access, and rows which are referred to as Records.   The Field defines a data type. An example of a field might be state, for which a record would be Texas or New Mexico.
Now that we know what we’re looking at let’s get started.  In order to organize the data, we should first define the Fields or columns for our table. To do this, we must select Design View from the View selector.   When I click on the View selector button a menu pops down that shows me I am currently in Datasheet View.  Datasheet View is used to input data after we have define the Table in Design View.  Click Design View to switch. At this point Access will ask you to name and save the table you are about to edit.  I’ll name mine Bears and hit the Enter key to save.
Let's go over some of the things you are seeing in design view. Field name: specifies the title you are giving to the field you are designing. Data type: data types are the properties of each field. A field only has one data type, such as Character, Number or Date. Description: description is useful for providing more details about what should go into each field or what the label means, if the label represents something abstract. Primary Key: a primary key is a value that can be used to identify a unique record in a table. For example, there might be two books with the same author, so author is not a good primary key. However, every book has a unique Call Number, so that would be a good choice for a primary key.
Let’s begin to design our Bears table.  Each field I make in this table should be some piece of information I’d like to know about these books.  I’ll start with Call Number. The data type for title since I will be entering both numbers and letters.  For description I’ll enter: “Call number from UT catalog” I’ll also enter: Title, Author, Year, and Subject.
Now that I've entered all the fields I'll want to return to the Data View by clicking on the View Selector again.  At this point, Access will ask if you’d like to save the table, click yes. Once in the Data View, I can see that the fields I created on the design side are now here and I can enter information for books I'd like to have in the database. Entering date for three books.
Let's look at some of the things we can do with the data in our table.  First, let's look at sorting data. You can see that in this menu ribbon at the top there's options for sorting and filtering data. Some of the easiest sorts to do are alphabetical sorting.  Select the column that you'd like to sort, then select the sorting option.  Ascending or descending, and you can remove the sort.  In addition to sorting, another option is the find option.  Click Find in the menu. Access may make a suggestion but you can type over it.  Click find next and Access will show you where that word occurs.  Click cancel to close the box.
Because we will be doing some tasks that involve more than one table, let’s create a second table. Click on the Create tab, then select Table, and you’ll see a new Table tab appear.  To edit this Table, click on the View Selector and select Design View.  I’ll save this table as Authors.  In this Table I’ll create fields for last name, first name, and specialty. Now let's go back to the Data View and enter information in the Table.
Now that we have two tables, let's create Table relationships.  Table relationships help to prevent the duplication of information in a database by repeating fields in more than one table. Table relationships are established to link fields of tables together. To create a relationship, select the Database Tools tab in the menu bar.  Once there, click on Relationships.  A dialogue box will open for you to specify which tables you want to use. Select the table and click add for each table. Close the dialogue box. Next, specify which fields should have a relationship.  Last Name corresponds with Author. To create the relationship, click Last Name and hold down the cursor button as you drag over to Author. When I release the cursor, a dialog box opens asking me if the relationship has been established correctly. Click Create.  Access draws a path so that you can see the relationship that has been created. Now you'll want to save the relationship.  Use the right click option on the Relationship tab and click save.
Now let’s create a query. A query is a question you ask a database. How many books are written by a certain author? Who wrote a book in a certain year? Queries select records from one or more tables in a database that match the criteria you set. They can be viewed, analyzed, and sorted. The resulting collection of records, called a dynaset (short for dynamic subset), is saved as a database object and can therefore be easily used in the future. Click the Create tab in the menu. Select Query Design. Add both tables and close the Table box.   Add fields from the tables to the new query by double-clicking the field name in the table boxes. To see all the records from these two tables that have the specified data, let’s run the query.  Click Run! To narrow the query further and answer a specific question, enter more criteria in your query and select run again. Thanks for viewing this tutorial.  
Dock windowTable of contents
Create a new database and identify the parts of the screen in Access
Define fields and field properties constructing table structures
Enter and edit records in a table
Find and sort data
Create table relationships
Design custom queries to display data