Microsoft Access

• Create a New Database from scratch

• Use the wizard to create a New Database

• Open an existing database

  • The white box gives you the most recent databases you have used. If you do not see the one you had created, choose the More Files option and hit OK. Otherwise choose the database you had previously used and click OK.

1. When Microsoft Access first starts up, a dialog box is automatically displayed with options to create a new database or open an existing one. If this dialog box is displayed, click Access Database Wizards, pages, and projects 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 Database on the toolbar.

2. On the Databases tab, double-click the icon for the kind of database you want to create.

3. Specify a name and location for the database.

4. Click Create to start defining your new database

Tables organize data into columns (called fields) and rows (called records).
 

• To switch views form the datasheet (spreadsheet view) and the design view, simply click the button in the top-left hand corner of the Access program.

Datasheet View	Design View
Displays the view, which allows you to enter raw data into your database table.	Displays the view, which allows you to enter fields, data-types, and descriptions into your database table.

• Click on the Datasheet View and simply start "chugging" away by entering the data into each field. NOTE: Before starting a new record, the Soc Sec # field must have something in it, because it is the Primary Key. If you did not set a Primary Key then it is OK.

• Example) Making a Social Security Number only allows 9 characters.

  1. Switch to Design View

  2. Select the field you want to alter

  3. At the bottom select the General Tab
     
     

  4. Select Field Size

  5. Enter the number of characters you want this field to have

• Formatting a field to look a specific way (HINT: You do not need to assign a field a specific set of characters if you do this)

  • Example) Formatting Phone Number w/ Area Code (xxx) xxx-xxxx

    1. Switch to Design View

    2. Select the field you want to format

    3. At the bottom select the General Tab

    4. Select Input Mask Box and click on the ... button at the right.

    5. Select Phone Number option
       

    6. Click on Next

    7. Leave !(999) 000-0000 the way it is. This is a default.

    8. Click Next

    9. Select which option you want it to look like

    10. Click Next

    11. Click Finish

• Selecting a value from a dropdown box with a set of values that you assign to it. This saves you from typing it in each time

  • Example)Choosing a city that is either Auburn, Bay City, Flint, Midland, or Saginaw

    1. Switch to Design View

    2. Select the field you want to alter (City)

    3. At the bottom select the Lookup Tab

    4. In the Display Control box, select Combo Box

    5. Under Row Source Type, select Value List

    6. Under Row Source, enter the values how you want them displayed, separated by a comma. (Auburn, Bay City, Flint, Midland, Saginaw)

       • NOTE:This will not alphabetize them for you, so you will have to do that yourself. It should look something like this:
         

    7. Select in the datasheet view and you should see the change when you go to the city field.
       

1. In the database window view, at the top, click on Tools ---> Relationships

2. Select the Tables you want to link together, by clicking on them and selecting the Add Button

3. Drag the primary key of the Parent table (Teacher in this case), and drop it into the same field in the Child table (Student in this case.)
   

4. Select Enforce Referential Integrity
   

   • When the Cascade Update Related Fields check box is set, changing a primary key value in the primary table automatically updates the matching value in all related records.

   • When the Cascade Delete Related Records check box is set, deleting a record in the primary table deletes any related records in the related table

5. Click Create and Save the Relationship

1. Switch to the Database Window. You can do this by pressing F11 on the keyboard.

2. Click on the Forms button under Objects on the left side of screen

3. Double click on Create Form Using Wizard

4. On the next screen select the fields you want to view on your form. Most of the time you would select all of them.

5. Click Next

6. Select the layout you wish

7. Click Next

8. Select the style you desire...HINT: if you plan on printing your form, I suggest you use a light background to save on printer toner and ink

9. Click Next

10. Give you form a name, and select Open the Form and enter information

11. Select Finish

12. You should see your form. To adjust the design of your form, simply hit the design button (same as with the tables), and adjust your form accordingly

As with the Form, it is a very good idea to create a report using the wizard, unless you are an advanced user. Microsoft Access does a very good job using the wizard to create reports.

1. Switch to the Database Window. You can do this by pressing F11 on the keyboard.

2. Click on the Reports button under Objects on the left side of screen

3. Double click on Create Report Using Wizard

4. On the next screen select the fields you want to view on your form. Most of the time you would select all of them.

5. Click Next

6. Select if you would like to group your files. Keep repeating this step for as many groupings as you would like.

7. Click Next

8. Select the layout and the paper orientation you desire

9. Click Next

10. Select the style you desire...HINT: if you plan on printing your report, I suggest you use a light background to save on printer toner and ink

11. Click Next

12. Give you report a name, and select Preview the Report

13. Select Finish

14. You should see your report. To adjust the design of your report, simply hit the design button (same as with the tables), and adjust your report accordingly

1. Switch to the Database Window. You can do this by pressing F11 on the keyboard.

2. Click on the Reports button under Objects on the left side of screen

3. Click on New
   

4. Select Label Wizard and the table you would like to get your information from.
   

5. Click OK

6. Select the layout of your labels

7. Click Next

8. Select the font size and color you want on each label

9. Click Next

10. Select how you want your label to look

11. Click Next

12. Select how you want your labels sorted

13. Give your label report a name and preview it