Sidebar: Exporting Information to PDF and XPS Files. .. Microsoft Office Access is a powerful relational database application that includes .. Blue numbered steps guide you through step-by-step exercises and. 11/27/ 1. Introduction to. Microsoft Access Introduction. A database is a collection of information that's related. Access allows you to manage your. This is an introductory tutorial that covers the basics of MS Access. Early versions of Access cannot read accdb extensions but MS Access and.
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Download free Microsoft Access Tutorial course material and training, PDF file on 49 pages. In this tutorial, we will work on two tables, i.e., Department and Employee, All Programs -> Microsoft Office -> Microsoft Office Access ESSENTIAL MICROSOFT OFFICE Tutorial for Teachers The database component of Microsoft Office is designed to act as an "intelligent"1.
Access to Access interactive command reference guide. Select Language:.
This visual, interactive reference guide helps you find your favorite Microsoft Office Access commands in the new interface. Details Version:. File Name:. Date Published:. File Size:. System Requirements Supported Operating System. For example, you can sort by state and then within each state by city, and then within each city by street address.
If you are creating a sort within a sort, create the highest level sort on line one, the next level sort on line two, and so on. In the state, city, and street address example, you create the state on line one, the city on line two, and the street address on line three. Click the down-arrow and then select the field you want to sort by. Click to select a sort direction the button toggles between ascending and descending.
You can sort within a sort for up to four levels. Adjust column widths A key column is the column that connects one table or query to another table or query. For example, you can use the Department ID field in the Employees table and the Department ID field in the Departments table to connect the two tables. You may, however, want to display the name of the department when you view the table but not the department ID; if so, leave the Hide Key Column box checked.
Deselect Hide Key Column, if you wish.
Adjust the column widths by dragging or double-clicking the right vertical border for the column. If you deselected Hide Key column, you must tell Access which field is the key field. Click the key field. Name the column Field names appear at the top of each column. On this page of the Wizard you tell Access what you want to name your lookup column.
In Access , multiple values can appear in a field; click the Allow Multiple Values checkbox if you want to allow multiple values. Type the name you want to give the column. Click if you want to allow multiple values in the field. Click Finish. Access creates the lookup column. How do I create a lookup column by typing a list? These instructions assume you are in the Datasheet view.
Type the number of Columns you want in the Number Of Columns field. Type the values you want under the column heading. Type the column label you want. Access creates a lookup column based on your list. Lesson 3: Working with Microsoft Access Tables After you create an Access table, you can modify it, enter data into it manually or import data from somewhere else, such as Excel. This lesson teaches you how to modify a table and enter data.
Enter Records After you have created a table, you can enter data into it. To enter data into an AutoNumber field: When you make an entry into another field in the record, Access will automatically make an entry into the AutoNumber field. To enter data into fields that have a lookup list: Click the down-arrow that appears when you click in the field. Click to select the entry you want. Press the Tab key. Modify a Table After you create a table, you may need to modify it. You can delete columns, insert columns, or move columns.
Delete Columns The Delete option permanently deletes columns and all the data contained in them. You cannot undo a column delete. To delete columns: Click and drag to select the columns you want to delete. A prompt appears. Click Yes. Access deletes the columns you selected. Insert Columns The Insert option inserts a column before the selected column. To insert a column: Lesson 4: Sorting, Filtering, and Creating Relationships You can sort Access data so you can view records in the order you want to view them, and you can filter data so you only see the records you want to see.
This lesson teaches you how to sort and filter an Access table. Access data is stored in multiple tables. Relationships join tables together so you can work with the data from multiple tables.
This lesson also teaches you how to create relationships. Sort a Table By sorting, you can put a column of information in alphabetical, numerical, or date order. You can sort in ascending order alphabetical from A to Z, lowest number to highest number, earliest date to latest date or descending order alphabetical from Z to A, highest number to lowest number, latest date to earliest date.
For example, you can sort by state and then sort within each state by city. When sorting within a sort, perform the innermost sort first. For example, if you are sorting by state and then city, sort the city first and then sort by state. To add a sort: Click the column label for the column you want to sort. Activate the Home tab. Access sorts the column in ascending or descending order. To remove a sort: Access clears all of the sorts you have applied.
Filter a Table You can apply a filter to see only the records you want to see. You can filter your data so only DE students display. Each time you apply a filter to a column, it replaces any previous filter you applied to that column. For example, if you apply a filter so you only see students in DE, and later you apply a filter so you only see students in NJ, Access clears the DE filter and then applies the NJ filter.
You can apply filters to multiple columns in the same table.
For example, by applying a filter first to the State field and then to the Last Name field, you can see all of the students in the state of DE whose last names are Adams. To apply a filter: Click the column label for the column you want to filter.
Click the Filter button. A menu appears. Uncheck the items you do not want to appear, making sure only the items you want are checked. Access filters your data and displays the word Filtered at the bottom of the window. To remove a filter: Click Clear All Filters. Access clears all the filters you have applied. After you apply a filter, you can use the Toggle Filter button to toggle the application of the filter on and off. Hide Columns There may be times when you may not want to display a certain column or set of columns.
In such cases, you can temporarily hide the column or columns from view.
Later, if you want to display them column again, you can unhide them. To hide columns: To create relationships: Close all tables and forms.
Right-click on the tab of any Object. Click Close All. Activate the Database Tools tab. The Relationships window appears. If anything appears in the relationships window, click the Clear Layout button in the Tools group. If you are prompted, click Yes. Click the Show Table button in the Relationships group. The Show Table dialog box appears.
Activate the Tables tab if your relationships will be based on tables, activate the Queries tab if your relationships will be based on queries, or activate the Both tab if your relationships will be based on both. Double-click each table or query you want to use to build a relationship. The tables appear in the Relationships window. Click the Close button to close the Show Table dialog box. Make sure the arrow points to the foreign key. The Edit Relationships Dialog box appears.
Click the Enforce Referential Integrity checkbox. Click Create. Access creates a one-to-many relationship between the tables. Click the Save button on the Quick Access toolbar to save the relationship.
When you create a relationship, you can view the related table as a subdatasheet of the primary table. The plus sign turns into a minus - sign. If the Insert Subdatasheet dialog box opens, click the table you want to view as a subdatasheet and then click OK.
Access displays the subdatasheet each time you click the plus sign in the far left column. Click the minus sign to hide the subdatasheet. After a relationship has been created between two tables, you must delete the relationship before you can make modifications to the fields on which the relationship is based.
To delete a relationship. Lesson 5: Creating Microsoft Access Queries A query can be based on tables or on other queries. To create a query, you open the tables or queries on which you are going to base your query in Query Design view, and then use the options in Design view to create your query.
You then click the Run button to display the results.
You can save queries for later use. To open tables or queries in Query Design view: Click the Query Design button in the Other group. Activate the Tables tab if you want to base your query on tables, activate the Queries tab if you want base your query on queries or activate the Both tab if you want to base your query on both tables and queries.
Click to choose the table or query on which you want to base your query. Click Add. The table appears in the window. Click to choose the next table or query on which you want to base your query. Continue clicking tables or queries until you have all the tables and queries you plan to use. Click Close. Access changes to Query Design view. Display All Records and All Fields In Query Design view, each table has an option that allows you to display all of the fields and all of the records in a table.
This option appears on the field line on the drop-down menu as the table name followed by a period and an asterisk tablename. To display all records and all fields: Open a table or query in Query Design view. Click the down-arrow in the first field on the Field row and then select the tablename.
The table name appears on the table line. Click the Run button. Access retrieves all of the fields and records for the table and displays them in Datasheet view.
After you run a query, you can easily change back to Query Design view and make modifications to your query or create a new query. To change to Query Design view: Click the down-arrow below View in the Views group. Click Design View. You can modify your query. You can also click the Design button in the lower-right corner of the Access window to change to Design view. Retrieve a Single Column You can use an Access query to retrieve a single column of data.
Instead of choosing the tablename. To retrieve a single column: A query is used to link the two tables. Looking at the Database 1 The database consists of two tables. It helps you to remember the purpose of the command at a later date. Learning Microsoft Access Creating the Properties Macros We need macros that print the reports for each of the three different types of properties rental.
A separate macro can be created for each. Those commands are executed in the order that you enter them. Rental Properties 4 The columns in a macro can be widened in the same way as in tables and queries. It lets the user know that the computer is doing something.
Simply drag the intersection between headings to the right. You can also press the H key to insert the action. The table name and field name must be separated by an exclamation mark!
B Saving the Macro As will tables. C Running the Macro There are two ways to run the macro. Property Report Macros and select OK. This will cause the preview screen to be maximised once it is opened. Close the preview to return to the form.
We could create a whole new macro but as it is very similar to the previous macro we can GROUP it with the first macro. Open the Sale Properties Report This is the message that will be placed in a dialogue box. This sets the type of graphic to be displayed in the dialogue box. This text will be displayed in the title bar of the dialogue box. Sample pages from Chapter 9 of Learning Microsoft Access by Greg Bowden which demonstrates how to create macros to record common steps, including creating macros to open forms, reports and carryout commands, editing macros, creating macro groups, setting an autoexec macro and assigning buttons to run macros.
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