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Microsoft Access Tutorial: MS Access with Example [Easy Notes]

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Chapter 1. Creating Your First Database Although Microsoft won’t admit it, Access can be intimidating—intimidating enough to trigger a cold sweat in the. A database is a computer program for storing information in an easily retrievable form. It is used mainly to store text and numbers (for example. This easy-to-understand resource provides both new and experienced Access users with invaluable advice for connecting Access to SQL Server, manipulating data.


Access All In One For Dummies : Free Download, Borrow, and Streaming : Internet Archive

Build a database from scratch or ready templates Create жмите data-entry forms Write queries to extract and manipulate data Design reports to summarize data in effective ways Import data from other databases and documents. Tables store information. This often-tedious process is data entry. I wish I had time to work through it as I intended, but this will have to wait a few months. Datasheet view is where you enter data into a table. Datasheet view also lets you build a table on pdg fly as you insert new information. You can configure Access to use this microsoft access 2013 all-in-one for dummies pdf free with just a few steps:.


Microsoft access 2013 all-in-one for dummies pdf free. Access 2013 Books


Other templates let you create databases that are preconfigured for specific scenarios and certain types of data. It lets you create a web-enabled database that runs on SharePoint. No matter which template you click, Access pops open a new window that lets you choose a name and location for your new database Figure The example in this section shows you how to create a blank database.

Templates aim to save you the work of creating a new database and let you jump straight to the fine-tuning and data-entry stage. To give it a whirl, click one of a dozen or so templates that are shown in the main Access window. Access stores all the information for a database in a single file with the extension.

Instead, pick something more descriptive. In this example, Bobblehead. Depending on your computer settings, Windows may hide file extensions. Instead of seeing the Access database file MyScandalousWedding. In this case, you can still tell the file type by looking at the icon. Choose the folder where you want to store your database.

Like all Office programs, Access assumes you want to store every file you create in your personal Documents folder. Click the big Create button under the File Name box. Access creates your database file and then shows a datasheet where you can get to work creating your first table.

Access always assumes you want to store databases in your Documents folder. You can configure Access to use this folder with just a few steps:. Once you create or open a database, the Access window changes quite a bit.

An impressive-looking toolbar the ribbon appears at the top of your screen, and a Navigation Pane shows up on the left. Tables are information containers. But if you find yourself wanting to store several lists of related information, you need more than one table. In the database BigBudgetWedding. Figure shows a sample table. A table is a group of records. A record is a collection of information about a single thing. In the Dolls table, for example, each record represents a single bobblehead doll.

In a Family table, each record would represent a single relative. You get the idea. When you create a new database, Access starts you out with a new table named Table1 , although you can choose a more distinctive name when you decide to save it. Each record is subdivided into fields.

Each field stores a distinct piece of information. For example, in the Dolls table, one field stores the person on whom the doll is based, another field stores the price, another field stores the date you bought it, and so on.

Tables have a rigid structure. Newly created tables get an ID field for free. The ID field stores a unique number for each record. Think of it as a reference number that will let you find a specific record later on. Access chooses a new ID number for you and inserts it in the record automatically. Many database gurus suggest that before you fire up Access, you should decide exactly what information you want to store by brainstorming. Next, jot down all your must-have pieces of information on a piece of paper.

Some details are obvious. Other details, like the year it was produced, the company that created it, and a short description of its appearance or condition may require more thought. The bobblehead doll example demonstrates an important theme of database design: First you plan the database, and then you create it using Access. But to get you started, Access creates your first database object—a table named Table1. The problem is, this table begins life completely blank, with no defined fields and no data.

All you need to do is customize this table so that it meets your needs. Design view lets you precisely define all aspects of a table before you start using it. Datasheet view is where you enter data into a table.

Datasheet view also lets you build a table on the fly as you insert new information. The following steps show you how to turn a blank new table like Table1 into the Dolls table by using the Datasheet view:.

In this case, that means choosing a bobblehead doll to add to the list. Access tables are unsorted , which means they have no underlying order. However, you can sort them any way you want when you need to retrieve information later on. Based on the simple analysis you performed earlier, you know that you need to enter four fields of information for every doll.

Although you could start with any field, it makes sense to begin with the name, which is clearly an identifying detail. Press Tab to move to the next field, and return to step 2. You may notice one quirk—a harmless one—when you add your first record. If you make a mistake, you can backtrack using the arrow keys. A single field can hold entire paragraphs of information.

Most people prefer to see the entire contents of a column at once. To expand a column, just position your mouse at the right edge of the column header. To expand a column named Field1, move your mouse to the right edge of the Field1 box. Then, drag the column to the right to resize it as big as you want. Move the mouse over the right edge of the column, so it turns into a two-way arrow. Then, simply double-click the column edge. Double-click the first column title like Field1.

Figure shows how it works. You can always rename fields later, or even add entirely new fields. Access asks you to supply a table name see Figure As you can see, creating a simple table in Access is almost as easy as laying out information in Excel or Word. But before you get to that stage, it makes sense to take a closer look at how you edit your table.

You now have a fully functioning albeit simple database, complete with one table, which in turn contains one record. Your next step is filling your table with useful information. This often-tedious process is data entry.

To fill the Dolls table, you use the same datasheet you used to define the table. You can perform three basic tasks:. Editing a record. Move to the appropriate spot in the datasheet using the arrow keys or the mouse , and then type in a replacement value. You may also want to use Edit mode, which is described in the next section.

Inserting a new record. At that point, Access creates the row and moves the asterisk down to the next row. You can repeat this process endlessly to add as many rows as you want Access can handle millions. Deleting a record. You have several ways to remove a record, but the easiest is to right-click the margin immediately to the left of the record, and then choose Delete Record. Most seasoned database designers rarely delete records from their databases.

Every ounce of information is important. For example, imagine you have a database that lists the products that a mail-order origami company has for sale.

But it turns out that it makes sense to keep these old product records around. For example, you might want to find out what product categories were the best sellers over the previous year. Or maybe a manufacturer issues a recall of asbestos-laced paper, and you need to track down everyone who ordered it.

To perform either of these tasks, you need to refer to past product records. This hang-onto-everything rule applies to any kind of database. You need them all and you probably need to keep them indefinitely. You can then ignore those products when you build an order-placement form. So settle in. To make your life easier, it helps to understand a few details. As you already know, you can use the arrow keys to move from field to field or row to row.

However, you may have a bit of trouble editing a value. When you start typing, Access erases any existing content. Instead, you get to change or add to it. To switch out of Edit mode, you press F2 again. Figure shows a close-up look at the difference. Edit mode also affects how the arrow keys work. In Edit mode, the arrow keys move through the current field.

For example, to move to the next cell, you need to move all the way to the end of the current text, and then press the right arrow key again. But in Normal mode, pressing the arrow keys always moves you from cell to cell. Table lists some useful keys that can help you whiz around the datasheet. Moves the cursor one field to the right, or down when you reach the edge of the table.

Moves the cursor one field to the left, or up when you reach the edge of the table. This key also turns off Edit mode. Moves the cursor one field to the right in Normal mode , or down when you reach the edge of the table. In Edit mode, this key moves the cursor through the text in the current field. Moves the cursor one field to the left in Normal mode , or up when you reach the edge of the table. Moves the cursor to the first field in the current row.

Moves the cursor to the last field in the current row. Moves the cursor to the first field in the first row. Moves the cursor to the last field in the last row. Table lists some convenient keys for editing records. This key works only if you use it in Edit mode. Once you move to the next cell, the change is applied. For additional cancellation control, try the Undo feature, described next. Reverses the last edit. This trick is handy when you need to enter a batch of records with similar information.

Learn more. The most up-to-date version of Microsoft Access is always available with a Microsoft subscription. Microsoft Access is the latest version of Access available as a one-time purchase. Access is compatible with Windows Elevate data Create your own database apps easily in formats that serve your business best. Buy now For home For business. Try for free For home For business. Elevate data. All the Database templates are displayed below.

Step 2 We can select any template by clicking on it. Click on Contact Template for further reverence. Step 6 Optionally, you can click on any of the objects from left navigation pane and open that object for further references and work. For, E. The first step in this Microsoft Access tutorial to store data in the database is creating a Table where data will reside.

Post creation of the table, we can keep inserting the rows in the table. Step 1 First Click Create tab. Then from Tables group, click Table. Step 2 Table Dialog box appears. And Click on the View you need to display. Steps 2 Select the Datasheet view option in the ribbon and add some data by entering the values in It. Updated Data will be Autosaved. Step 3 Select the row by clicking on the leftmost column and Right Click on the row. Step 4 Popup Window will appear to confirm the deletion of the record.

Displays the view, which allows you to enter fields, data types, and descriptions into your database table. To understand form lets first create two new Record in Contact Table from the prebuilt Contact Database discussed here. This option allows the user to create the form with the wizard and select the column from the available list of column form in legacy Select window format.

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