Office 2003:  Access

Part 1

Database Overview

Definitions

Tables:  

the rows and columns of the table store information.  Examples:  Part Information Table (contains part #, part name, quantity, unit cost), Customer Information Table (contains customer id, last name, first name, address, city, state, zip, phone, e-mail)

Records: 

one row of a table.  Holds information about ONE part, ONE student, etc.

Fields:

one column of a table.  Example:  part names,  part IDs, customer addresses.  The TYPE of information may be a date, a number, currency, text, auto-generated number (for IDs), etc.

Overview of Creating a Database

1. Decide which tables are needed, and which fields will be stored in each table. 
2. Create each table (use "design view")
   • Enter the field name, type, and length
   • Designate one of the fields as the primary key
   • Save the table definition
3. Put data into each table:  use "datasheet view"

Creating a Database

• Start menu, Programs, Microsoft Access. 
  • Click "File", then click on "New". 

• If a new database is to be created, another dialog is provided to determine where the database is to be stored:

Tables:

Step 1:  Creating the table: 

(Use design view for table creation)

 

Enter the field names, types, and  lengths

 

Choose ONE field to be the primary key (should be unique) -- right-click in the leftmost column, choose "primary key"

• Save the table:  Pull down on the File menu, choose "Save":

• Use Datasheet View to enter data (Pull down on the View menu, choose "Datasheet View"):

Saving: 

Pull down on the File menu, choose "Save"

Printing

Pull down on the File menu, choose "Print"

Reports

Creating:  Click on the "Reports" tab, then click on "New"

Using Report Wizard:

1. In the "New Report" window, select "Report Wizard" AND select the table for which the report will be created:

2. Answer the questions produced by the wizard to create a report.

            Using "AutoReport: Tabular"            

1.   In the "New Report" window, select "AutoReport: Tabular" AND select the table for which the report will be created:

2. The report is automatically produced in "table" format.

Using "AutoReport: Columnar"

1. In the "New Report" window, select "AutoReport: Columnarr" AND select the table for which the report will be created.
2. The report is automatically produced, where each field is on a separate line.