Microsoft Access is a Database Management System (DBMS) from Microsoft that combines in this tutorial, please notify us at [email protected] Printing instructions. Print on A4 paper with 2-sided printing so that text and associated figures are on opposing pages. Version 1: October Version . Microsoft Access is a component of Microsoft Office, available on .. Column widths and row heights can be manually adjusted, but all rows will always have.
|Language:||English, Spanish, French|
|Distribution:||Free* [*Registration Required]|
Mark Nicholls – ICT Lounge. Page | 1. IGCSE ICT – SECTION DATA MANIPULATION. MICROSOFT ACCESS. STEP BY STEP GUIDE. Mark Nicholls. means that students will receive the best instruction possible to enable their The MOAC courseware for Microsoft Office system are other formats such as the Adobe Portable Document Format (PDF) or XML Paper. ESSENTIAL MICROSOFT OFFICE Tutorial for Teachers. Copyright © Bernard Poole, Rebecca Randall, All rights reserved. AN OVERVIEW.
But if you find yourself wanting to store several lists of related information, you need more than one table. In the database BigBudgetWedding. In a table, each record occupies a separate row. Each field is represented by a separate column. Before you start designing this table, you need to know some very basic rules: 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. 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. You can customize a table in two ways: 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: To define your table, simply add your first record.
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. Then, hit Tab to jump to the second column, and then enter the second piece of information. Ignore the ID column for now—Access adds that to every table to identify your records.
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. The only problem with this example so far is that as you enter a new record, Access creates spectacularly useless field names.
You see its choices at the top of each column they have names like Field1, Field2, Field3, and so on. The problem with using these meaningless names is that they may lead you to enter a piece of information in the wrong place. You could all too easily put the download price in the date column. If you make a mistake, you can backtrack using the arrow keys. 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.
The field name switches into Edit mode. Type a new name, and then press Enter. To specify better field names, double-click the column title. Next, type the real field name, and then press Enter. You can always rename fields later, or even add entirely new fields. Type a suitable table name, and then click OK. The table is now a part of your database.
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.
Editing a 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. 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. Top: Normal mode. Bottom: Edit mode. 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. This key also turns off Edit mode. In Edit mode, this key moves the cursor through the text in the current field. Home Moves the cursor to the first field in the current row.
End Moves the cursor to the last field in the current row. Page Up Moves the cursor up one screenful. 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. This trick is handy when you need to enter a batch of records with similar information. An Access user has been on an site downloading binge and needs to add several doll records.
Cut, Copy, and Paste Access, like virtually every Windows program, lets you cut and paste bits of information from one spot to another. However, Access has a little-known ability that lets you copy an entire record. To pull it off, follow these steps: Click the margin to the left of the record you want to copy. This selects the record. Right-click the selection, and then choose Copy. This copies the content to the Clipboard.
Scroll to the bottom of the table until you see the new-row marker the asterisk. Right-click the margin just to the left of the new-row marker, and then choose Paste. Presto—an exact duplicate. Access updates the ID column for your pasted record, giving it a new number.
It automatically saves any edits you make to the records in a table. This automatic-saving process takes place every time you change a record, and it happens almost instantaneously. The rules are a bit different for database objects Understanding Access Databases.
When you add or edit a database object, Access waits until you finish and close the object, at which point it prompts you to save or discard your changes. Note Remember, when you click File, you enter Backstage view, which provides a narrow strip of commands on the left and a page with options for the currently selected command on the right.
You use Backstage view to open, save, and convert database files—see The Quick Access Toolbar if you need a quick review about how it works. Making Backups The automatic save feature can pose a problem if you make a change mistakenly. You can perform these tasks with Windows Explorer, but Access gives you an even easier option. When you choose to create a backup, Access fills in a suggested file name that incorporates the current date.
That way, if you have several backup files, you can pick out the one you want. I see an extra file with the extension.
What gives? Access creates a. Access uses the. Saving a Database with a Different Name Access makes this job easy. Access opens a Save As window, where you can browse to a different folder on your hard drive and type a new file name. Keep in mind that once Access creates the new database file, that file is the one it keeps using. In other words, if you create another table or edit some of your data, Access updates the new file. If you want to go back to the old file, you need to open it in Access again.
Courses are also available individually via digital download and online for a one-time charge.
Online subscriptions offer the most flexibility and value. They include self-assessment and interactive practices.
Next microsoft excel manual pdf We do not offer management, soft skills and the like. Mastering Microsoft Office Made Easy features video lessons with over 42 hours of introductory through advanced instruction. Watch, listen and learn as your expert instructors guide you through each lesson step-by-step.
You may choose between a monthly or annual plan. Our impressive client list confirms that we remain the best combination of price and value. There are also several public forums, such as this one, that users can ask for help on specific items. Next Download Office training This complete Microsoft Office tutorial covers the same curriculum as our classroom training and was designed to provide a solid foundation in Office. They expect you to know it all already. It is set for Word This lets us develop a Microsoft Office tutorial that is easy to use.
Keep in mind that this particular part of this forum is for Microsoft Project questions only. During this media-rich learning experience, you will see each function performed just as if your instructor were there with you.