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Module 1
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Microsoft Access 2007:
Module 1
August 2007
Table of Contents
Objectives. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
Database Structure . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Database Terminology. . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3
Relationships
One-to-many . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
Many-to-many . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
One-to-one. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Create a New Database. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
Access 2007 Tour and Features . . . . . . . . . . . . . . . . . . . . . . . 7
Create a Table in Datasheet View. . . . . . . . . . . . . . . . . . . . . . 8
Edit a Table in Design View . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Save a Table . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
Enter Data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
Data Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
Use Input Mask Wizard. . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Data Type: Yes/No. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
Data Type: Lookup Wizard. . . . . . . . . . . . . . . . . . . . . . . . . . 15
Insert and Delete Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
Set a Primary Key . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
Form Wizard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
Split Form. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
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Microsoft Access 2007 - Module I
Objectives
At the end of this training session you should be able to:
1. Understand the three types of relationships: one-to-many, many-to-
many and one-to-one;
2. Create a new database;
3. Create tables for data entry in datasheet view and design view;
4. Enter data into a table;
5. Use, understand, and set data types: text, memo, number, currency,
date/time, autonumber, yes/no, lookup wizard;
6. Insert and delete a field;
7. Create and delete a primary key;
9. Create a form using the Wizard tool;
10. Create a split form.
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Microsoft Access 2007 - Module I
Before a database is developed, plan the structure from the beginning to the end. Flow-
charting or blueprinting in advance will eliminate restructuring and/or starting from
scratch.
It is necessary to understand and be familiar with the basics of a database and its ob-
jects to create or generate information.
Table- The central framework of a database that stores data in fields (columns) and re-
cords (rows).
Query- Allows for table inquiries. A query can change, delete, add, arrange data in
tables. Also aids gathering information for forms and reports.
Form- Displays and enters data in a fitted format. Forms can also contain other nested
forms (subforms).
Report- Allows for the printing and print preview of information such as labels, lists,
form letters, invoices, summaries, display charts, etc. The user can personalize reports
by adding a logo or picture, organizing headers, details, footers, and sorting columns.
Page- Also known as Data Access Page. Allows the publication of a web page and web
access to a database. A page can be viewed and edited.
Macro- Allows for automating simple and common tasks such as opening and closing a
form, exporting data, printing data in a report, and saving data.
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One-to-many relationship
The most common type of relationship. A
record from one table (Table 1) can have
matching records in another table (Table
2
2); however, Table 2 has only one match-
ing record in Table 1. Table 2
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Let's look at the example.
1. One Department
2 . has more than one Course,
3. yet each Course has one Department.
Many-to-many relationship
Not recommended due to problems en-
forcing referential integrity. A record from
one table (Table 1) can have many match-
ing records in another table (Table 2). Table 1
Also, a record in Table 2 can have many
matching records in Table 1. This is possi- 3
ble through the use of a third table called
a junction table. The junction table has 1 2
a primary key that consists of two fields
from Tables 1 and 2.
Microsoft Access 2007 - Module I
One-to-one relationship
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2C
2A
2B
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Microsoft Access 2007 - Module I
Ribbon Area 4
1. Select the Office Button to access most of what
used to be under the File menu, such as Open,
Save and Print. 5
2. The Quick Access Toolbar includes buttons to
Save, Undo and Redo. You can customize this
toolbar by adding your favorite commands. Just
click the down arrow to the right of the Redo
button.
3. Tabs include Home, Create, External Data,
Database Tools and Datasheet.
Tabs, such as Table Tools will appear when you
are working on a related task.
4. Groups include related commands. For
example, the Font group includes the buttons
for font type, font size, font color, alignment,
etc.
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5. Commands are the actual task buttons, such as
Bold, Underline, Italicize, etc.
Examples of New Features
1. Database Templates 2
2. Split Form
3. Enhanced Datasheet View
4. Memo fields support rich text
5. Attachment data type
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Microsoft Access 2007 - Module I
Activity
Add the following fields to the table, FirstName,
MI (middle initial), Street, City, State, Zip, Exempt,
Phone and Campus. Also add the Field Size and Cap-
tion for each field name.
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Save a Table
1
Saving a table with a specific title will help 2
when organizing information, creating
queries, forms, and pages, and connecting
to other tables.
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Microsoft Access 2007 - Module I
5. Click Save.
Activity
Create a new table, tblCampus. Add one field to the
table, Campus. Open the table and add the data, BR,
DAO, DM, MacDill, PC, SPC, YB.
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Data Types
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Microsoft Access 2007 - Module I
10. Now all entries in the zip code field will have to
follow this format. Go to the Datasheet View to
test out the mask.
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Microsoft Access 2007 - Module I
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Activity
Use the Lookup Wizard to connect the field name
State to a table called tblState or manually add a
lookup for State. You do not need to include every
state.
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Microsoft Access 2007 - Module I
4
In Datasheet View, the Insert command
is on the Datasheet tab, in the Fields &
Columns group.
Activity
1. Insert a field of your choice. Choose an
appropriate Data Type. Enter the Caption for your
new field.
2. Delete the Phone field.
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Microsoft Access 2007 - Module I
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Microsoft Access 2007 - Module I
Activity
Create a new database and form with fields of your
choice. Use a variety of data types, such as text,
number, yes/no, date/time, currency and lookup.
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