Microsoft access 2016

Beginners to Advance
To create table
Field Name – identifying the field in the
database record
Let’s complete the students table
To save click view – name the table
students
Primary Key – unique field
Adding, Editing and Deleting Records
To copy the record above
press control “
Record Navigator
First and Last Record Navigator
To add – click add new record
F2 – to edit
Ctrl Home – going to the first record left
Ctrl End – going to the last record right most
ESC – to undo the edit
ctrl Z – to undo the edit
To delete
Primary Keys – unique value for each row
of data. It must not contain null value
Primary keys
Foreign Key
Adding Autonumbers, Primary Keys and
Restructuring Tables
Adding AutoNumber and Primary Key
Basic table Sorting and Filtering
Click Ascending & Descending
Multiple sorting – Press shift and choose
To filter – click filter
What reports do?
Choose the Field to be included into the
report
Report Grouping
Sort – up to four fields
Preview the report
Report Layout
Preview
Report Header – Appears Once at the Beginning of
the Report

Page Header – Appears on the top of every page

Page Footer – Appears on the bottom of every page

Report Footer – Appears Once at the end of the

data. Use this to summarize the total

Detail – shows the record

Modifying the Report
Working with Controls, Reports and Layout Views
Controls – Controls are the parts of a form or report that you use to enter,
edit, or display data. Controls let you view and work with data in your database
application.

Example of Controls:

- The most frequently used control is the text box, but other controls include
command buttons, labels, check boxes, and subform/subreport controls.

There are different kinds and types of controls you can create, but all of which will fall
into one of the two categories — bound or unbound.
Bound Controls
- Bound controls are ones that are tied to a specific data source within your
database such as a field and a table or a query.
- Values can be either text, dates, number, check boxes, pictures or even graphs.
- You use bound controls to display values that come from fields in your database.

Unbound Controls
- Unbound controls on the other hand are not tied to a data source, and they exist
only in the form itself.
- These can be text, pictures or shapes such as lines or rectangles.

Reports- two controls to use

- label
- text boxes
Select Box – the selected control
Basic Queries
Query Criteria
Query Criteria Like condition

Wildcard Explanation
Allows you to match
* any string of any length
(including zero length)
Allows you to match on
?
a single character
Allows you to match on
#
a single numeric digit

Like 'b*' Result: all values that start with b

Like '*b*' Result: all values that contain b
Like '*b' Result: all values that end with b
Like 'b?' Result: all values that start with b and are 2 characters in
length
Like 'b#' Result: all values that start with b and are 2 characters in
length where the second character is a number
Date criteria and Between
Parameter Query
Quiz
Question No. 1
In a query, a criteria of JO* would mean:
A. JO then any single character
B. JO and a number
C. JO then any character
D. JO in caps
Question No. 2
to exclude blank values from query results, we use what phrase in the criteria?
A. not blank
B. empty
C. values only
D. not null
Question No.3

If your query currently shows all records where Wyoming is the state and you want to add
Portland (which is in a different state) as the City, what row in the query grid would you
have to use?

A. Criteria
B. AND
C. SHOW
D. OR

Question No.4

A special word for specifying ranges of values in a query criteria is:

A. AND
B. OR
C. BETWEEN
D. RANGE
Table Properties

Text Format
Numeric Format
Validation Rule
Date Validation
Query Properties
Report Properties
Creating a Form with a Wizard
Cleaning Forms
Setup Lookup with out Wizard
Advance Table Properties using Lookup Wizard
Create Own List using Value List
Advance Queries
using Group By
using Group By
Change Title for query
Action Query
•Action queries are queries that can add, change, or delete multiple
records at one time.
•The added benefit is that you can preview the query results in
Access before you run it.
•Microsoft Access provides 4 different types of Action Queries −
• Append
• Update
• Delete
• Make-table
•An action query cannot be undone. You should consider making a
backup of any tables that you will update by using an update query.
An Append Query is an action query (SQL statement) that adds
records to a table. An Append query is often referred to as an Insert
Query because the SQL syntax uses the INSERT INTO command.

An Update Query is an action query (SQL statement) that

changes a set of records according to criteria (search
conditions) you specify. ... A value from another field in
that table (updates the field based on a field's value in its
own record)

A DELETE query is an action query (SQL statement) that

deletes a set of records according to criteria (search
conditions) you specify. ... Delete records based on
criteria in multiple fields.

A make table query retrieves data from one or

more tables, and then loads the result set into a
new table. That new table can reside in the database that
you have open, or you can create it in another database.
Typically, you create make table queries when you need
to copy or archive data.
Action Query - Update
Action Query - Append
Append Query
Append Query
Multi Table Query
Action Query – Make Table
Calculating Queries
Converting to Currency
Using Parameter as a Field
Adding Month for Subtotal
Advance Report
Adding Date Field
Null Value – using nz
Adding line
Reports - sorting
Report Calculation
Reports - subtotal
Conditional Formatting
Advance Forms
Adding Combo Box
Adding Tab Control
Continuous Forms
Continuous form
Continuous Form
Adding a Subform
Changing to Combo Box
Changing to Combo Box
Forms Events
Updating the Subtotal of the main form
Creating an Event in Subform to update
the value of subtotal in the main form
Creating a Button
 Using macro builder to embed the command
 The macro will execute the commands

 Ex. If we want to open another form

To open the correct value in a form
Calling the Order Detailed Form
 Create a button
Add New Record Button
Plug details to the Add form
Plug details to the Add form
Add Exit Button or Exit Program
Create – Startup up macro
Creating Invoice using subform

 Open orders subform and click file

 1. “save as”
 2. save object as
 3. save as - report
Create a query to pull out the record for
invoice