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Note. This content also published as. MOS Study Guide for Access seeking Microsoft Office Specialist certification in Access This document is an introduction to Microsoft Access , running under Microsoft Windows 7. For further information see Microsoft Access – An.


Microsoft access 2013 notes free. Access 2013: Introduction to Databases


The latest news and especially the best tutorials on your favorite topics, that is why Computer PDF is number 1 for courses and tutorials for download in pdf files – Introduction to Microsoft Access Download other tutorials for advice on Introduction to Microsoft Access We will do everything to help you! And you dear surfers what you need? The best course and tutorial, and how to learn and use Introduction to Microsoft Access The introduction to the Microsoft Access interface and covers the various aspects of database creation and management in Access is very usefull.

Home Database Introduction to Microsoft Access Introduction Microsoft Access allows people to effectively and efficiently organize data. Learning Objectives After completing the instructions in this booklet, you will be able to: Identify the components of the Access interface. Create a new database. Understand how to create a table. Know the purpose of the primary key. Implement error traps. Enter descriptions for fields. Understand how to add fields. Know how to enter various types of data into the table.

Description : Download an introduction to the Microsoft Access interface and covers the various aspects of database creation and management in Access Level : Beginners Created : October 15, Size : Summary on tutorial Introduction to Microsoft Access Computer PDF guide you and allow you to save on your studies. 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.

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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. Figure shows this often-overlooked trick in action.

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:. This selects the record. 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. 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.

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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. 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. This opens a Save As window that offers to create a copy of your database, in the location you choose Figure I see an extra file with the extension. What gives?

Access creates a. Access uses the. 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. Alternatively, you can use the backup feature described in the previous section.

When you create a new database, Access uses its modern. Microsoft introduced the. That makes it the go-to choice for new databases. However, there may be times when you need to share your data with people who are using truly ancient copies of Access. Versions before Access use a different database format, called. And, as you can see in Figure , the. The standard. But if you need to share databases with people running much older versions of Access, the. Older database formats are less reliable and may not support all of the Access features you want to use.

The best approach is to stick with the. However, if possible, keep using the modern. You can also use the old-style. Access opens the File New Database window which you saw back in Figure Instead, Access is more concerned with getting information in and out of the database as quickly as it can.

If you want to trim your database back to size, you can use a feature called compacting. Access then closes your database, compacts it, and opens it again. If you compact a brand-new database, Access shows a harmless security warning when the database is reopened. The only problem with the database-compacting feature is that you need to remember to use it. If you want to keep your databases as small as possible at all times, you can switch on a setting that tells Access to compact the current database every time you close it.

Open the database that you want to automatically compact. To open one, just click it. Incidentally, you see the same list of recent databases when you first start Access Figure Do you want to hide your recent work?

Or, just click the big Browse button underneath to hunt around in the current folder. When you find the file you want, double-click it. If you want to keep your database on the Web, you need the web database feature described in Chapter Finally, as always, you can open a database file from outside Access by simply double-clicking it in Windows Explorer or on your desktop.

Access pops up a message bar with a scary-sounding security warning Figure In those situations, you need to know if Access trusts your database and will allow it to run code and action queries. You have two options:. Click the X at the right side of the message bar to banish it. Click Enable Content to tell Access that it can trust this database. If you want to see more than one database at a time, you need to fire up more than one copy of Access at the same time.

Computer geeks refer to this action as starting more than one instance of a program. If you double-click another database file while Access is already open, a second Access window appears in the taskbar for that database.

Access handles old database files differently, depending on just how old they are. However, if you change the design of the database, the new parts you add may not be accessible in Access anymore. If you attempt to open an older Access file like one created for Access 95 or 97 , Access presents a warning message…and gives up.

If you need to rescue valuable data trapped in a Paleolithic database, your best bet is to find someone who still has a copy of Access , which can handle older file formats. Instead, the table opens in an ordinary window that can float wherever it wants inside the main Access window. This seems fine at first, until you open several tables at once. This somewhat unfriendly behavior is designed to mimic old versions of Access, like Access All you need to do is set a single configuration option:.

Under the Application Options heading, look for the Document Windows Options setting, where you can choose Overlapping Windows the Access standard or Tabbed Windows the wave of the future. Close and open your database so the new setting takes effect. For a retro touch, you can use the same setting to make a brand-new Access database use overlapping windows instead of tabs.


Access Introduction to Databases

This document is an introduction to Microsoft Access , running under Microsoft Windows 7. For further information see Microsoft Access – An. This “Microsoft Access Illustrated By Lisa Friedrichsen” book is available in PDF Formate. Downlod free this book, Learn from this free book and. Microsoft Access is a database creation and management program. To understand Access, you must first understand databases. In this lesson, you will learn.

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