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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. Microsoft Access and Excel are very similar yet very different. Here, are some important difference points between both of them-. Note: We assume you have the latest Microsoft Access installed which comes bundled with Microsoft Office package. You will find the list of installed programs. Before we create a Database, lets quickly understand the holistic picture of what Database is, with particular reference to MS Access.
Result : The below window will appear. All the Database templates are displayed below. Step 2 We can select any template by clicking on it. Click on Contact Template for further reverence. Step 6 Optionally, you can click on any of the objects from left navigation pane and open that object for further references and work.
For, E. The first step in this Microsoft Access tutorial to store data in the database is creating a Table where data will reside. Post creation of the table, we can keep inserting the rows in the table. Step 1 First Click Create tab. 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. 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.
The tutorial begins with a basic introduction to Access. You will become familiar with the structure of an Access database and learn how to navigate its various windows and the objects contained in it. As the tutorial goes on, you will learn how to enter information in several ways. You will also learn how to sort, retrieve, and analyze this information by running queries.
By the time you've finished reading this tutorial, you will be able to use a database with confidence. You should also be able to alter it to best suit your needs. As mentioned, it's primarily designed to teach people how to use an existing database. But no matter your eventual goal, it can provide you with a solid foundation.
While Access is an extremely useful tool, setting up a new database can be difficult and time consuming. If you don't necessarily need the full connectivity of a relational database, consider managing your information with Excel instead. If you do decide to create your own database, review our lesson on Designing Your Own Database for resources on database creation.
Access Introduction to Databases. A table in Access.
ms access tutorial pdf free download
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. Skip to content. What is Microsoft Access? What You Will Learn. Report a Bug. Previous Prev. Next Continue. Home Testing Expand child menu Expand. SAP Expand child menu Expand.
Web Expand child menu Expand. Must Learn Expand child menu Expand. Big Data Expand child menu Expand. Live Project Expand child menu Expand. AI Expand child menu Expand. Toggle Menu Close. Right-click the object, and then choose Delete. Access gives you a few more options for transferring database objects and tucking them out of sight. You probably already know that you can place a Windows shortcut on your desktop that points to your database file.
Now, anytime you want to jump back into your database, you can double-click your shortcut. In fact, this maneuver is even easier than creating a plain-vanilla shortcut. Just follow these steps:. This way, you can see the desktop behind Access, which is essential for this trick. Find the table you want to use in the navigation pane.
Drag this table out of Access and over the desktop. Release the mouse button. Skip to main content. Start your free trial. Chapter 1.
Creating Your First Database. Understanding Access Databases. Note Designing a database is the process of adding and configuring database objects. Starting a Database. Tip You can get the Bobblehead database, and all the databases in this book, on the Missing CD page at www. Figure When you start Access, you see this two-part welcome page.
On the left is a list of recently opened databases if you have any. On the right is a list of templates that you can use to create a new database. This database will be named Bobblehead. You can edit the file name by typing in the File Name box, and you can browse to a different folder by clicking the folder icon. Note Depending on your computer settings, Windows may hide file extensions. It also gives you the option to create your database in the format used by older versions of Access. The Access Options window appears.
In the list on the left, choose General. The navigation pane on the left lets you see different items or objects in your database. You can use the navigation pane to jump from a list of products to a list of customers and back again.
The ribbon along the top groups together every Access command. This ribbon is the mission control that lets you perform various tasks with your database. The document window in the middle takes up the rest of the window. Building Your First Table. In a table, each record occupies a separate row. Each field is represented by a separate column. Creating a Simple Table. To define your table, simply add your first record. 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. 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 purchase price in the date column. To specify better field names, double-click the column title. Next, type the real field name, and then press Enter. Editing a Table. Edit Mode. Top: Normal mode.
Bottom: Edit mode. Datasheet Shortcut Keys. Table Keys for Moving Around the Datasheet. 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. Keys for Editing Records. An Access user has been on an eBay buying binge and needs to add several doll records.
Cut, Copy, and Paste. Click the margin to the left of the record you want to copy. 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.
Saving Databases. 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. Making Backups. 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. Saving a Database with a Different Name. Saving a Database in a Different Format. Tip Older database formats are less reliable and may not support all of the Access features you want to use.
Shrinking a Database. Note If you compact a brand-new database, Access shows a harmless security warning when the database is reopened. In the list on the left, choose Current Database. Click OK to save your changes. Access tells you that this change has no effect until you close and reopen your database.
Opening Databases. To try it, click the thumbtack next to the database file you want to keep. Access moves your database to the top of the list and keeps it there. If you decide to stop working with the database later on, just click the thumbtack again to release it. Tip Do you want to hide your recent work? Click one, and Access shows you the familiar Open window for that folder.
Designating a Database as Trusted. In an old-style Access database, different windows can overlap each other. Click OK. The Navigation Pane. Unhappy with the space consumed by the navigation pane?
Click the button again to expand it back into view. Browsing Tables with the Navigation Pane. Tip Not sure what table to create? Using the navigation pane, you can open as many tables at once as you want. This relationship seems obvious, and a person would understand it right away. Excel would treat all of these things as distinct and unrelated pieces of information. In Excel, you'd have to enter every single piece of information about a person or type of cookie each time you mentioned it because that database wouldn't be relational like an Access database.
Simply put, relational databases can recognize what a human can: If the same words appear in multiple lists, they refer to the same thing. The fact that relational databases can handle information this way allows you to enter , search for , and analyze data in more than one table at a time. All of these things would be difficult to accomplish in Excel, but in Access even complicated tasks can be simplified and made fairly user friendly.
This tutorial will not teach you how to build a database from scratch. It is designed for people who plan to use a pre-existing database, most likely in the workplace. The tutorial begins with a basic introduction to Access.
You will become familiar with the structure of an Access database and learn how to navigate its various windows and the objects contained in it. As the tutorial goes on, you will learn how to enter information in several ways.
You will also learn how to sort, retrieve, and analyze this information by running queries. By the time you've finished reading this tutorial, you will be able to use a database with confidence.
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