microsoft access

MICROSOFT ACCeSS

MICROSOFT ACCESS PROGRAM:-

1. it is a data base program

2. Database is a collection of information to relate to specific subject or purpose.

3. With Microsoft access program you can create

3.1, personnel records or staff or workers

3.2, personal records

3.3, sales records (import & export)

3.4, customer’s records

4. Creating a new database

            4.1, open the ms- access program

            4.2, choose new from tool-bar or file menu.

            4.3, choose blank database

             4.4, choose a location & type the database name & choose create.

5. To get the table design

            5.1, choose tables

            5.2, choose new

            5.3, in new table choose design view = ok

After that click view menu = click datasheet view = you have get some questions.

You must first save the table.       Do you want to save?                         Yes      no

              

= write table name = click ok = may not delete the (auto number) so press enter = write in

Name topic name

Address topic address

Salary topic currency

Date topic date & time

N.B= if you write in salary topic by alphabet may not entered. And also in date topic.

On modifying a table design

1. inserting a new field insert – menu = rows (design view)

If you want to create another field:-   e.g.   mother name

Click view = click design view = choose in field name = click insert = click row = write text (mother name) save = click view = click datasheet view = write in blank field (mother name) 

2. Deleting a field in the datasheet.

If we want delete field text:-

Click view = click design view = select the field text (mother name) = click edit = click delete column = you have get some questions:-

         

                 

“To permanently delete the field?”                 Yes        no

                

Click yes = select the field text (mother name) = pres delete

3. Change the currency & date format (design)

Click view = click design view = select salary = click in general “format” click in scroll & choose = e.g. standard = click save click view = click datasheet view.

For a date

Click select the date = click in general format = click in scroll & choose = eg long date = click save = click view = click datasheet view.

4. Setting an index (design view)

   Click view = click design view = select id no = in general click indexed =  click in scroll = - no

-           yes ( duplicate ok)

-           yes ( no duplicate)

No = means un indexed (sorting)

Yes (no duplicate) means sorting but no type double no

Yes (duplicate ok) means sorting & type double no

Working in the datasheet window

1. Moving from one field to anther field

If you want to move horizontally and vertically in a working datasheet.

TAB = if press tab to move horizontally

SHIFT + TAB = to return back

LEFT & RIGHT ARROW = to left and right

ENTER = horizontally

HOME = to move in first text

END = to move end text.

2. Moving from one record to another record

If you want to see the record text:- look at the bottom side of database sheet.

3. copy multiple fields & multiple records.

If you want copy a text data or fields.

First select up to you want = right click = click copy = select up to you want = right click = paste.

If you want to delete:-

Select the whole row = delete

4. Finding and replacing a value.

If you want to find text:-

Click edit = click find = in box find what write text = find next click.

BUT ….. BUT  ……

Look in the:-

Look in: table name    or ID no

Match: whole field or any part or start field

Search: all or up or down

If you want to replace click replace box & write text.

5. Change the location of a field.

If you want change a field:-

Select the columns = dragging by mouse

6. Freezing / UN freezing a field.

If you want look the person name with their no.

Click in name = click format = click freeze = look it father name or salary.

To un freeze:-

Click in name = click format = click un freeze columns = dragging to arrange.

7. Hiding / unhidding fields

If you want to hid the field:-

Click format = click hide column

To return the hid columns:-

Click format = click UN hide columns = thick in box = close.

On the datasheet view

1. Resizing columns width & row height

If you want resize the columns & rows.

Select the column = click format =click column width = give no in column width = ok.

If you want to return:-

Select column = click format = click column width = in column width click in box standard width = ok.

OR … OR

Resize by mouse.

ROW

Click format = click row height = give no in row height = ok.

OR

You can use by mouse to resize.

2. Changing font & font size

If you want to change the font & font size

Click format = click font = choose in font & size = ok.

3. Pre- view change to landscape, change margins.

If you want you data setting in one page:-

Click print preview = click file = click page set up = click page in page set up =click landscape = ok.

If you want arrange your data to with its sheet.

Click print preview = click file = click page setup = click margins in page setup = give no in margins top=

                      Bottom =

                     Left =                   OK.

TABLES = a collection of data about specific topic. Tables organize data in columns (fields) & rows (records).

QUIRIES = can be used to view, change & analyze data in different ways.

QUERIES

Create a query:-

1. Click In database = click query = click new = click design view = in show your data click your data table = click add = close = Eg, double click name, father name, age, salary…. = save = write name to save = ok = click view = click datasheet view

2. Adding fields in the queries design & display them.

If you want to add fields in query.

Open your query = after check it = click design view = add by double click from your show table = save = click datasheet view.

3. Finding specific data from field.

If you need specific data from your field by name, salary or other.

Click query = click in your data = click new = click design view = click queries in show table = click add = close = double click in name ( in criteria write A*  Y*   K* ) = double click in salary ( in criteria < or > no)  = save = write name = ok.

ON QUERIES

1, before 05- 09-53          < 05-09-53

2, after   05 -09-53             > 05-09-53

3, finding net salary, tax.

Follow me……

1. BEFORE 05- 09 -53      < 05 – 09 – 53

If you want to view before 05 – 09 – 53 birth date.

Click query = click design view = in show table click table & add = close = in your table double click you want fields = write under the criteria < 05 – 09 – 53 = click design view = save = write name = click data sheet.

2, for more doing likes no =1 try it. There are the same.

3. Finding net salary & tax.

If you want to view tax & net salary:-

Click query = click design view = in show table choose your table = add & close = in your table double click in name, father name & salary = write to criteria in the right side of the salary field (tax: salary * 0.05) click view & datasheet = save .

OR…..OR….

Click query = click design view = in show table choose your field = add & close = write to criteria in the right side of the salary field (net salary: salary – tax) = save = click view datasheet .

ON UPDATING

If you need to up date the data or change data.

Click query = click new = click design view = click your table in show table = click add & close = eg, to change work place double click = write place in criteria = if you want to check click view & datasheet view = again to return click view & design view = click query in tool bar = click update query = write place in update to = click query & click run = give yes for the question “are you sure you want to update?” = close = give no for the question “do you want to save?”     

For salary

If you like to update the salary.

Click query = click view = click design view = click your table in show table = click add & close = double click name and salary = write in salary in criteria ( <700 for eg) = if you want to check click view = click datasheet = & again to return click view = click design view = click query = click update query = write no. (=[salary] + [salary] *0.05) = click query = click run = give yes for the question “are you sure you want to update” = close = give no for the question “do you want to save?”

FORMULA

To add salary:-  = [salary] +[salary] * 0.05

To decrease salary:-  =[salary] – [salary] * 0.1

FORMS

CREATING A FORM DESIGN

1. Form can be used to view the data you want in the way you want edit the data in source table (query). Store graphic elements calculation fields, description, text e.t.c

To create a form:-

Click form = click new = click design view = in scroll click data = ok = click view = click form header/footer = click text box from tool box to write date (= date ()) = click label from tool box to write title = click view = click form view.

2. Insert fields with their labels from the field list in the detail section.

Click in detail = drag fields from table = save = write name = ok

3. Setting colors form:-

If you need to setting a colors

Click fill/ back color in tool bar = & setting font color in the tool bar.

CREATE A FORM THROUGH WIZARD.

If you want form create by wizard (automatically)

Click form = click new = click form wizard = ok = click choose in scroll of tables /query = choose available fields by scroll & if you want select click ( < ,> , << ,>> )  = next = choose layout form = next = choose style color       = next = write your form title = finish .

REPORT

CREATING THE REPORT

Reports the effective way to present data in a printed format calculate totals, group records in to categories e, t, c .

HOW TO CREATE REPORT?

Click repots = click new = click design view = choose your file by scroll = ok = click view = click report header / footer = write date & time by text box ( = now() ) = enter = write title by label = in page header write ( = “page” & page ) by text box = & write column titles by label in page header = in detail section dragging field drop to detail = on report footer write total & average

             

                           Total          = sum (salary)

                          Average      = AVG (salary) BY LABEL

= save = write report name = ok = close.

FOCUS

1, INDEX (SORT):- can be used to find data quickly ordering data.

2, PRIMERY KEY: - unique tag or label to identify each record in your table.

3, DYNASET CONTAIN: - data draws from one or more tables.

4, UPDATE QUERY: - to make the same changes to group of records.

5, FIELDS: - Contain specific category of information.

JOIN TABLES

If you want to join two or more data.

Click query = click new = click design view = click table in show table = ok = click & add the data & join by dragging to another data = click save = write name = ok = select fields from two data to field design.

DIS JOIN A TABLES

If you want to disjoining.

Click query = click new = click design view = ok = click add the data = close = select fields from the two data = save = write name = ok.

OR…….OR…..OR…..

The two joint data has join lines so the line you must be click & delete.

CREATING A RELATIONSHIP DATAS

If you need to relate the two data:-

Click query = click tools = click relationship = join by drag the table/data = in edit relation click create = ok. Hesitate

 NOTES

If you want to change name of the title fields:-

Click you want field = click format = click rename column = write you want name = enter.

I TELL YOU PLEASE READ IT. IF YOU HAVE SOME PROBLEM DONOT HESIATATE PRESS =

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